Filtering methods

Get a summary of the filtering methods, including when to use them, and who can use them.

There are multiple filtering options to help you view, edit, and manage your budget data efficiently. Each one serves a different purpose, as summarized in the table and described below.

Method	Scope	Persistence	Best For	Budget user
Worksheet filter	Individual worksheet	Until the workbook is refreshed or closed	Quick, one-off, user-specific filtering that doesn't need to be re-applied	Contributor, Owner, and Administrator
Saved layout	Individual worksheet	Until the workbook is refreshed or closed; can be reapplied or shared	Reusing and sharing specific view	Contributor, Owner, and Administrator
Session filter	Main tab, and Database and Reference tabs linked to the Main tab	Until the workbook is closed	Working with large data sets that cause performance issues or become overly complex	Contributor, Owner, and Administrator
Filtered workbook	Budget instance	Permanent	Controlled, role-specific budgeting	Owner and Administrator
Deletion of row	Budget instance	Permanent	Removing specific dimension entities or accounts from the budget	Owner and Administrator

Worksheet filter

A worksheet filter is a filter you apply directly within a budget or forecast worksheet. You can filter by condition, keyword, workflow, or dimension (such as Country or Product).

Use it when:

• You’re working on a specific worksheet and want to temporarily change what data is displayed to focus on specific segments.

• You need a quick, one-off view to analyze or edit specific data.

• You don’t need to save the filter for future use or share your view with anyone.

Key features:

• Ad hoc filtering.

• Only affects your view of the data.

• Resets when you leave unless saved via a layout.

Saved layout

A layout is a saved view of a worksheet with applied filters.

Use it when:

• You want to reuse a specific view of the worksheet.

• You regularly analyze the same data set, therefore, apply the same set of filters.

• You want to share a customized view across your team.

Key features:

• Persistent and reusable.

• Ideal for recurring review or analysis needs and collaboration.

Session filter

A session filter is a dimension filter (or set of dimension filters) that apply across multiple worksheets in a workbook during a session. In particular, the filter applies to the Main worksheet tab of the workbook, and any Reference tabs and Database tabs.

Use it when:

• You’re working across multiple worksheets in a workbook and don’t want to repeatedly apply the same filter (such as region or branch) in each worksheet.

• You have a large budget and want better performance.

Key features:

• Reset when you sign out or manually clear them.

• Allow large workbooks to be opened with improved performance and can avoid the browser timing out or crashing due to memory restrictions.

Filtered workbook

A filtered budget is a specific type of budget with pre-applied dimension filters that restrict the data within it. You can apply the filter to the whole budget (using dimensions not present in the budget) or a dimension level within the budget.

• Only the budget owner or administrator can use this filtering method.

• This method might have unintended consequences and therefore, it poses a risk of omission or error.

If you’re a budget owner, use it when:

• You want to create a budget that only includes certain data.

• You want to distribute budgets to users but need strict control over what data is editable or visible in the budget.

• You're building role-based budgets, for example, regional managers see only their data.

Key features:

• Filter is set during budget creation and baked into the budget.

• Controls visibility and data access as it restricts users to only the filtered data.

• Ideal for department or role-specific budgeting.

Deletion of row

Only the budget owner or administrator can use this filtering method.

The deletion (removal) of specific dimension entities or accounts directly from your budget or forecast is technically another way to filter the data. This method is particularly useful when certain items are no longer relevant to your financial planning. By deleting these items, you effectively filter them out from your budget, ensuring that only pertinent data remains.​

Use it when:

• You need to permanently exclude specific dimension entities or accounts from your budget or forecast.​

• Certain items are obsolete or irrelevant to your current financial planning.​

Key features:

• Permanent removal of selected items from the budget or forecast.​ However, these items can be manually added back in later, if required.

• Ensures data relevance and accuracy by excluding unnecessary entities or accounts.​

• Avoids the need to apply a filter in the workbook setup. Filtering in the workbook setup can create a risk of omission and might require additional administration time in terms of maintaining the filtered list.