> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.
# Report filters
> Filter a report down to the rows you want. Every filter field, all ten operators, include and exclude, and how AND groups combine with OR conditions.
A filter decides which records a report counts. With no filter, the report includes every record in the period.
## How filters are structured
Filters are built from **groups** and **conditions**.
* **Conditions inside one group are joined with OR.** Any one of them may match.
* **Groups are joined with AND.** Every group must match.
That gives you one level of nesting, which is enough to express almost any question without becoming unreadable.
```
Group 1: Billable is true
AND
Group 2: Project is Website Redesign
OR
Project is Monthly Retainer
```
This reads: billable time on either of those two projects.
## The parts of a condition
Every condition has four parts.
| Part | What it does |
| --------------------- | -------------------------------------------- |
| **Include / Exclude** | Whether matching records are kept or dropped |
| **Field** | Which field to test |
| **Operator** | How to test it |
| **Value** | What to test it against |
**Exclude** negates that one condition before its group is combined. `Exclude – Billable – is – true` keeps everything that is not billable.
## The ten operators
| Operator | Reads as | Value you give | Keeps or drops |
| ---------- | ------------------- | -------------- | ----------------------------------------- |
| `eq` | **is** | One value | Keeps matches |
| `neq` | **is not** | One value | Drops matches |
| `in` | **is any of** | A list | Keeps matches |
| `nin` | **is none of** | A list | Drops matches |
| `contains` | **contains** | Text | Keeps matches |
| `gt` | **is greater than** | A number | Keeps matches |
| `gte` | **is at least** | A number | Keeps matches |
| `lt` | **is less than** | A number | Keeps matches |
| `lte` | **is at most** | A number | Keeps matches |
| `exists` | **is set** | Nothing | Keeps records where the field has a value |
**is any of** and **is none of** take a list. When the field has a picker you tick several values. When it does not, type them separated by commas: `draft, sent, overdue`.
### Number fields only get number operators
Some fields hold a number – an amount, a duration, a date. On those, only **is greater than**, **is at least**, **is less than**, **is at most** and **is set** are offered.
**is** and **is not** are deliberately not available on a number field. They compare text against a number, so **is** would match nothing and **is not** would match everything, and both would look like a working filter while quietly giving the wrong answer.
If you switch a condition from a text field to a number field, TimeTracker repairs the operator for you. It moves to **is at least** and clears the value. If the operator was already valid for both, your choice is kept.
## What you can filter on
The filter field list is exactly the column list – every field of the report's source that you may see and that the source can calculate. Cost and revenue fields do not appear for a role that cannot view them.
### Time entries
**Fields:** Date, Day, Week, Month, Quarter, Year, Day of week, Member, Project, Task, Client, Billable, Approval status, Timesheet status, Invoice status, Source, Group, Manager, Job title, Employment type.
**Number fields:** Date, Reported time, Labor cost, Revenue, Profit, Billing rate.
### Expenses
**Fields:** the five date buckets, Member, Group, Category, Project, Client, Billable, Date, Approval status, Invoice status.
**Number fields:** Date, Expense cost, Billable value.
### Invoices
**Fields:** the five date buckets, Invoice, Client, Status, Date, AR aging.
**Number fields:** Invoice (the number), Date, Invoice total, Subtotal, Discount, Tax, Paid, Outstanding.
### Projects
**Fields:** the five date buckets, Project, Client, Status, Health.
**Number fields:** Budget, Actual cost, Tracked value, Forecast margin, Invoiced.
### Tasks
**Fields:** the five date buckets, Task, Assignee, Group, Section, Status, Priority.
**Number fields:** Estimate (h), Tracked, Remaining (h).
### Timesheets
**Fields:** the five date buckets, Status, Member, Period, Group, Manager, Employment type.
**Number fields:** Submitted, Approved.
### Time off
**Fields:** the five date buckets, Policy, Member, Group, Status, Unit.
**Number fields:** Days, Hours.
### Timecard
**Fields:** the five date buckets, Member, Status, Group.
**Number fields:** Scheduled, Worked, Late, Left early, Over scheduled.
Counts and percentages are never filterable. A count belongs to a whole group, not to one record, so there is nothing on a single record to compare it against.
## Pickers versus free text
Some fields hold an id behind the scenes – a member, a group, a project, a client, a tag. Typing a name against those would match nothing, so TimeTracker gives you a **picker** of real values instead.
| Field kind | Value control |
| ------------------------- | -------------------- |
| Member, Manager, Assignee | A picker of people |
| Group | A picker of groups |
| Project | A picker of projects |
| Client | A picker of clients |
| Everything else | A text or number box |
With **is any of** or **is none of**, the picker becomes multi-select.
Each picker is permission-checked on the server. If your role may not read the list, the field falls back to a text box rather than showing an empty picker that would look like "there are none".
## How to add a filter
In the report builder, open the **Filters** section. With nothing set it reads: *"No filters. The report includes every row in the period."*
Click **Add group**. A bordered box appears with one starter condition.
Choose **Include** or **Exclude**, pick the field, pick the operator, then set the value.
Click **Add condition** inside the same group. The new row is joined to the one above with **OR**.
Click **Add group** again. The new group is joined to the previous one with **AND**.
The **X** on a condition row removes that condition. The **X** at the bottom of a group removes the whole group. It only appears when there is more than one group.
## Example
Priya Raman wants billable, unbilled work on Northwind Studio's two Bluebird Coffee projects.
| Group | Conditions |
| ----- | -------------------------------------------------------------------------- |
| 1 | Include – **Billable** – is – `true` |
| 2 | Include – **Project** – is any of – `Website Redesign`, `Monthly Retainer` |
| 3 | Include – **Invoice status** – is – `uninvoiced` |
All three groups must match, so the report shows only billable, uninvoiced time on those two projects. She adds the **Uninvoiced time** and **Revenue** columns and now has the money still on the table.
To exclude one person from the same report, she adds a fourth group: Exclude – **Member** – is – `Ana Ferreira`.
## Temporary filters in the viewer
A report you cannot edit still lets you change the filters. Those changes are temporary and never touch the saved report.
A banner appears while a temporary filter is active:
> **Temporary preview**
> You're previewing with temporary filters. They won't change this saved report.
Two buttons sit beside it. **Reset** clears the overrides. **Save as new report** keeps them as a fresh report, and only appears if you can create reports.
## Permissions
You do not need a separate capability to filter. What you can filter on follows what you can see:
* A cost field only appears if your role holds `time.viewCost`.
* A billing field only appears if your role holds `rate.viewBilling`.
* Roster fields only appear if your role can read the roster.
* A picker only loads values your role is allowed to read.
The server re-checks every filter field on every run. A filter naming a field you may not see is refused, not silently ignored.
## What happens next
Filters are part of the saved report, so they travel with it into exports and scheduled emails. A scheduled report runs its saved filters, not whatever you last previewed.
## Common questions
Put each condition in its own group. Groups are joined with AND. Two conditions in one group would be OR.
They land in the same place for a single condition. **Exclude** is clearer when you want to negate a picker-based condition such as *is any of*, because you keep the list and flip the whole thing.
An amount is a number and the value box collects text. **is** would match nothing and **is not** would match everything. Use **is at least** or **is at most** instead.
Either the field's value is the human text already – a job title, an employment type, billable – or your role may not read the underlying list.
No. Counts, distinct counts and percentages describe a group, not a record, so there is nothing to test per row. Filter on the underlying field instead.
## Troubleshooting
| Message | Meaning | Fix |
| ----------------------------------------------------------------------------------- | ------------------------------------------------------------ | ------------------------------------- |
| *"This report can't filter on X. Remove that filter."* | The field is not on this source, or your role may not see it | Remove the condition or switch source |
| *"X holds a number, so 'is' doesn't apply. Use greater than or less than instead."* | A text operator on a number field | Change the operator |
| The report is suddenly empty | An AND group is too narrow | Remove one group at a time to find it |
| A picker shows no options | The list has not loaded, or your role may not read it | Reopen the section, or ask an admin |
## Related guides
The whole builder, section by section.
Which fields each source offers.
Nest rows and read subtotals.
The period is a filter too.
Why some fields never appear.