Applies to app version 2026.02 onwards
System 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.
Filters are created or edited for the selected building.
Required permissions for System Filters functionality in Setup and Operations
ℹ️ All pages and actions within IBSS apps are security controlled.
⚠️ While the product name and pages names have changed, we're still working to rename associated permissions.
| Action | Permission |
|---|---|
| Open the System Filters page | At least one ADMINPORTAL Portfolio Setup right, plus DATAMODEL.Filters |
| See the filter list | DATAMODEL.Filters.Read |
| Add a filter (+ Add) | DATAMODEL.Filters.Create. Without it, the Add button is disabled. |
| Duplicate | DATAMODEL.Filters.Create, with one filter selected. It stays disabled when several filters are selected. |
| Edit (row click) | DATAMODEL.Filters.Update |
| Delete | DATAMODEL.Filters.Delete |
| Owner Role dropdown | Loads roles from the IBSS API, no extra Setup role permission is needed |
| Use a filter in Operations | The filter must be owned by one of the roles. Bookings Dashboard and List View need the Operations booking permissions. |
Creating a new filter
To create a filter, you can:
- Click + Add to create a filter from scratch.
- Duplicate an existing one and edit it.
Fill in or edit relevant fields.
- Select a Record Type to start building a customised selection on these record types.
For now, filters can be used for Booking, Visit, or Catering records only. - Give the filter a self-explanatory Name so that your organisation intuitively knows what information they will receive when using this filter.
- Select an Owner Role for the group of users who will be using this filter.
- 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. - 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. - Add a filter query in Expression Editor.
- Use the Or/And toggle for your conditions.
- Click + Add Condition and the available options in the dropdowns will help you create a correct query.
⚠️ For Booking record type, the limit is 100 spaces per filter. - Click Save.
Alternatively, on step 6, you can use Text Editor to write your conditions sequence in a text field.
You can use either Expression Editor or Text Editor, you cannot use both ❌.
They do not complement each other. And when saving the query, only the tab that is currently open will be saved.
It's 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.