Filters are the way you decide which services, jobs or tasks apply to specific clients, based on criteria you have chosen.
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.
Starting a client take-on job for all 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 criterion 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 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 as 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 Edit client 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 Activated user field, go to Filters tab > Add filter > Scroll down to Advanced > Select Activated users.
Enter the values to display the task only if the amount of activated users is between x and y number.
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 the relevant answer.