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The main benefit of Record Filter Administration is to allow administrators to limit the choices a user sees in menus and lists. This allows users to find what they need faster and more easily. Administrators define the limitations by adding a recordset filter to a role. If the administrator has not defined a recordset filter for a particular recordset, all active entries display.
If a user opens the lookup list, the Record Filter is applied and only those records that match the filter criteria display.
If a user begins to type and the system offers suggestions to complete the entry, the Record Filter is applied and only those records that match the filter criteria display as suggestions.
If a user enters a valid entry from the library, but is outside the Record Filter criteria, a validation error displays.
If the system administrator has not defined a Record Filter for that particular library, all active entries display.
Example: If a field worker exclusively works in the Public Works department, limit the available equipment choices to equipment assigned to the Public Works department.
Example: For a departmental supervisor, limit the available laborers to individuals in their department.
If a user adds a layer, the Record Filter is applied and only those records that match the filter criteria display. The Record Filter is not defined on the layer (the user is unable to see or change the filter); the filter is automatically applied based on their role. Any layer filter defined by the user is changed to the record filter.
If a user opens a detail record, such as Work Order Detail or Asset Detail for a Container, the Record Filter is applied and only those records that match the filter criteria display. Roll up information, however, displays the sum and totals for all records, not just the records that display.
If a user runs a report, the Record Filter is not applied.
If a user is given a direct link to a record outside of their Record Filter, the user is able to view that individual record.
Example: For sign field workers, limit the available signs to ones that are not retired.
Example: For the Water Department, limit tasks to those associated to the Water Department.