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How Filters are Used

Filters are previously saved searches that can be used to retrieve Orange Tracker issues.  Filters are used in a variety of ways:

  • to search for issues
  • in dashboard gadgets
  • for reporting on issues
  • in subscriptions (lists of issues that are automatically emailed according to a pre-defined schedule)

Creating Filters

When you put together a search for issues, using either basic or advanced search mode, you may want to save it so you can re-run it at a later time.  Saving the search creates a filter.

  1. Create the query in issue navigator
  2. Select "Save As"  (next to "Search" title on the screen)
  3. Give the filter a name (use a name that will help you determine what issues will be retrieved by the filter) and select "Submit"
  4. After you save the filter, the filter name will appear as the title instead of the word "search"
    filter title showing name and star icon
  5. The filter will automatically be made a favorite filter.  Select the star icon next to the filter's name to change the filter's favorite status.
  6. Select the "Details" button to see the permissions for the filter and any subscriptions for the filter (see the Permissions and Subscription sections below for more information on setting these).

Quick Filters

The Filters column on the left-hand side of the issue navigator screen contains some pre-defined quick filters that you can use to search for issues.

Quick FilterDescription
My Open IssuesIssues assigned to the currently logged on user that have not been closed/resolved
Reported by MeIssues that have the currently logged on user as the reporter (for any issue status)
Recently ViewedThe 50 most recently viewed issues by the currently logged on user
All IssuesAll issues the currently logged on user has rights to view (this search can take a while)

Favorite Filters

The Filters column also has a list of filters that you have marked as favorite filters (select the Star (blue star) icon next to a filter currently displayed in the issue navigator to make it a favorite).  You can use these filter to quickly search for issues.

Finding Filters

Other users can share filters with you.  To find a filter that are not listed in your favorites section, select the "Find Filters" link at the top of the filters column.

Search for Filters screen shot

Use the left-hand column of the "Search for filters" screen that appears to quickly narrow down the range of filters to be searched.

  • My – search only filters created by you
  • Popular - search only filters that have been marked as a favorite by users
  • Search - search all filters that have been created by you or shared with you.

In the right-hand column are fields you can use to search for filters:

  • Search - find a filter using words in the filter's name and filter description (you can add a description when you edit the permissions of a filter).
  • Owners - find a filter by entering the user name of the person who created the filter (select the appropriate user from the drop down list of matches that appears)
  • Shared With - find a filter by who can see it.  If you leave the default of "Anyone," filters are searched irregardless of permissions.

You can select the relevant filter from the list that appears to run it,

Hiding and Unhiding the Filters Column

By default, the Filters column containing quick and favorite filters displays when you open the issue navigator.  If you want to hide this column to have more room for display of issues returned by a search, select the two left brackets to the right of the "Filters" title at the top of the column.

Filters Title with icon to hide filters

To unhide the Filters column, select the two right brackets that display at the top of the column.

Unhide Filters using two right brackets iccon

 

Filter Permissions

By default, when you create a filter it is set to be visible only by you.  If the filter will be useful to other users of Orange Tracker, you can share the filter by changing its permissions.

  1. Bring the filter up in issue navigator
  2. Select the "Details" link next to the Filter name at the top
  3. Select "Edit Permissions"

You are now taken to the "Edit Current Filter" screen.  Under "Shares" it will show the current setting for the filter.  For example, if the filter is only visible by you the "Shares" field will say "Not Shared."  To change the permissions do the following:

DO NOT User Everyone Permissions

By default, the "Add Shares" field is set to everyone.  You should NOT use this setting – it makes the filter available even if you have not logged into Orange Tracker (the issues themselves will not be available unless the person has permissions to view them, but the search criteria in the filter will be available).  If you want to share the filter with anyone logged into Orange Tracker, select "group" and then "jira-users."

Sharing with a Group

1)   Use the drop-down arrow next to "Add Shares" and select"group" to share the filter with a group within Orange Tracker.  Only internal Orange Tracker groups are available – you cannot use Active Directory groups within Orange Tracker.   The most popular group to use is "jira-users," which shares the filter with anyone who can log into Orange Tracker.

Available groupDescription
jira-usersAnyone who can log into Orange Tracker
jira-consultantsUsers who have been given consultant rights in any project within Orange Tracker
** the other groups available are specific to select projects and should not generally be used.

2)  When you are ready. select the "Add" button to add the share to the list of permissions. 

Permissions list showing a group permission for jira-users

3)  You can add as many shares as needed to the permissions list.

two group shares for jira-users and jira-consultants

3)  Select the "Save" button when you have finished adding permissions.


Sharing with a Project Role

1)  Use the drop down box next to "Add Shares" and then select "Project" if you want to share the filter with a role within a project.  You then need to select the Project and the role within that project with which to share the filter.  Note that you will only see project roles of which you are a member.  For example, if you are only a user within a project, you won't have the option to share the filter with consultants within that project. 

Add shares showing shares with the users role within the dawntest project

2)  When you are ready. select the "Add" button to add the share to the list of permissions. 

Share with users in the dawntest project

3)  You can add as many shares as needed to the permissions list.

Shared with users and consultants in the dawntest project

3)  Select the "Save" button when you have finished adding permissions.

Removing Filter Permissions

  1. Bring the filter up in issue navigator
  2. Select the "Details" link next to the Filter name at the top
  3. Select "Edit Permissions"
  4. Locate the "Shares" field and select the trash can icon for the share you wish to delete.
  5. The share will be removed immediately (you will not be prompted to confirm the deletion).

Filter Subscriptions

You can subscribe to a filter in Orange Tracker.  Orange Tracker will then run the search according to a schedule that you specify in the subscription and email the results to you.  Do not set up subscriptions for filters that return large numbers of results.  The emails generated are very long and can fill up your email quota more quickly.  Large searches that are run repeatedly also can impact Orange Tracker performance for all users.

Create a Subscription

  1. Bring the filter up in issue navigator
  2. Select the "Details" link next to the Filter name at the top
  3. Select "New Subscription"
  4. Set the schedule for the email to occur.  It can be daily, one or more days per week, or selected days per month.  If you select "Daily," and then once per day, you can set the time of day that the subscription will be sent.  ITS recommends that the subscription be run outside of normal business hours to reduce the load on the system.  If you select daily,  you will have the option to send the subscription at an hourly interval or even every 15 or 30 minutes.  ITS does not recommend setting the schedule to an interval that is less than once per day.  Subscriptions create a load on the Orange Tracker system and can impact performance if they are run too often.  Few projects have information that changes rapidly enough to warrant frequent emails.  If you need to see issue results throughout the day, you should consider using the dashboards feature of Orange Tracker (see Dashboards in Orange Tracker.
  5. If you want to get an email even if no issues meet the criteria, select the check box for "Email this filter, even if there are no issues found."
  6. When you have finished the configuration, select "Subscribe" to set up the subscription.

Editing or Removing a Subscription

  1. Bring the filter up in issue navigator
  2. Select the "Details" link next to the Filter name at the top
  3. A list of the subscriptions will appear under the "Subscriptions" section
  4. Select "Manage Subscriptions"
  5. A more detailed list of the subscriptions will be displayed.  Select the "Edit" line on the far right of the subscription to edit it.  Select the "delete" link to delete the subscription. 

 

 

 

 

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