298 lines
14 KiB
Markdown
298 lines
14 KiB
Markdown
# Search, filter, and group records
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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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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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```{eval-rst}
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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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```
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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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:::
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(search-filters)=
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## Filters
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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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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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```{eval-rst}
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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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```
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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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:::
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(search-custom-filters)=
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### Custom filters
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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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```
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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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1. 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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2. 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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3. 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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1. {guilabel}`➕ (plus sign)`: adds a new rule below the existing rule.
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2. {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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```{eval-rst}
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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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```
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3. {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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```{eval-rst}
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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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```
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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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:::
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(search-group)=
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## Group records
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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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```{eval-rst}
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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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```
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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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:::
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(search-comparison)=
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## Comparison
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Certain reporting dashboards include a {guilabel}`Comparison` section in the drop-down menus of
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their {guilabel}`Search...` bars. This includes the {doc}`Overall Equipment Effectiveness
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<../inventory_and_mrp/manufacturing/reporting/oee>` report for the *Manufacturing* app, and the
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{doc}`Purchase <../inventory_and_mrp/purchase/advanced/analyze>` report for the *Purchase* app,
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among others.
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The options in the {icon}`fa-adjust` {guilabel}`Comparison` section are used to compare data from
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two different time periods. There are two comparison options to choose from: {guilabel}`(Time
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Filter): Previous Period` and {guilabel}`(Time Filter): Previous Year`.
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:::{important}
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For some reports, the {guilabel}`Comparison` section **only** appears in the
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{guilabel}`Search...` bar drop-down menu if one (or more) time periods have been selected in the
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{guilabel}`Filters` column. This is because, if no time period is specified, there is nothing to
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compare.
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Additionally, some reports only allow use of the {guilabel}`Comparison` feature when the
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{icon}`fa-pie-chart` {guilabel}`(pie chart)` graph type, or the {icon}`oi-view-pivot`
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{guilabel}`(pivot)` view, is selected. A {guilabel}`Comparison` option can be selected even if
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another view is enabled, but doing so does **not** change the way data is displayed on the
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report.
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:::
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```{image} search/comparison-section.png
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:align: center
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:alt: The Search... bar for the production analysis report.
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```
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To view data using one of the two comparisons, begin by selecting a time period in the
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{guilabel}`Filters` column of the {guilabel}`Search...` bar drop-down menu. Then, select either
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{guilabel}`(Time Filter): Previous Period` or {guilabel}`(Time Filter): Previous Year` in the
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{guilabel}`Comparison` section.
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With one of the {guilabel}`Comparison` options enabled, the report compares the data for the
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selected period, with the data for the same unit of time (month, quarter, year), one period or year
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prior. The way the data is displayed depends on the selected view:
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- The {icon}`fa-bar-chart` {guilabel}`(bar chart)` shows two bars, side-by-side, for each unit of
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time for the selected time period. The left bar represents the selected time period, while the
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right bar represents the previous time period.
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- The {icon}`fa-line-chart` {guilabel}`(line chart)` is displayed with two lines, one representing
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the selected time period, and the other representing the previous time period.
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- The {icon}`fa-pie-chart` {guilabel}`(pie chart)` appears as a large circle with a smaller circle
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inside. The larger circle represents the selected time period, while the smaller circle represents
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the previous time period.
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- The {icon}`oi-view-pivot` {guilabel}`(pivot table)` is displayed with each column split into two
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smaller columns. The right column represents the selected time period, while the left column
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represents the previous time period.
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```{eval-rst}
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.. example::
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In the :guilabel:`Production Analysis` report of the :menuselection:`Manufacturing` app, data for
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the second quarter of 2024 is compared to data for the second quarter of 2023. :guilabel:`Q2` is
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selected in the :guilabel:`End Date` filter section of the :guilabel:`Search...` bar drop-down
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menu. In the :guilabel:`Comparison` section, :guilabel:`End Date: Previous Year` is selected.
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The current year is 2024, so the larger circle shows data for the second quarter (Q2) of 2024.
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The smaller circle shows data for the second quarter (Q2) of 2023, which is the same time period,
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but one *year* prior.
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If :guilabel:`End Date: Previous Period` is selected instead, the smaller circle shows data for
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the first quarter (Q1) of 2024, which is the same time period, but one *period* prior.
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.. image:: search/comparison.png
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:align: center
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:alt: The comparison view of the Production Analysis report.
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```
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(search-favorites)=
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## Favorites
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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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```
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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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:::
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