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The Report Filtering functionality allows you to email a report link with the a prefiltered summary report to a person who can then also add filters to the form/survey results (based on the condition).

The current page contains the following topics:

Advanced Filter

 Click here for more details:

The Advanced filter is used to specify which responses you would like to see in the report. Logical expressions can also be used to create complex filters.

To apply advanced filters, you need to click the Filter button on the Toolbar on top of the Report Items page:

You will be redirected to the Advanced Filter page. Follow the recommendations below to add the filter to your report:

  1. Click the Add Filter button;
  2. Select the Filter Type:
  • Question Only those, who gave a specific answer to the selected question, will be included in the report.

  • Date Only those, who have submitted the survey during the selected period of time, will be included in the report. 
  • Email Only those, whose email address (the address used to send survey invitation email) contains specific character string, will be included in the report.
  • If you filter by Question or Email, please keep in mind that the Include records field is limited to 1024 characters:

  • If you filter by Date and need today's report, you should set the filter Start and End dates for today.
  • If you add a Date filter and select 'Show responses submitted or changed during previous completed N days', responses for completed days only will be included. The completed days are defined by 'Day Start:' time.

3. Specify the type of search;

 Click here for more details:
  • If your filtering is based on response content, select the question and the answer you are interested in. If you filter results for the Rate Different Items type of question, you can select scale item to obtain more accurate results. 
If you select the No Response item from the Select answer drop-down box the report will include the respondents who did not answer this question, answer choice or scale item.
  • If you chose to filter by Date you can specify the time interval to include respondents who submitted the survey within the indicated range. Just indicate Start and End dates and save changes. You can also include only those respondents who submitted or updated their results during the last N days. Thus you can view only new responses without navigating throughout the whole report data.
  • If your filtering is based on email addresses or if you filter text responses, specify word(s) or characters to use for filtering. Please find the detailed description of this type of filters below.

4. Select Questions for masking results.This option is not mandatory and is commonly used to make summary report results less liable to respondents identification in a small respondents sample. You can specify the number of respondents and enter symbols to replace survey results with. Thus if the number of respondents for the selected questions is less than you specified, your survey results will be replaced with indicated symbols and will not be shown within the report. If a number of respondents becomes more than the indicated number, data will not be masked and will be displayed in the report;

5. Click Save to apply your filter;

6. Click Run Report to preview your report.

Types of filters

  •  Filtering based on Email Addresses
    • Use drop-down box to specify filtering condition (That/That do not).
    • Enter the word(s) or characters you are/are not interested in. Use space as separator if your search will be based on more than one word.
    • Specify the entry type:
      • contain at least one word - the respondents whose emails contain or do not contain at least one of the symbols indicated here will be included in the report.
      • match respondents whose emails contain or do not contain the line string indicated in the text field regardless of its position will be included in the report.
  •  Filtering based on text responses
    • Use the dropdown box to specify filtering condition (That/That do not).
    • Enter the word(s) or characters you are/are not interested in. Use space as separator if your search will be based on more than one word.
    • Specify the entry type:
      • contain at least one word - the responses that contain or that do not contain at least one of the words indicated here will be included in the report.
      • contain all words - the responses that contain or that do not contain all of the words indicated in the text field regardless of their order will be included in the report.
      • equal the responses that contain or that do not contain a phrase or word indicated in the text field will be included in the report.
      • match the responses that contain or that do not contain the line string indicated in the text field regardless of its position will be included in the report.
      • match wildcard - the responses will be included in the report in accordance with the following rules:
        ? - substitutes as a wildcard character for any single character
        * - substitutes as a wildcard character for any zero or more characters.
      • match regexp - responses that meet or do not meet regular expression criteria will be included in the report
      • match fulltext - responses that match or do not match indicated criteria will be included in the report. You can use the following logic operators for specifying advanced text filter criteria:
        & - is used to indicate logical AND;
        < - is used to indicate logical ordered AND, which means that words must appear in the strict order as was indicated;
        | - is used to indicate logical OR;
        ! - is used to indicate logical NOT.
  •  Filtering based on Numeric Allocation responses
    • Specify the filter condition (That is/That is not).
    • Enter the number you are/are not interested in.
    • Specify the entry type:
      • greater than or equal to - the responses with numbers that are greater or equal to the indicated number will be included in the report.
      • greater than - the responses with numbers that are greater than the indicated number will be included in the report.
      • less than or equal to - the responses with numbers that are less or equal to the indicated number will be included in the report.
      • less than - the responses with numbers that are less than the indicated number will be included in the report.
      • equal to - the responses with numbers that are equal to the indicated number will be included in the report.
        Note that you can filter responses by empty answer field, if you select that equal to or that do not equal to for question responses and leave an empty string.

Filter Logic

If you have set more than one filter, you can specify the way of combining your report filters:

  • Select Apply 'AND' logic to see the report on those respondents who meet the conditions of all your active filters.
  • Select Apply 'OR' logic to see the report on those respondents who meet the condition of at least one of your active filters.
  • Select Apply customized Logic (User defined expression) to use combined filtering. Specify the way of combining your filters using ANDOR and NOTlogical operators. Use parentheses to make your logic unambiguous.

    Please note that only the filters mentioned in the text field will be used to filter the report. For more details see the Filter Logic help chapter.

Examples of filtering

 

 Examples of filtering based on email addresses or text responses
That
Entry TypesConditionsResults
Contain at least one word

 

Cat



Red Cross

Cat
Cat Flower
Big Cat
Cathlene

Red Bull
Cross Roads
Red fine Cross
Contain All words

 

Cat



Red Cross

Cat
Cat Flower
Big Cat
Cathlene

Red Bull
Cross Roads
Red fine Cross
Match

 

Cat



Red Cross

cat
Cat Flower
Big cat
Cathlene

Red Bull
Cross Roads
Red fine Cross
Red cross Representative
Match wildcard

 

Ca?



R*

Cat
Car
Cathlene

Red Bull
Cross Roads
Red fine Cross
Red Cross Representative
Match Fulltext

 

Red & Cross




Red < Cross



Red | Cross

Red Cross
Cross roads Red
Red Bull


Red Cross
Cross Red
Red roads Cross

Red Bull
Cross Roads
Red fine Cross
Equal

 

Cat



Red Cross

Cat
Cat Flower
Big Cat
Cathlene

Red Bull
Cross Roads
Red fine Cross

For the That do not condition all the responses that meet the That condition will be excluded from the sampling above.

 Filtering based on an answered/unanswered text field

If you need to include only those respondents into the report who have answered a particular text field, set up the filter in the following way:

Alternatively, if you need to show only those, who have left it empty, use the opposite setting:

Custom Filters for Report URL

 Click here for more details:


This feature allows you to generate URL with filters on the report containing questions with text responses.

The Custom Filters for Report URL allows the report viewer to preview and filter a report without accessing your account directly.

Click the Publish button for the selected custom report on the Reports home page and then:

  1. Under the first step, the link to your report resides. Copy that link.
  2. Using any external text editor add filter logic at the end of your report link and specify parameters of your filters.
  3. Insert the customized report URL in your website.

 

Here is a customized report URL with parameters for filter logic and filters:
https://app.keysurvey.com/report/38345/-1/35cc?afterVoting=d651cb1abceb&LOGIC=F1 OR (F2 AND F3)&F1=[Q1.A2][M]filter text&F2=[Q2.A7][M]filter text&F3=[Q3.A5][C]filter text&F4=[Q4.A1]

Original report link is in red.
Start of filter logic (this will always be the same) is in green.
Filter logic is in purple.
Parameters of the filters are in brown.

Parameter LOGIC describes filter logic. You can use AND, OR and combined filter logics.

LOGIC=F1 AND F2 means that you will see the report on those respondents who meet the conditions of all your filters.
LOGIC=F1 OR F2 means that you will see the report on those respondents who meet the conditions at least of one of your filters.
LOGIC=F1 OR (F2 AND F3 ) means that you will see the report on those respondents who meet the conditions of F1 or F2 and F3 filters.
The same filter logic is used in our Advanced Filter, for details consult the Advanced Filter and Filter Logic help chapters.

This report URL contains a set of parameters describing filters. For example, F1=[Q1.A2][M]text, where:
F1 - filter,
Q1 - question number,
A2 - answer number,
text - text response.

You can use [M], [C], [R] or [W] tokens before the text response.
For example, F2=[Q2.A7][M]topic- means that the responses that contain the exact line string indicated next to [M] in the report URL will be included in the report. For example, filter F1=[Q1.A1][M]12 11 will include following responses: "13 12 11 10" or "15 14 12 11"
F3=[Q3.A5][C]topic - means that the responses that contain at least one of the words indicated next to [C] in the report URL regardless of their order will be included in the report. For example, filter F1=[Q1.A1][C]12 11 will include following responses "11 12 13 14" or "14 13 12 11"
F3=[Q3.A5][R]topic - means that the responses that match the regular expression indicated next to [R] in the report URL will be included in the report.
F3=[Q3.A5][W]topic - means that the responses that match the wildcard indicated next to [W] in the report URL will be included in the report.

If your filter logic is based on "Pick one or other" or "Dropdown list" questions, there is no need to use additional [M], [C], [R] or [W] tokens, just reference an answer option of a question:

For example, F1=[Q1.A2]

You can use [DS] and [DE] tokens to specify Start Date and End Date for the filtering.
For example, LOGIC=F1 AND F2&F1=[DS]2005-08-25&F2=[DE]2005-09-23 - means that the report will contain only those responses that were received between the dates specified next to [DS](start date) and [DE](end date) tokens in the report URL.


  • For the Single Line question type, you should specify not only the question number but the answer choice number as well.

    For example:

    F1=[Q2.A1][C]comments
  • The text response specified next to [M] or [C] tokens and logical operators (AND and OR) is case-insensitive.
  • URL filters may be saved by means of cookies within the same browser session. To open blank report following the default report URL it is strongly recommended closing all current sessions and opening new browser window or using different browser.
  • If you want to open report without clearing browser cache or restarting browser please use the &resetFilters=true parameter at the end of your default report URL. In this case each time you open report link it will be reset to the default status.

     Here is the example of how your report link should look like:
    https://app.keysurvey.com/report/38345/-1/35cc?afterVoting=d651cb1abceb&resetFilters=true

Filtering Results

 Click here for more details:


The Filtering Results feature allows filtering survey results within custom reports.

 

If you set up multiple filters the default logic rule for filtering is OR. This means that responses that meet the conditions of at least one of your active filters will be included into the report.

 

 To filter your survey results according to multiple choice responses:

Go to the Report Items page and click Filter next to the question you need or click Edit and then click Filter under the second step on the Items > Single Question page, and then:

  1. Select from the List of answers box responses that should be added to the report (click on the response or drag the cursor to select multiple responses).
  2. Use right arrow to move the responses to the Selected answers to filter field. Only those respondents who selected these answers to the current question will appear in the report.
  3. Click the Save button to apply filter.

To remove filter, click (or drag the cursor) on the responses that you do not want to appear in your report any more and click the left arrow button to move them out of the Selected answers to filter box.

Click Back to return to the Items > Single Question page.

 To filter text responses:

Click the Filter button next to the question with text responses on the Report Items page or click Filter under the second step on the Items > Single Question page when editing your report item, and then:

  1. Select the text response you need to filter your report by.
  2. Click the Add Filter button.
  3. Specify filtering condition (That/That do not).
  4. Specify the entry type:
    • contain at least one word - the responses that/that do not contain at least one of the words indicated in the text field will be included in the report.
    • contain all words - the responses that/that do not contain all of the words indicated in the text field regardless of their order will be included in the report.
    • match the responses that/that do not contain the exact line string indicated in the text field regardless of its position will be included in the report.
    • equal the responses that contain/that do not contain only phrase or word indicated in the text field will be included in the report.
  5. Provide the word(s) or characters you are/are not interested in. Use space as a separator if your search will be based on more than one word.

    Please keep in mind that the Include records field is limited to 1024 characters.

  6. Click the Save button to apply new filter.
  7. You can set multiple filters per each text response by following steps above.

    If you set up multiple filters the default filter logic is OR. This means that responses that meet conditions of at least one of your active filters will be included into the report.
  8. When you have finished setting up filters, click Back to return to the Items > Single Question page.

You can turn your filters on and off by selecting Filter on option on the Items > Single Question page. Thus you can deactivate appropriate filters without removing them and activating back when necessary.

 To perform filtering based on scale items:

If your survey contains questions of Rate Items type you can perform filtering based on both the answer choices and the items of the question scale.
Click the Filter button next to this type of question on the Report Items page or click Filter under the second step on the 'Items > Single Question' page and then:

  • Click the Add New button to add new filter.
  • Select answer to filter responses by from the Answer Option dropdown box.
  • Select the scale item to filter your report by from the Columns dropdown box.
  • Click the Save button to save changes.

 

If multiple filters are used the default filter logic is OR, which means that responses that meet at least one filter condition will be included into report.
You may have several active filters for questions of Pick One and Dropdown Box types. These questions allow only one answer and the default filter logic is OR. Thus if you apply two or more filters to such questions your report will include those responses that meet the conditions of at least one of your active filters.

Filters can also be applied to questions that contain dates or numeric information with support for less than, greater than and similar expressions

 

 

Example

There is a question in the survey, asking for respondent's age. The answer choices are as following:

  • 18 and younger
  • 19-30
  • 31-40
  • 41-60
  • 61 and older

When setting filters we select 31-40 as the filter condition. Only responses of those survey takers who indicated their age as 31-40 will appear in the report.

If select the 31-40 and 41-60 answer choices and keep both filters active, report will include responses of respondents who indicated their age either as 31-40 or 41-60 in the report.

Filter Logic

 Click here for more details:

When creating filters for your report you can use the ANDOR and NOT logic operators. Apply customized logic and specify the way of combining filters.

Let us look at the example of customized filter logic.

 There are following questions in your survey:

How old are you?
- 18 and younger
- 19 to 40
- 41 to 60
- 60 and older

Which state do you live in?

You want to see the survey results based on respondents who live in Georgia and who are 19 to 60 years old.

 In this case you need to set following filters:
  1. Filter Type: Question

    Question: How old are you?
    Answer: 19 to 40

  2. Filter Type: Question

    Question: How old are you?
    Answer: 41 to 60

  3. Filter Type: Question

    Question: Which state do you live in?
    Include records: That contain Georgia

 In the Filter Logic text field you should enter the following expression:

 (F1 OR F2) AND F3

  • Only filters mentioned in the text field will be used to create the report. In the example above:
    If you set customized logic as F2 AND F3, the report will be on respondents who are 41 to 60 years old and who live in Georgia, even if Filter 1 is checked as Active.
  • If you unselect the Active option next to filter involved in customized logic, this filter will not be used in report. In the given example the report will be based on respondents who are from 19 to 40 years old and who live in Georgia.
  • Once you save customized filter logic, operators will be substituted with respective symbols after saving: || for OR and && for AND

Remote Filter

 Click here for more details:


The Remote Filter allows you to email the report link including the summary report to a person who can then add filters to the survey results.

 

To use the Remote Filter feature:

  1. Select appropriate custom report
  2. Click the Edit button from the report info pane in the right part of the screen.
  3. Go to the Settings page and then:
  4. Select the Filter option.
  5. Click Save to save your settings.

Click Next to go to the Report > Publish Options page.

 

 Instructions on report filtering:

You can give the following instructions for survey results filtering to the people the report link has been emailed to.
To add filters to the survey results click Add Filter in Summary Report, and then:

  1. Click Add Filter to add new a filter.
  2. Select filter type.
  3. Specify the type of search.
  4. Apply filter logic if more than one filter has been added.
  5. Click Apply to apply the filters.
  • Back returns you to the Summary Report.
  • Edit Filter edits the applied filters.
  • If you make no actions in the window for 30 minutes the session times out.
  • Remote filters work only during the report session, when the report window is closed the filters are automatically reset.

Consult the Advanced Filter help chapter to learn more about report filtering options.