Overview 

Program administrators can create form-based filters across multiple tables (Users, Placements, Mass Updates, Sites). 

Custom Filters 

Custom filters from fields can be applied to the users, placement information, placement approval, placement dashboard, and mass updates tables.

Add a custom field as a filter option 

Custom filter options are based on fields available on forms within your database. Before being able to add them in the different environments, the ‘Form Extends Link Table’ option must be checked on the individual form in Form Builder.  

• Note: The Program Setup role must be assigned to access Form Builder

To do so: 

1. Open the specific form in the Form Builder environment
2. Expand the individual form
3. Check the ‘Form extends link table’ checkbox
    
4. Go to the UI environment under ‘Program Setup | Customization’ and click the ‘Custom Filters’ tab at the top of the page.
5. Click the ‘Add’ button in the upper right corner. 
   
6. Fill in the required fields. Multiple fields on a singular form can be used to create custom filters
   1. Table:
      1. Users
         
         • Users
         • Mass Update: Users - Site Associations
         • Mass Update: Users - Direct Supervision
         • Mass Update: Users - Group Associations
         • Mass Update: Users -  Program Associations
         • Mass Update: Users - Roles
         • Mass Update: Users -  Sub-Program Associations
      2. Placements
         • Placement Information
         • Placement Approval
         • Placement Dashboard
      3. Sites
   2. Program
   3. Source Form  
7. Once the initial information is entered, click the ‘Add’ button within the record to create the custom filters. 
   
   1. Select the field within the form you would like to create the filter from using the ‘Field’ dropdown menu.  
      1. BEST PRACTICE: Only utilize ‘list’ fields, not those with text entries
   2. Enter the Display Name  
   3. Click ‘Visible on Table’  

 

User Table View: 

The custom filter can be seen at the top of the page. The form used for that filter will be listed on the side of the user record highlight in the image below

 

 

Mass Update Table View: 

Filters will appear alongside the standard filters above the table of information.  

 

 

Site Placement Approval/Information/Management Table Views: 

Filters for all three Site Placement tables will appear at the top of the page alongside the standard filters. The example below shows a custom filter for type of learner. 

Custom Fields from forms

Custom fields from form options are based on forms within the database. These fields appear in the Users record in the Users table. Before being able to see the custom fields in the User records, the ‘Form Extends Link Table’ option must be checked on the individual form in Form Builder.

• Note: The Program Setup role must be assigned to access Form Builder

These forms can be populated in any of the following ways: 

• manually assigning form by an admin from the Users table 
• by assigning the form to the student
  • student will complete the form as an assignment or site placement task, data will be displayed in their user record in the linked table’s tab
  • a form linked to custom fields can only be linked to 1 assignment or site placement task (we recommend adding it as a "Program" assignment if students need to consistently update it)
• COMING SOON: via REST API 

The form with the Form Extends link Table option checked will be listed on the side of the user record highlight in the image below.

Best Practices

• Only utilize ‘list’ fields, not those with text entries

Related Articles

• Mass Updates Workspace
• The Placement Approval Grid