---
title: "How do I create a record filter definition?"
slug: "how-do-i-create-a-record-filter-definition"
updated: 2026-06-10T11:26:23Z
published: 2026-06-10T11:26:23Z
canonical: "help.cintra.co.uk/how-do-i-create-a-record-filter-definition"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I create a record filter definition?

## What is a record filter definition?

A record filter definition in Cintra iQ is a set of criteria used to select and display specific records based on shared commonalities. These filters are vital for sorting and organizing data within the system. They can be applied in various areas, such as in the Navigator for display purposes, in Email Notifications, Letters, and Listing Reports.

## How do I create a record filter definition?

**Go to Cintra iQ**:

1. Lower right-hand corner > Filters > Record Filters window
2. Menu bar> Definitions > Filters > Record Filters window

Click the **New** button. The **Create Record Filter Definition** window appears. Within the **Create Record Filter Definition** window, you can perform the following:

- Identify the criteria that creates an expression.
- Add a row of criteria to an expression.
- Update an existing expression.
- Delete a row(s) of criteria from an expression.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066663.png)

| Name | Description |
| --- | --- |
| **Title** | Enter the name of the filter definition. |
| **Category** | Select a category to which to attach the filter definition. |
| **Search** | The **Search** field helps in finding the correct field. For more information, see Search for Available Fields. |
| **Available Fields Pane** | This is a list of all **Available Fields** within **Cintra iQ** that appear in each sub folder of the **Folders** pane. For more information, see Available Fields. |
| **Selected Fields Pane** | This contains the search path of the available field you selected in the **Available Fields** pane, which shows you from where the data is sourced. This path displays the form where the data was entered. |

> [!NOTE]
> **Note:** Review the path to ensure that the field name you selected is appropriate for the criteria you wish to use to create the filter definition.

## Criteria

The criteria set in these fields create the filter. By entering a **Field Name**, **Operator** and **Value** criteria, you are telling the system to compare the **Value** against the **Field Name** using the action selected from the **Operator** drop down list. The criteria is made of the following components:

| Name | Description |
| --- | --- |
| **> Field Name:** | This identifies the name of the column in the database in which the system checks for data. Click this to include the selected field from the **Available Fields** pane. |
| **Operator:** | Select one of the following operators to compare the **Value** with the **Field Name**, which results in a sub set of records. > [!NOTE] > **Note:** For example purposes, Employment Details or Employment Summary are used. - **Empty:** Searches for the defined blank **Field Name** field within a record. > [!TIP] > **Example:** If Field Name = Leaving Date and Operator = Empty, then the system will search the Employment Records and display those that have a blank End Date field. - **Equal:** Searches for any record that contains the **Field Name's** value. > [!TIP] > **Example:** If Field Name = Leave Date, Operator = Equal, and Value = Today, then the system will search the Employment Records and display those that have today's date in the End Date field. - **Greater or Equal:** Searches for the **Field Name** that contains the value(s) that are greater or equal to what is defined in the **Value** field. > [!TIP] > **Example:** If Field Name = Prd Col Summary: Net Pay, Operator = Greater or Equal, and Value = £3000, then the system will search the Employment Records and display those employees whose net pay is greater than or equal to £3000. - **Greater Than:** Searches for the **Field Name** that contains the value(s) that are greater than what is defined in the **Value** field. > [!TIP] > **Example:** If Field Name = Prd Col Summary: Net Pay, Operator = Greater Than, and Value = £15000, then the system will search the Employment Records and display those employees whose net pay is greater than £15000. - **Less or Equal**: Searches for the **Field Name** that contains the value(s) that are less or equal to what is defined in the **Value** field. > [!TIP] > **Example:** If Field Name = Prd Col Summary: Net Pay, Operator = Less or Equal, and Value = £15000, then the system will search the Employment Records and display those employee records that have net pay less than or equal to £15000. - **Less Than:** Searches for the **Field Name** that contains the value(s) that are less than what is defined in the **Value** field. > [!TIP] > **Example:** If Field Name = Prd Col Summary: Net Pay, Operator = Less Than, and Value = £15000, then the system will search the Employment Records and display those employee records that have net pay less than £15000. - **Like:** Searches for the **Field Name** that contains the value(s) set between **%** signs, which is defined in the **Value** field. > [!NOTE] > **Note:** The % symbol is used only with Like. The % symbol acts as a wild card and allows records to be filtered by what ever text or numeric value that is set. Where you place the % symbol gives you different results. - **%[xx]%:**Bookending the value with **%** tells the system to find any record that contains the value in that field name. **Example:** If **Field Name** = **Post title**, **Operator** = **Like**, and **Value** = **%Manager%**, then the system will search the **Employment Records** and display those employee records that have **Manager** in a post's title. - **%[xx]:** Placing the **%** at the beginning of the value, tells the system to find any data that has the value at the end. - **[xx]%**: Placing the **%** at the end of the value, tells the system to find any data that has the value at the beginning. - **Not Empty:** Searches for any or all records that contain the information entered in the **Values** field. > [!TIP] > **Example:** If Field Name = Payroll Name, Operator = Not Empty, then the system will search the Employment Records and display any or all employee records that have payroll names. - **Not Equal:** Searches for any record that does not have the **Field Name's** value. > [!TIP] > **Example:** If Field Name = Leave Date, Operator = Equal, and Value = Today, then the system will search the Employment Records and display any or all employee records that do not have today's date. - **Not Like:** Searches for the **Field Names** that do not contain the value(s) set between **%** signs, which is defined in the **Value** field. > [!TIP] > **Example:** If Field Name = Post Title, Operator = Not Like, and Value = %Manager%, then the system will search the Employment Records and display those employee records that have do not have Manager in their Post titles. |
| **>Value** | Within this field you can perform the following: - Add a value from the **Available Fields** pane. - Enter a value manually. - Right-click and select from the **Value** menu. - **Select Key Value:** Use this option to select from a list of user defined values that are grouped together under one field name. i.e. **Payroll Membership**, **Post Titles**, **Attendance Categories**, etc. The lists also appear for fields selected from **Look up** tables. - **Today:** Use this option to base the value on today's date. You also have the option to offset the **Today** date in the current month or by a number of days, months, weeks or years. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066664.png) - **Current Month Functions:**This where you can automatically offset the **Today** date in the current month. - **:**The **Date Offset** offsets to the current month function is not used. - **Month Start:**The system takes into account today's date and only looks at records that have dates from the beginning of the current month. i.e. Today's date = 25 April , therefore the system will only display records from 1 April. - **Month End:** The system takes into account today's date and only looks at records that have dates until the end of the current month. i.e. Today's date = 25 April, therefore the system will only display records to 30 April. - **Non Current Month Functions:** This is where you can create a date frame so the system can search for record data in relation to **Today's** date. Example: I want the **Date Offset** to be the next six days. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066666.png) - **+, -:**Depends on what you select; you can apply the date frame to look for the future or past records in relation to **Today's** date. - **Value:**this determines to what length of period the records are searched. - **Calendar breakdown:**this determines if the offset period is held in **Days**, **Weeks**, **Months** or **Years**. The system looks at the number of records in what ever calendar breakdown you select. - **Link:** Select **AND** or **OR** to link one row of an expression to another. > [!TIP] > **Example:** I want to find records where surnames start with P and when the employment start date is before today. Once the filter is applied, the system searches for both last names starting with P and start dates prior to Today's date. - **( ):** Use these to separate one set of criteria from another so the system processes the expression in an ordered (logical) sequence depending on how the criteria is grouped. If no brackets are used, the system processes each row separately. For more information, see How Do I Apply Brackets? ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066667.png) |
| **Expression pane** | This displays a series of criteria which satisfies the expression in order for it to be used to filter a set of records. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066668.png) |

### Creating a Record Filter Definition

> [!TIP]
> **Example:** I want to see all the employment records of new starters prior to today's date. Therefore I should create an expression like this:
> 
> ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066669.png)

1. Select the sub folder in the **Folders** pane to which you wish to apply the filter. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066670.png)
2. Navigate to the **Record Filters** window.
3. Select the **New** button. The **Create Record Filter Definition** window appears.
4. Enter the filter's **Title**.
5. Select the **Category** to which to attach the filter.

> [!NOTE]
> **Note:** If no Category is selected, the filter automatically appears in the Uncategorised category in the Record Filters window.
6. Select the appropriate available field from the **Available Fields** pane or perform a **Search**. The available field is highlighted and appears in the **Selected Fields** pane.
7. Click the **> Field Name** button. The selected available field is displayed as the **Field Name**. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066671.png)
8. Select the **Operator** from the drop down list.
9. Perform either of the following:
  - Select another field from the **Available Fields** pane and click the **> Value** button.
  - Manually enter the value in the **> Value** field.
10. Click the **Add** button. The criteria appears in the **Expression** pane. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066669.png)
11. Review the sequence of the fields and make changes where necessary.
12. Add more criteria if necessary. Or Click the **OK** button to save the filter. The filter appears in the **Records Filter** window and is ready to be tested.

## To apply brackets

Once you have created a **Record Filter Definition** with multiple lines of criteria, use the brackets to group criteria within the **Expression** so that the system knows what to process in a logical sequence.

1. Highlight the desired row in the **Expression:** pane.
2. Navigate to the **Add** section.
3. Click the ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066674.png) button.
4. Highlight the row again.
5. Click the ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066678.png) button.
6. Click the **OK** button. The updated filter is saved.

> [!NOTE]
> **Note:** To remove the brackets, repeat the actions above, but click the Remove opening or close bracket buttons instead.