Filters can be used in multiple places across Jobs, Services and Forms. To learn more about how filters work, please see our guide How do filters work?
It's the same on forms, tasks, jobs or whole services: wherever you can add a filter, you will see a button Add filter.
Click the Add filter button and choose which criteria you want to filter by using the field picker.
Take a look below at how to add filters, with examples of how to make use of them.
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You can add filters to a couple of places within a job:
To add a filter to a task on a job, navigate to the Filter tab in the task:
Select Add filter to see the field picker. This is where we can choose the the field that we will be filtering by. For example, in the Accounts production job, I would like to send an email to those clients who use manual bookkeeping methods. Therefore, I will choose Bookkeeping method found under the Bookkeeping details form/section in the field picker:
Once added, Senta shows you all the possible values of Bookkeeping method. You can just tick the ones you want to match. If you need the task to only be available for clients on "Paper records", then you would tick that option. However, you can also tick more than one option:
You can click the "x" icon to remove the filter.
Please note, unticking all the options does not mean that the filter won't be applied! It means that nothing will match this filter, so it will not apply to any companies.
2. Key dates
The Key dates in a job are found under the Dates tab:
These are used mainly for compliance dates within your jobs. For more information on Key dates, please see our guide What is a key date?
You may need to use filters on Key dates if you are using one job template for many different types of clients. For example, the Accounts production job template is used for Limited companies, LLPs, Partnerships and Individuals. These client types will have differing filing dates:
By using filters, I can add multiple Key dates to my job template however they will only show up in the live job if the client type filter is met.
To add a filter to a Key date, click on the Key date to expand and select Add filter:
Select Type from the field picker:
And choose the type that applies:
Filters can be applied in two different places within Services:
1. Automatic services
When using an automatic service, a filter can be applied in the General tab which applies to the entire service. For more information on automatic services, please see our guide: What is the difference between Services and Automatic Services?
The New client take on service in Senta is an automatic service which is filtered to the State of "Client". This means that only clients who have "Client" selected as their State, will have this service and any associated jobs.
To add the filter to the automatic service, select Add filter under the General tab to open the field picker:
Choose the field from the field picker; in this example we are using State found under the Client details > General section:
And now we can see the available values from the State field where I can choose "Client":
2. Jobs within the Service
All jobs associated with the service can be found under the Jobs tab. You can add filters to each one. You may need to do this if you have jobs running at different frequencies. For example, in the Bookkeeping service, we may need a Bookkeeping job to kick off for a client, either on a Weekly, Monthly or Weekly and Monthly frequency. Here are the two jobs in the service:
To add a filter to a job, click on the job to expand and select Add filter:
From the field picker, select the Bookkeeping frequency field from the Bookkeeping details form/section:
The relevant values can then be selected:
This job will kick off for a client if they have the Bookkeeping service turned on, and they have Weekly or Weekly + monthly selected as their Bookkeeping frequency.
Filters can be added in a couple of places within a form:
You may need certain tabs to only be available to specific clients. For example, the Companies House tab (UK only) in the Client details form is only applicable to Limited companies and LLPs.
To add a filter to a form tab, navigate to the tab and select Add filter:
In the field picker, select your field and click OK:
You can then select the values to filter by:
Some fields in your forms may not be applicable for all of your clients or they may only apply when a certain value has been added to another field. For example, if a client has a bookkeeping method of "Online", you may then need to know which bookkeeping package they are using.
The first field will be "Bookkeeping method":
This contains a Lookup containing "Online" as one of its items.
The second field will be "Bookkeeping package" and this is where we add the filter:
Selecting Add filter will open the field picker where you can select Bookkeeping method under the Bookkeeping details form/section:
You can then select Online from the list of items: