d805a742ab
closes odoo/documentation#8544
X-original-commit: 6c350a6bb0
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Co-authored-by: tiku-odoo <tiku@odoo.com>
Co-authored-by: ksc-odoo <73958186+ksc-odoo@users.noreply.github.com>
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215 lines
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=================================
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Search, filter, and group records
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=================================
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Odoo allows for the searching, filtering, and grouping of records in a view to display only the most
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relevant records. The search bar is located at the top of the view, start typing to :ref:`search for
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values <search/values>`, or click the :guilabel:`🔽 (down arrow)` icon to access the :ref:`Filter
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<search/filters>`, :ref:`Group By <search/group>`, and :ref:`Favorites <search/favorites>` drop-down
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menus.
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.. _search/values:
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Search for values
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=================
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Use the search field to quickly look for specific values, and add them as a filter. Type the value
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to search for, and select the desired option from the drop-down menu to apply the search filter.
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.. example::
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Instead of adding a :ref:`custom filter <search/custom-filters>` to select records where
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*Mitchell Admin* is the salesperson on the *Sales Analysis* report (:menuselection:`Sales app -->
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Reporting --> Sales`), search for `Mitch`, and click the :guilabel:`⏵ (right arrow)` next to
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:guilabel:`Search Salesperson for: Mitch`, and select :guilabel:`Mitchell Admin`.
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.. image:: search/search-values.png
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:align: center
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:alt: Searching for a specific value on the Sales Analysis report
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.. note::
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Using the search field is equivalent to using the *contains* operator when adding a :ref:`custom
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filter <search/custom-filters>`. If a partial value is entered, and the desired field is directly
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selected (without selecting the :guilabel:`⏵ (right arrow)`), *all* records containing the typed
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characters for the selected field are included.
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.. _search/filters:
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Filters
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=======
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Filters are used to select records that meet specific criteria. The default selection of records is
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specific to each view, but can be modified by selecting one (or several) :ref:`preconfigured filters
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<search/preconfigured-filters>`, or by adding a :ref:`custom filter <search/custom-filters>`.
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.. _search/preconfigured-filters:
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Preconfigured filters
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---------------------
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Modify the default selection of records by clicking the :guilabel:`🔽 (down arrow)` icon from the
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search bar, and selecting one (or several) *preconfigured filters* from the :guilabel:`Filters`
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drop-down menu.
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.. example::
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On the *Sales Analysis* report (:menuselection:`Sales app --> Reporting --> Sales`), only records
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that are at the *sales order* stage, with an *order date* within the last 365 days, are selected
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by default.
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To also include records at the *quotation* stage, select :guilabel:`Quotations` from the
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:guilabel:`Filters`.
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Furthermore, to *only* include sales order and quotation records from a specific year, like
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2024, for example, first remove the existing `Order Date: Last 365 Days` filter, by clicking the
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:guilabel:`❌ (remove)` icon, then select :menuselection:`Order Date --> 2024`.
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.. image:: search/preconfigured-filters.png
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:align: center
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:alt: Using preconfigured filters on the Sales Analysis report
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.. note::
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The preconfigured :guilabel:`Filters` are grouped, and each group is separated by a horizontal
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line. Selecting preconfigured filters from the same group allows records to match *any* of the
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applied conditions. However, selecting filters from different groups requires records to match
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*all* of the applied conditions.
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.. _search/custom-filters:
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Custom filters
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--------------
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If the :ref:`preconfigured filters <search/preconfigured-filters>` are not specific enough, add a
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custom filter. To do so, click the :guilabel:`🔽 (down arrow)` icon in the search bar, then select
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:menuselection:`Filters --> Add Custom Filter`.
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The :guilabel:`Add Custom Filter` pop-up window displays the matching option, filter rule, and a
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toggle to :guilabel:`Include archived` records.
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.. image:: search/custom-filter.png
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:align: center
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:alt: The Add Custom Filter pop-up window.
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The default matching configuration is to :guilabel:`Match any of the following rules`, indicating
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that each filter rule is applied independently. To change the matching configuration to
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:guilabel:`Match all of the following rules`, at least two filter rules must be added to the custom
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filter.
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- :guilabel:`Match all 🔽 of the following rules`: **all** of the filter rules must be met.
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Logically, this is an *AND* (`&`) operation.
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- :guilabel:`Match any 🔽 of the following rules`: **any** of the filter rules can be met.
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Logically, this is an *OR* (`|`) operation.
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By default, a single filter rule is added to the custom filter. The following describes the
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structure of a filter rule:
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#. The first inline field is the *field name* to filter by. Some fields have refined parameters that
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are nested within another field. These fields have an :guilabel:`> (arrow)` icon beside them,
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which can be selected to reveal the nested fields.
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#. The second inline field is the conditional *operator* used to compare the field name to the
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value. The :ref:`available conditional operators <reference/orm/domains>` are specific to the
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field's data type.
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#. The third inline field is the variable *value* of the field name. The value input may appear as a
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drop-down menu, a text input, a number input, a date/time input, a boolean selector, or it may be
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blank, depending on the operator used and the field's data type.
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Three inline buttons are also available to the right of the rule's filter criteria:
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#. :guilabel:`➕ (plus sign)`: adds a new rule below the existing rule.
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#. :guilabel:`(Add branch)`: adds a new group of rules below the existing rule, with the
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:guilabel:`any` and :guilabel:`all` matching options available to define how each rule within
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this branch is applied to the filter. If the matching option is set to the same as the parent
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group, the fields are moved to join the parent group.
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.. example::
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If the matching option is set to :guilabel:`Match all 🔽 of the following rules`, and a new
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branch is added with its matching option changed from :guilabel:`any 🔽 of` to :guilabel:`all
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🔽 of`, the newly-added branch disappears, and its group of rules are moved to the parent
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group.
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#. :guilabel:`🗑️ (garbage can)`: deletes the node. If a branch node is deleted, all children of
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that node are deleted, as well.
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A new filter rule can be added to the custom filter by clicking the :guilabel:`New Rule` button.
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Once the filter criteria are defined, click :guilabel:`Add` to add the custom filter to the view.
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.. example::
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To target all leads and opportunities from the :menuselection:`CRM` app that are in the *Won*
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stage, and have an expected revenue greater than $1,000, the following should be entered:
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:guilabel:`Match all 🔽 (down arrow) of the following rules:`
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#. :guilabel:`Stage` :guilabel:`is in` :guilabel:`Won`
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#. :guilabel:`Expected Revenue` :guilabel:`>` `1,000`
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#. :guilabel:`any 🔽 (down arrow)` :guilabel:`of:`
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- :guilabel:`Type` :guilabel:`=` :guilabel:`Lead`
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- :guilabel:`Type` :guilabel:`=` :guilabel:`Opportunity`
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.. image:: search/custom-filter-example.png
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:align: center
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:alt: Adding a custom filter to filter specific records in CRM.
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.. tip::
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Activate :ref:`developer-mode` to reveal each field's technical name and data type, as well as
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the :guilabel:`# Code editor` text area below the filter rules, to view and edit the domain
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manually.
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.. _search/group:
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Group records
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=============
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The display of records in a view can be clustered together, according to one of the *preconfigured
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groups*. To do so, click the :guilabel:`🔽 (down arrow)` icon in the search bar, then select one of
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the :guilabel:`Group By` options from the drop-down menu.
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.. example::
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To group the records by salesperson on the *Sales Analysis* report (:menuselection:`Sales app -->
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Reporting --> Sales`), click the :guilabel:`Salesperson` option from the :guilabel:`Group By`
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drop-down menu. The view changes to group the records by salesperson, without filtering out any
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records.
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.. image:: search/group.png
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:align: center
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:alt: Grouping records on the Sales Analysis report
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It is possible to *customize groups* by using a field present on the model. To do so, click
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:menuselection:`Add Custom Group`, and select a field from the drop-down menu.
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.. note::
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Several groups can be used at the same time. The first group that is selected is the main
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cluster, the next one that is added further divides the main group's categories, and so on.
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Furthermore, filters and groups can be used together to refine the view even more.
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.. _search/favorites:
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Favorites
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=========
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Favorites are a way to save a specific search for future use, or as the new default filter for the
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view.
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To save the current view as a favorite, click the :guilabel:`🔽 (down arrow)` icon in the search
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bar, then select the :guilabel:`Save current search` drop-down menu to display the following
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options:
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- Filter name: name of the favorited search.
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- :guilabel:`Default filter`: sets the favorited search as the default filter for the view.
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- :guilabel:`Shared`: makes the favorited search available to all users. By default, the favorited
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search is only available to the user who created it.
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Once the options are set, click :guilabel:`Save` to save the favorited search.
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.. image:: search/favorites.png
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:align: center
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:alt: Saving a favorite search on the Sales Analysis report
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Saved favorites can be accessed by clicking the :guilabel:`🔽 (down arrow)` icon in the search bar,
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then selecting the saved filter in the :guilabel:`Favorites` drop-down menu. To remove a saved
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favorite, click the :guilabel:`🗑️ (garbage can)` icon next to the favorited search.
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.. tip::
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To view *all* favorited searches, first activate :ref:`developer-mode`, and navigate to
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:menuselection:`Settings app --> Technical --> User Interface: User-defined Filters`. From here,
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all favorited searches can be viewed, edited, archived, or deleted.
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