In this article, you will learn
- how the filter bar is structured,
- how to work with filters and search,
- how lists are structured, and
- how to use lists in the application.
1. Introduction
Once multiple Articles or Print Items have been loaded into the application $PRODUCT_NAME_WORKFLOW, it can quickly become difficult to maintain an overview. To ensure structured and efficient workflows, lists with filtering and search functionality are available. This article provides an introduction to working with filters and lists in the application $PRODUCT_NAME_WORKFLOW.
2. Filter
Filters are complex, reusable selections within a data set. They can combine multiple criteria so that only those entries meeting all defined criteria are displayed in the list. For example, a list of all print-ready labels for a specific customer that are to be produced on a specific substrate can be saved as a user-defined filter and reused at any time.
2.1. Structure of the Filter Bar
The filter and function bar is located at the top of each list in the application. In addition to the option to apply actions to selected Articles and Print Items, the list can also be narrowed down using filters and targeted search. The filter and function bar consists of the following four areas:
- Filter – this area consists of Set Filter [1], Filter Menu [2], selected Filter Options [3], and the icon for Deleting Filter Options [4].
- Additional Functions [5] – depending on the context, additional commands are available here.
- Sort – this area consists of the sorting criterion [6] and the option to define the sorting order [7].
- Search – this area consists of the Search Field [8] and the option to select the fields to be searched [9].
Figure 1: The basic configuration of the filter bar
2.2. Working with Filters and Search
For a targeted selection of entries, lists can be filtered according to specific criteria. Alternatively, the search field can be used to search for specific terms. This makes it possible to quickly narrow down even large amounts of data and efficiently locate relevant information.
2.2.1. Filtering a List
The following options are available for filtering lists:
- Set Filter [1] (Figure 1) – by clicking Set Filter, users can define a filter consisting of one or more criteria – see the right-hand side of Figure 3.
- Filter Menu [2] (Figure 1) – the following actions can be performed here:
- Save Filter – if one or more filter options have already been defined, they can be saved as a filter set [11].
- Apply Filter – if multiple filters have already been saved, the stored filters can be selected [10] and applied to the list. The entry displayed in bold indicates which filter is currently active.
- Delete Filter – Delete Filter Set [12] completely removes the currently selected filter from the list of saved filters. The entry Remove Filter [13] – corresponding to icon [4] (Figure 1) – removes the currently active filter options. The list is then displayed unfiltered again.
Figure 2: The commands of the filter menu
- Filter Options – for each filter criterion selected in the dialog Set Filter, a tag [14] is displayed in this area. By clicking the tag, changes can be made to the filter criteria. Individual filter criteria can be removed by clicking the "
x". If all filter criteria are removed, all records in the list are displayed again. - Remove Filter [15] – instead of deleting each filter criterion individually, all filter criteria can be removed at once by clicking the icon. Afterwards, all records in the list are displayed again.
Figure 3: Filters used to display orders for a specific customer in the list
2.2.2. Searching the list
In addition to the option to search specifically for Articles or Print Items by entering a text string, the search can also be limited to specific criteria. The following options are available to the user:
- Search Field [16] – enter the text here that should be searched for in the currently filtered list.
- Search Function – by clicking the menu Settings Search Function [18], the data fields in which the entered text should be searched are displayed. Depending on the context, users can select the criteria that should be used for the search. In addition, the search mode can be changed from Default [17] – the text string may also occur with a word – to Exact – the text string must match exactly. Please note all defined Custom Fields [19] can also be included in the search function.
Figure 4: The options available in the search function for the menu item Articles
2.3. Display Options of the Filter and Search Bar
In all areas where filter and search functions are available, users can use the menu Additional Functions to define the Display Options [21] for the control bar below, as well as the display of information for individual data records. The following options are available to the user in the Display Settings:
Figure 5: The available commands in the menu Additional Functions of the Filter and Search Bar
Filter, Search and Display Options – Filter Options
In the tab Filter Options, functions of the filter and search bar can be shown or hidden. In addition, it can be defined whether icons or text are used to describe information, or whether the size of the preview image is adjusted. The following display options are available:
- Enable Paginator [25] [24] (Figure 5) – define whether page navigation – e.g. switching between previous and next records) – is displayed or not.
- Enable Refresh Display icon [26] [20] (Figure 5) – define whether this function is displayed or not.
- Show Sorting function [27] [23] (Figure 5) – define whether this function is displayed or not.
- Display of Labels [28] – define whether the labels of the information within a data record [22] (Figure 5) are shown as Text or as a graphical icon.
- Preview Image Size [29] – define the size in which the preview image is displayed in the list. Selecting a smaller preview image can significantly reduce the row height of a list entry, allowing more records to be displayed at a glance.
Figure 6: The tab Filter Options of the Display Options
Filter-, Search and Display Options – Detail View
In the tab Detail View, you can select which properties are displayed in the list for each individual data record [22] (Figure 5). The user can define:
- in which Block [30] the information is displayed.
- which properties should be visible by adding them via Add [31].
If you want to revert to the recommended settings, click the button Reset to Defaults [32].
Figure 7: The tab Detail View of the Display Options
Show more Information
If you are using a very wide monitor, you can display additional information by adding another block. To add an additional block, simply move the scroll bar [33] to the right and use the function Add Block in that area.
3. Function Bar
The Function Bar is located directly below the filter bar in the user interface. It allows selected actions to be applied to the Print Items or Articles marked in the list. The available functions depend on the currently selected menu item, and may therefore vary.
In the menu item Articles, the following functions are available:
- Add [34] – creates a new entry in the currently opened settings area.
- Edit [35] – edits the currently selected entry or entries in the settings area.
- Delete [36] – deletes the selected entry or entries in the settings area.
- Duplicate [37] – duplicates the currently selected entry or entries in the settings area.
- Reports [38] – generates the desired report for selected Articles/Print Items – such as an Ink Cost Report, Spot Color Report, or Approval Project with Approval Reports.
- Fixups [39] – applies a Fixup or Fixup Chain to the selected Articles/Print Items.
- Refresh Display [40] – refreshes the list in the settings area. The displayed number indicates how many new entries have been added since the last refresh.
- Additional Functions [41] – this dropdown menu contains further functions – such as Create Order, Create Production Job, or Create Automation Job – which can be applied to the selected Articles/Print Items.
Figure 5: The Function Bar of the menu item Articles
Article Update: $PRODUCT_NAME_WORKFLOW 2.0.0 – 04/2026