Filters help build a certain view on various records in the IBSS system for maintenance or analytics needs within an organisation. For example, when a team wants to have a quick over view on space bookings in a specific set of spaces only. Or there's a need to have a view on visits for a certain host or with a set of statuses that are of interest.

Users who need to work with filters will need corresponding DATAMODEL permissions in the Filter row.

Filters are created or edited in Admin Portal > Manage > System Filters for the selected building.

Creating a new filter

To create a filter, you can:

• Duplicate an existing one and edit it.
• Click + ADD to create a filter from scratch.

If you are creating a new filter, fill in the information about it:

1. Select a Record Type to start building a customised selection on these record types.
   For now, filters can be used for Bookings, Visits, or Catering records only.
2. Give the filter a self-explanatory Name so that your organisation intuitively knows what information they will receive when using this filter.
3. Select the Cross-Building Filter check box if it should be used in multiple buildings of your organisation.
   ⚠️ The buildings must belong to one region in their setup. This filter works within one region only.
    
4. Add filter query in EXPRESSION EDITOR where the available options in the dropdowns will help you create a correct query.
   1. In EXPRESSION EDITOR, use the Or/And toggle and the Add Condition + button to create your query.
5. Or use TEXT EDITOR an option for advanced users who know what other conditions they can use for the query to work in IBSS. Here, you will have a Filter query text field to enter your query.
   Learn here how to create Filter query text: Creating queries for System filters
   ⚠️ Mind that you can use either EXPRESSION EDITOR or TEXT EDITOR. They do not complement each other. And when saving the query, the tab that is currently open will be saved.
    
6. Select an Owner Role as defined under Roles & Data Security for the group of users who will be using this filter.
7. Select the Status between the options: disabled or enabled status for this filter. The Default option is reserved for future functionality to set a default filter per building.
8. Click Save.
   Again, depending on what tab is currently open – EXPRESSION EDITOR or TEXT EDITOR – that query will be saved and used.