Saved Filters
A filter you have built once — see Filtering Lists — can be given a name and kept. Saved filters is the button beside Filter on any list, and it does two jobs: it hands back the filters you have kept, and it saves the one you have on screen right now.
Filters are saved per list. A filter you save on the host list is offered on the host list and nowhere else, because the columns it names only exist there.
Saving one
- Build the filter you want with the Filter panel, so the list is showing what you are after.
- Click Saved filters.
- Type a name at the bottom, under Save the current filter, and click Save.
If nothing is filtered when you open it, that section says so instead — there is nothing to save.
Saving under a name you have already used replaces that filter, which is how you adjust one: apply it, change the rules, and save it under the same name.
Applying one
Open Saved filters and click Apply next to the one you want. The list filters immediately and a chip appears above it naming the filter that is in force.
Note
A saved filter is never applied on its own. Coming back to a list, or signing in tomorrow, always gives you the whole list. This is the same rule that keeps searches out of a saved layout — a list that came back short with nothing on screen to explain it looks exactly like data that has gone missing. See Arranging Lists.
Turning one off
Click the × on the chip. That is the whole gesture — one click, from anywhere on the page, and the list is complete again.
The chip is the only thing on screen that says a saved filter is running, so it goes away by itself if you clear the filter some other way, such as Clear All in the Filter panel.
Sharing
A filter can be handed to other people. Open Saved filters, click Share next to one you own, and tick who should have it:
| Share with | They see it | Good for |
|---|---|---|
| Users | the people you tick, and nobody else | a filter you want one person to look over |
| User groups | everyone in the group, including people added later | a team’s standing view of a list |
| Roles | everyone holding that role | ”every helpdesk operator should have this” |
You can tick any combination. Sharing does not give anything away: the people you share with can apply the filter, and only you can rename, re-share or delete it.
You can only share with users, groups and roles you are already allowed to see. If you have no permission to view users, that column is simply not offered — you can still save filters for yourself.
Sharing with everybody
Share with everyone makes a filter appear in every user’s picker on that
list. It is a separate permission (savedfilter.create) precisely because it
changes what other people see, so the option is only shown to an account whose
role grants it. See Roles & Permissions.
A global filter has no owner, so it stays where it is if the person who created it is later deleted.
Which reason is shown
The same filter can reach you several ways at once — a colleague ticks your name, and you are in the group they shared it with, and you hold the role. It is still one entry in your picker, labeled with the most specific reason you can see it:
yours → shared with you → shared with a group you are in →
shared with a role you hold → everyone
So a filter your manager shared with you directly says Shared with you by them, even if it also went to your whole team.
Renaming and deleting
Rename and Delete sit next to Share, on filters you own. Deleting one removes it for everybody it was shared with; nothing is left behind.
You cannot delete a filter somebody shared with you — it is not yours, and for a filter shared to a role it was never a decision one person makes. If you do not want it, ignore it: it sits in a picker you only open on purpose, and nothing about it changes what your lists show until you apply it.
What is remembered, and what is not
Whether the Column search row is showing is remembered against your account, so a list you like filtering from the headings opens that way. What you typed in those boxes is not remembered — the row comes back empty. The same distinction runs through all of this: FOG remembers how you like to work, and never a question you asked once.