How to use Criteria Fields in reports?

By default, a Report will return all the records that it finds for that View. You can limit this by using the Criteria Fields.

You can choose up to 3 criteria fields, or if you are using Advanced Reporting on the Enterprise plan, you can choose up to 10 criteria fields.

The criteria fields are combined to determine which records are shown. If two criteria are used, both need to be ‘true’ for a record to be included in the report.

Criteria Fields

For each report criteria, there are up to 4 option fields: the Field Name, the Run-time option, the Operator and the Value.

• Operator: With the operator fields you define if you use an AND or OR operator. AND means someone needs to meet all the criteria and OR means one of the criteria. 
• Run-time: Checking the Run-time box will allow you to edit the criteria value each time you run the saved export.
• Report Criteria Options: With this criteria you define the specific information you wish to report on.

Run-time (only available for Enterprise plan)

Checking the Run-time box will make the filter option available on the saved report. This allows you to quickly change your criteria values, saving you from editing the report or creating a new one.

When you run your report, you will be presented with a filter options menu where you can change your default Criteria Fields. You can also remove a Criteria Field from your run by checking Skip.

Click Run Report and your report will output with your quick changes.

Report Criteria Options

You can use the following criteria:

Term	Comment	Example
Is not one of	Field must not be one of mutilple values. Separate values with a semi-colon	Account.Sector is not one of Finance;Legal;Insurance
Equal to		Account.Sector Equal to Finance
Not Equal to		Account.Sector Not equal to Finance
Greater than		Opportunity.Probability Greater than 50
Greater than or Equal to		Opportunity.Probability Greater than or equal to 50
Less than		Opportunity.Probability Less than 50
Less than or Equal to		Opportunity.Probability Less than or equal to 50
Contains	Field includes these characters in it	Account.Name contains bank
Does not contain	Field doesn’t include these characters in it	Account.Name does not contain bank
Is one of	Field can be one of mutiple values. Separate values with a semi-colon	Account.Sector is one of Finance;Legal;Insurance

Checkbox formats

Use the dropdown list to select the operators.

To report on data from Checkboxes, the ticked box evaluates to “true”, “yes” or “1”, e.g. Hold = true, and an unticked box evaluates to “false”, “no” or “2”. So to only select Contacts that are not on Hold (an unsubscribed Contact), use Contact.Hold=false.

Date Formats

Use the date picker to select the date(s) for your report.

For Dates, use the standard input format of 12-Jan-2017 (Jan-12-2017 in the US). Internally, all dates are stored with times against them as well, but the report writer ignores the times unless you specify one. So Activity.CreatedDate=12-Jan-2017 will mean any Activity created on that date. Whereas Activity.CreatedDate>12-Jan-2017 10:00 will mean any Activity created after that specific time.

Special Date Values

So that you can define reports based on dates, save them and run them again without changing the logic, there are a number of date values that you can use, for example, to define a report that shows All Last Week’s Activities.

The Values are:

• today
• this month
• next month
• last month
• this quarter
• last quarter
• next quarter
• this week
• next week
• last week

You can also use modifiers on them, such as:

• today+1
• next week + 3 days
• this quarter minus 2 days
• next week+1
• next week + 3 days
• this quarter minus 2 days
• this month plus 1 week

For the purpose of these criteria, weeks start on a Monday.

You can also use the Is one of and Is not one of criteria on months in dates, e.g. Account.CreatedDate Is one of March;June;September;December.

So to define a report that shows all yesterday’s Activities, use Activity.Date=today-1.To show last week’s Activities, use Activity.Date=last week. To show Activities for the week before that, use Activity.Date=last week -1.

Reports preview

At the bottom of the report creator, you will see a Report Preview. Click on refresh to generate a preview:

This preview updates as you create your report so you are able to see a snapshot what your completed report will look like.