Many clubs have a large number of participants and often need to restrict the list of participants they view to an appropriate list for a given task. Person Filters can also be used to save search criteria for use in other parts of the system.
Person Filters dynamically return a (limited) Person list within your organisation. For example, a filter that includes records involving a date range (e.g. DOB), will return the list as at the time the filter is used. |
The Person Filter Management screen presents a list of the current Person Filters.
Only users with PERSON MANAGER rights can create, edit or delete Person Filters. |
Add a new filter
Name | Enter a name for the Filter. This will be the name used to identify the Filter on pages that use Person Filters (such as Custom Player Lists). |
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Description | Optionally, enter a description for the filter. This is only displayed on the Person Filter Management screen to further describe the Filter. |
Filter Type | Select whether the filter is DYNAMIC OR STATIC: DYNAMIC filters are based on search criteria such as date of birth, player status etc. This means that the participants that appear within DYNAMIC filters can change as their data changes. For example, if a filter was set up to return all participants under 18 years of age, would return those under 18 at the time it was run. As participants turn 18, they would automatically 'disappear' from the filter results. To set up a DYNAMIC filter:
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Role |
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Sub Role |
Example: To choose SENIOR PLAYERS, select PLAYER in the Role dropdown, Choose Select Sub Roles and select SENIOR. |
Select the Advanced Search Criteria link to enable more detailed filtering, as shown below.
Person Name or ID | Enter part of the person name to search/filter for. This may be left blank to match all names, and be any number of characters. The search will match both first and last names. Make a selection in the dropdown relating to whether the name starts with, ends with or contains the search text. |
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Date of birth range* |
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Gender* | Select one or a combination of Male/Female/Undisclosed. If nothing is selected, gender is ignored, and records will be returned that have a M,F or no gender entered. |
Registration | Select the Registration Period and/or the Registration Type as further filter options. This option only displays on certain screens, and further filters the list to registered players of a selected association. |
Organisation | You can search for records within the current organisation only by selecting the Include records within the current organisation. Alternatively, you can search for records within another (selected) organisation by selecting the organisation from the dropdown list. If you choose this option, you can further select whether to include child organisation records of this selected organisation. |
The CONTACT role is private to an organisation, and parent organisations cannot search for records that have only this role. |
Registration
First make sure that the filter is not used in any Custom Person List
Click the Delete Link of the filter to be deleted.
Click OK at the confirmation popup.
To allow a filter to be deleted, it must be removed from the relevant Custom Person List, or the list changed to use a different filter. For custom lists owned by another user, the Custom list can only be edited by that user, but it can be deleted by any user. An error message will display upon attempting to delete a Filter where is it used in one or more Custom Lists. |
Enter a name for the Filter. This will be the name used to identify the Filter on pages which use Person Filters (such as Custom Player Lists)
Optionally, enter a description for the filter. This is only displayed on the Person Filter Management screen to further describe the Filter
Select whether the filter is DYNAMIC OR STATIC
DYNAMIC filters are based on search criteria such as date of birth, player status etc. This means that the participants that appear within DYNAMIC filters can change as their data changes. For example, if a filter was set up to return all participants under 18 years of age, would return those under 18 at the time it was run. As participants turn 18, they would automatically 'disappear' from the filter results. To set up a DYNAMIC filter:
Choose DYNAMIC as the filter type
Enter the Filter criteria (each is optional):
Often a player will be able to play in a grade if they are a certain age as of a certain date.
Assuming we are restricting to a maximum age, enter the latest DOB in the From DOB field
Leave the To DOB field blank
Check the required Gender - eg Male
Check the Active checkbox
Give the filter a meaningful name - eg Under 16 Boys
Most associations required participants to be registered. ResultsVault supports registration via the Register participants function
Select the Association from the Registration dropdown
Leave the To DOB field blank
Check the required Gender - eg Male
Check the Active checkbox (optional)
Give the filter a meaningful name - eg (assoc abbreviation) Registered
Note that the filter results will only be as good as the data entered for the participants - eg if you wish to have a meaningful filter based on Gender, ensure that all participants have a Gender selected in their player details. |
STATIC filters are collections of participants that are not dependent on any criteria - you simply add the participants to the filter. Whilst STATIC filters are useful in cases where DYNAMIC filters cannot return the desired results, STATIC filters must be manually updated as participants need to be added or removed. To set up a STATIC filter:
Note, you can include a mixture of Active and Inactive participants for any STATIC filter |
Create different player lists for juniors, veterans, or male, female teams. A dynamic filter can normally be used. This gives easier access rather than going to the built in Player list where all participants will be present.
Only display relevant participants during team selection by applying a filter. A dynamic filter can normally be used. This ensures only relevant participants can be selected.
Static filters make great Email lists, simply add the participants/contacts, and apply the filter when Emailing. For example, create a static filter containing your committee members.
check : For example, a filter can be applied to a Custom Person List, or in the team selection page to select a team from. You can also send an email to the participants that meet the filter criteria via the Email People page. See below for further examples.