Using Advanced Filters in Swivel

Using Advanced Filters in Swivel

Use Advanced Filters to find exactly the records you need in Swivel. Learn how to combine filters, include or exclude information, find missing information, filter by dates, tags, Products, and other related records, and create more targeted lists and reports.

Tip

🔍 Tip: Advanced Filters work consistently across Swivel. Once you understand the basic filtering structure, you can use the same process on supported lists, reports, and dashboard widgets throughout the platform.

Using Advanced Filters

Advanced Filters give you more control over which records appear in a list or report.

For example, you can use Advanced Filters to find:

• Contacts between ages 55 and 70
• Contacts who own an Annuity
• Contacts who do not have a Servicing Agent
• Clients with a review coming up in the next 30 days
• Contacts who do not have a specific tag
• Contacts who meet several requirements at the same time

Tip

🔍 Tip: Every filter follows the same structure: Field → Operator → Value

For example: Age → is between → 55 and 70

The field is the information you want to search, the operator tells Swivel how to compare it, and the value tells Swivel what you’re looking for.

Create an Advanced Filter

On a supported list, report, or dashboard widget, select Advanced Filters near the search bar.

How to Create a Filter

1. Select Add condition.
2. Choose the field you want to filter.
3. Choose how you want Swivel to filter that field.
4. Select or enter the value, if one is needed.
5. Add more conditions if you want to narrow your results further.

Swivel automatically updates the records displayed based on the filters you select.

Combine Multiple Filters

You can combine conditions to create a more specific list. Advanced Filters use AND and OR to determine how those conditions work together.

AND: The Record Must Meet Every Condition

Conditions in the same group use AND logic.

In simple terms, the record must meet every condition in that group.

For example, suppose you want to find contacts who:

• Have a VIP or Referral tag
• Are between 40 and 65 years old
• Were created within the last 30 days

If all three conditions are in the same group, a contact must meet all three requirements to appear.

OR: The Record Can Meet Either Group

Select Add OR group when there is more than one way a record can qualify for your list.

For example, you could find:

Contacts in Texas who do not have the Do Not Mail tag

OR

Contacts who own an Annuity

A contact only needs to meet the conditions in one of those groups to appear.

Tip

🔍 Tip: An easy way to remember AND vs. OR:

AND = all of these things must be true

OR = this group can be true, or that group can be true

Choose How a Field Should Be Filtered

After selecting a field, you’ll choose an operator. The operator tells Swivel what you want to find or exclude.

The available choices depend on the type of information you’re filtering.

Common options include:

• is any of: matches any of the values you select
• is none of: excludes the values you select
• has any of: has at least one of the selected values
• has all of: has every selected value
• has none of: does not have any of the selected values
• is empty: no information has been entered
• is not empty: information has been entered

You do not need to choose between all of these options each time. Swivel only displays the operators that apply to the field you selected.

Find Records with Missing Information

Use is empty when you want to find records where information has not been entered.

For example, to find Contacts who do not have a Servicing Agent assigned:

Servicing Agents → is empty

Use is not empty when you only want records where that information has been entered.

Filter by Tags

Tag fields have additional options that allow you to include or exclude Contacts based on their tags.

For example, to find Contacts who do not have the Do Not Mail tag:

Tags → has none of → Do Not Mail

There is one important difference to know when excluding tags.

By default, has none of does not include Contacts who have no tags at all.

If you want those Contacts included too, select Include untagged.

Caution

📌 Note: For Tags → has none of → Do Not Mail:

Without Include untagged, Swivel returns tagged Contacts who do not have the Do Not Mail tag.

With Include untagged, Swivel also returns Contacts who have no tags at all.

Filter by Dates

Date filters can help you find records from a specific date or period, such as Contacts added recently, upcoming review dates, or records from a particular month.

Depending on the date field, options may include:

• is
• is on or after
• is on or before
• is between
• is in month
• is within
• is empty
• is not empty

Use a Date Range That Automatically Updates

Use is within when you want the date range to automatically change as time passes.

Options may include:

• Today
• Last 7 days
• Last 30 days
• This week
• This month
• This quarter
• This year
• Next 7 days
• Next 30 days

You can also select Custom to create a range such as:

Last 6 months

or

Next 2 weeks

• For Last ranges, today is included.
• For Next ranges, today is not included.

For example:

Last 30 days includes today.

Next 30 days begins after today.

Tip

🔍 Tip: Relative date ranges continue to update automatically.

If you save a list using Last 30 days, you do not need to update the dates each month. Whenever you return, Swivel looks back 30 days from the current date.

Filter Using Information from Related Records

Some Swivel records are connected to other records. Advanced Filters can use information from those connected, or related, records.

For example:

• When viewing Contacts, you may be able to filter using information from their Products.
• When viewing Transactions, you may be able to filter using information from the Transaction, Contact, or Product.
• When viewing Events, you may be able to filter using information from the Campaign.

Fields are grouped by record type in the field picker so you can see where the information comes from.

When You Add Multiple Product Conditions

When multiple conditions for the same related record are in one group, the same related record must meet all of those conditions.

For example, suppose you’re looking for Contacts who have an Annuity with a particular Carrier.

You add:

Product Line → is any of → Annuity

AND

Carrier → is any of → ABC Carrier

Swivel looks for a Product that is both an Annuity AND from ABC Carrier.

It will not include a Contact simply because they have one Annuity with a different Carrier and a separate Product from ABC Carrier.

This same rule applies when combining multiple conditions from other related record types.

Exclude Contacts Based on Their Products

You can also use related records to exclude Contacts.

For example: Product Line → is none of → Annuity means the Contact cannot have any Product with an Annuity Product Line.

Depending on the filter, you may also have the option to include Contacts who do not have any Products.

Find and Filter by Custom Fields

Custom fields are listed under the type of record they belong to.

For example:

Contact – Custom Fields

Product – Custom Fields

If your organization has many custom fields, use the search box in the field picker to search for the field by name instead of scrolling through the entire list.

Check Which Filters Are Applied

After you apply Advanced Filters, Swivel displays a filtered by description above your results.

This description puts your selected filters into plain language so you can check what Swivel is looking for.

This is especially useful when:

• You’ve added several conditions
• You’re using AND and OR together
• You’re filtering by Products or other related records
• Your results are different from what you expected

When OR groups are used, each group is displayed separately and joined by or.

Tip

🔍 Tip: If a list isn’t returning the records you expected, check the filtered by description first. It can help you spot a condition that needs to be changed.

Change or Clear Your Filters

You can add, edit, or remove individual conditions at any time.

If you remove an OR group, all conditions within that group are removed.

Select Clear to remove all filters currently applied to the page, including any default filters.

Some pages remember the filters you were using when you return, while others reset when you leave.

Default Filters

Some Swivel pages open with a filter already applied.

For example, the Tasks list opens with:

Completed Date → is empty

This keeps completed Tasks out of the list by default.

If you want to see completed Tasks, remove or change that condition.

If you clear a default filter, it may return the next time you refresh or revisit the page.

Existing Saved Lists and Filters

Existing saved filters, dynamic lists, bookmarks, dashboard widgets, and exports will continue to work.

Swivel automatically translates existing filters into the updated Advanced Filters format while preserving their previous behavior.

The filtered by description may look different, but your existing filters should continue returning the same records.

Best Practices

The filtering options available depend on the type of field and the page you’re viewing.

For example:

• Dates can use specific dates, ranges, and relative periods.
• Numbers can use options such as at least, at most, and between.
• Yes/No fields use is true or is false.
• Fields that may not have information entered can use is empty or is not empty.
• Fields such as Status, Type, or Priority may use is any of.

Not every field is available on every list or report.

Some reports also have page-level options, such as a report date range. These controls remain separate from Advanced Filters.

Example: Build a Targeted Contact List

Suppose you want a list of Contacts who:

• Live in Texas
• Are between ages 55 and 70
• Have an Annuity
• Do not have the Do Not Contact setting enabled

Add these conditions to the same group:

Primary Address State → is any of → Texas

Age → is between → 55 and 70

Product Line → is any of → Annuity

Do Not Contact → is false

Because all four conditions are in the same group, Swivel returns only Contacts who meet all four requirements.

Advanced Filters Quick Reference

I want the record to meet every condition

Put the conditions in the same group. Swivel uses AND logic.

I want the record to qualify in more than one way

Select Add OR group. Swivel uses OR between the groups.

I want to find records where information is missing

Use is empty.

I want to exclude a value

Use an option such as is none of or has none of, depending on the field.

I want to exclude a tag but still include Contacts with no tags

Use has none of, then select Include untagged.

I want a date range that updates automatically

Use is within, then choose a relative period such as Last 30 days or Next 7 days.

I want to filter Contacts based on their Products

Select the appropriate Product field. When multiple Product conditions are in the same group, the same Product must meet all of those conditions.

I'm not sure why I'm seeing certain records

Review the filtered by description above the results to confirm which conditions Swivel is applying.