# Filter data {% hint style="info" %} These tools aren't available in the Summary view; you must select a dimension first. Filtering uses the actual stored values, not the rounded values displayed on screen. This differs from Analytics, where filtering is based on the displayed values. A *dimension* is a group of data, and an *entity* is a value within a dimension. For example, *Country* is a dimension, while *Australia*, *UK*, and *USA* are entities. {% endhint %} Filtering lets you hide items you're not interested in, allowing for deeper, more targeted analysis. There are several ways to filter the data in Flex Modes, as identified in the image below: Focus tool, filter bar, right-click menu, and advanced filter.

Different starting points for applying a filter to the grid

Regardless of the method you use, the grid updates to display only your selected rows, and a filter tag displays in the filter bar to help you keep track of what you've done. By default, a collapsed view shows the number of applied filters. Hover to see details or select the tab to open the Advanced filter panel. You can expand the search bar to display individual filter tabs. If space is limited, additional filters appear grouped under a +number indicator, which shows how many extra filters are hidden from view. The selected view is retained until changed.

When you apply two or more filters, the **And** indicator informs you that the AND condition applies. You can change this to an OR condition in the **Advanced filter** pane.

Three filters applied to the grid with AND conditions

{% embed url="" %} Filter data in Flex modes {% endembed %} ## Focus on or exclude items Use the **Focus** and **Exclude** tools to concentrate on specific rows of data. These tools are perfect for isolating items or simply removing noise from your grid view. * **Focus**: Keep specific items in the grid; remove everything else.\ For example, suppose you're analyzing your sales data for the last three months and want to zero in on the top 3 performing sale reps. * **Exclude**: Remove items that aren't relevant to your analysis; keep everything else. This action allows you to focus on the remaining rows. It's essentially a type of focus action that uses a *not equal to* selection.\ For example, suppose you're analyzing your customer sales for the last three months. Only four customers generated revenue above the target, so you want to take your analysis further, without those four customers in the picture. ### Quick focus or exclude Use the right-click menu to quickly focus on, or exclude, items from the grid. Right-click an individual cell, or select a range of cells or rows and right-click that selection, then click **Focus** or **Exclude** as required.

Using the right-click menu to quickly focus on a cell or selection of rows

#### Focus on selected properties You can use the right-click menu to focus on specific properties in the grid. When you select multiple cells in a row and choose **Focus**, Phocas creates a search rule that matches those properties as a set. If you select cells across multiple rows, a separate group of rules is created for each row. {% embed url="" %} Use right-click focus to filter on properties {% endembed %} ### Focus button Select the row(s) you want to focus on, then click the **Focus** button or press the **F** key.

### Focus advanced filter rule When you focus or exclude data using either of the methods above, a rule is automatically created for you in the [**Advanced filter pane**](#id-4.-advanced-filter). You don't need to do anything, but you can edit the rule to adjust your filter or use it to build a more complex filter query.

## Search for something The filter bar above the grid allows you to you perform a quick keyword search to filter the grid. Type a keyword into the bar and press **Enter**. This action automatically performs an *is like* (wildcard) search on all the property columns currently displayed in the grid. Your keyword displays as a filter tag on the right of the filter bar.

## Use the right-click menu The right-click menu is a quicker, easier way to do an advanced search based on a condition, as you do it directly from the grid while you're looking at the data you're interested in. It's particularly powerful when you use it on a custom calculation column. You can then hide or delete the custom columns without affecting the filtered results. Right-click a cell, then select the required option. The menu is contextual, so the available options depend on the item from which you opened it. For example, if you right-click a cell in a calculation column, you'll see the focus and exclude options, along with a list of comparison condition options.

See also [Quick focus or exclude](#quick-focus-or-exclude) above ## Create an advanced filter Whereas the other filtering methods are suitable for quick, ad hoc analysis, the advanced filter takes your analysis to the next level, helping you get answers to more complex queries. This filtering method is useful when you want to get more refined search results and answers to specific questions, such as: * *Which customers have sales values that declined by more than 5% over the last 3 months?* * *Which sales reps earned sales revenue of less than $100,000 in the financial year to date*? {% embed url="" %} Create an advanced filter {% endembed %} This filtering method involves the creation of rules. You can save the results as a favorite, so you don't need to recreate the rules each time. Each rule is in the form of a card and is based on one of three types of filters: |

Condition

This filter is similar to the right-click filter method, but it's more flexible, as instead of just comparing columns, you can enter a value as the comparison condition.

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Focus (or exclude)

This filter yields the same result as focusing on, or excluding, data in the grid. If you're familiar with using the advanced search feature in other modes, this is the same as creating an Entity rule.

| |

Keyword

This option yields the same result as when you search for keywords in the grid. If you're familiar with using the advanced search feature in other modes, this is the same as creating a Property rule.

| ### Open the Advanced filter pane Click the **Advanced filter** button to open the **Advanced filter** pane. If you've already filtered the grid using one or more filtering methods (right-click filter, keyword search, or focus), you'll see rule cards for your applied filters here.

If you haven't applied any filters yet, you'll get a blank rule card to get you started.

### Add a rule Click **Add filter** to add another rule card. By default, this rule is for a **Condition** filter. You can configure this rule as required or switch to another filter type. Each type of filter has its own configuration criteria. Make your elections or enter values as applicable, then click **Apply** to see your changes reflected in the grid. ### Change the filter type Click the colored label in the rule card to change the type of filter that's applied. For example, you might want to switch the default blank rule from **Condition** to **Focus** or **Keyword**.

### Edit rules After you add and apply your advanced filter rules, you can open the **Advanced filter** pane at any time to review the rules and make changes. ### Add a group A group is a collection of rules. Click **Add group** to add group card. Drag the applicable rule card(s) into the group. You can add more groups and nest one group inside the other, then use a mix of and/or logic to build a more complex filter. {% hint style="success" %} Watch the [Create an advanced filter video](#create-an-advanced-filter) for an example of adding a group. {% endhint %} ### Use and/or logic When you have two or more rules, the **And Or** option becomes relevant. If you use groups, you can use a mix of and/or logic. By default, the **And** condition is applied, but you can switch to an **OR** condition. For example, suppose you want to see the data that meets these criteria: * Customer type was Healthcare and IT **AND** a high margin was achieved * **OR** any sales that happened in my new territory {% hint style="success" %} Watch the [Create an advanced filter video](#create-an-advanced-filter) to see the impact of switching from an And to an Or condition. {% endhint %} ### Delete a rule or group In the **Advanced filter** pane, click the **X** button in the top-right corner of the rule card. The filter is deleted instantly. To delete all rules simultaneously, click **Clear all filters** at the top of the pane. ## Remove a filter To remove a filter, click the **X** on its tag in the filter bar. To remove multiple filters at the same time, click **Clear** in the filter bar. To completely [reset the data](https://docs.phocassoftware.com/analytics/flex-modes/reset-data), click the **Reset** button. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.phocassoftware.com/analytics/flex-modes/filter-data.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.