Filters are the way you decide which services, jobs or tasks apply to specific clients, based on criteria you have chosen.
TABLE OF CONTENTS
- Why would you want to use filters?
- How do I implement a filter?
- Using expression filters
- Using yes/no filters to kick off new Jobs
- Using the activated users field as a filter
- Using the imported field as a filter
- Things to note about filtering options:
- Viewing existing filters
Why would you want to use filters?
Filters are an incredibly powerful feature in Senta and you can use them in many ways. You'll probably come up with different ways of using them, but here are some ideas:
In a job, having one form filled out for limited companies, and a different form filled in for partnerships.
For setting a service, for instance having the Client take-on service only run for new clients, but not for prospects or former clients.
Kicking off a new job in response to something being entered on a form in another Job.
In a job, having an email only send to the client if they owe above a certain amount.
How do I implement a filter?
It's the same on tasks, jobs or whole services: wherever you can add a filter, you will see a section called filters and a button with Add filter.
Click the Add filter button and choose which criteria you want to filter by.
For example, in our first example above, you would choose “Client type”.
Then, Senta shows you all the possible values of “Client type”. You can just tick the ones you want to match. If you want the form to be filled in by Limited companies, then you would tick that. You can tick more than one option if you like.
You can click the bin button 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.
Using expression filters
You can use expressions/functions as filters within Senta, for example, if you only want a task to display for a client if the value of a field is over a certain amount.
You can find the expression filter under the advanced section in the filter picker.
This filter will add a text field where you can enter the expression. The example below would ensure that a task/job only runs if the client owes more than £0 in PAYE.
Using yes/no filters to kick off new Jobs
You can choose Yes/No radios as fields on forms, the outcome of which can then be used to kick off another job after your current one.
Within your job, create a new task type 'Kick off another job', and select the new Job you want to kick off.
In the filters section, add a filter to select the yes/no option. In this example, I have used 'Do they have their own bookkeeping?', which I added to the Client details form.
This will now kick off a job to set yourself up as the client's bookkeeper, but only if they are not already doing their own bookkeeping.
Using the activated users field as a filter
You can use the activated users field to filter tasks to only display if a certain number of users have been activated for a particular client.
To filter the task by the Activated users field, go to Filters tab > Add filter > Scroll down to Advanced > Select Activated users.
Enter values to only display the task if the amount of activated users is between two numbers.
Using the imported field as a filter
The imported field can be used as a filter if you would like to only display a certain task if the client record has or hasn't been imported. You can add the imported filter by going to Filters tab > Add filter > Scroll down to Advanced > Imported.
Select either Yes or No to filter the task to either show if a client was or wasn't imported.
Things to note about filtering options:
If 2 separate filters are applied with one option ticked on each filtering option, the client would need to fulfil both filters for the job/task to be created.
For example, you might filter a task within a Bookkeeping job to only kick off if the Bookkeeping method is set to Online and if the Type of client is set as an Individual:
In order for the task to be created, both the Online and Individual filters need to be selected.
On the other hand, If 1 filter is applied with 2 (or more) options ticked, you would just need to fulfil one of those options for the task to kick off. For example, you might have a task which is filtered to be created for all client states other than "Former client":
In this case the task only has 1 filter (State) and multiple options selected. The task will appear in the job if the client is either a Client, Prospect or Target.
Viewing existing filters
You can hover over existing filters to view which form the filter has been added from. For example, the Date of next payroll (weekly) field is filtered to the Payroll frequency. When I hover over this filter with my cursor, I can view which form this filter has been added from:
This feature is helpful when viewing filters in jobs. You can see whether the filter is from the job:
Or whether this is from a form outside of the job: