Filters can be used as a means to view a specific set of employees. For example, if a user wants to access all employees that are part of a specific pay group, the user could create a filter. Filters are located in the employee toolbar.

Creating A Simple Filter

Filters that use the ‘Match All’ or ‘Match Any’ options are called simple filters. Simple filters do not contain comparisons between different criteria.

To create a simple filter, follow the steps below:

Click on the Filter icon located on the right side of the employee toolbar.

The filter configuration window will appear.

1. Available Filters – Area where you may select a previously configured and saved filter

2. Filter Name – If the filter will be saved and used in the future, enter a name here that will distinguish the filter

3. Filter Type – How the filter will operate

• Match ANY will display a list of employees that match any of the criteria selected. Think of this as an OR statement between criteria
• Match ALL will display a list of employees that match the entire criteria selected. Think of this as an AND statement between criteria
• Complex will display employees that match a filter that was created with a combination of AND/OR statements

4. Plus – Clicking on the plus symbol will drop in another line for adding another comparison

5.Comparison – Select what item you would like to filter by.  Options Include:

• Active Status
• Earning Group
• Employee
• Employment Type
• Pay Group

• Pay Period
• Pay Status
• Schedule Group
• Shift
• Supervisor

• Termination Status
• Accrual Plan
• Accrual Group
• Org: You will have the ability to filter by each org level established in your system

6. Comparison Modifier – The Comparison Modifier will set how the system should parse the data.  Options include:

• IS – The IS modifier can be thought of as a single = (Equal To) symbol.  It will parse and show the employees that match a single comparison.  Note: Multiple IS comparisons may be set up.  It may be more efficient to consider using the IN or NOT IN modifiers or a Complex filter in these instances.
• IS NOT – The IS NOT modifier can be though of as a single ≠ (Not Equal To) symbol.  It will parse and show the employees that do not match a single comparison.
• IN – The IN modifier is like an = (Equal To) symbol but will look at a list of items to compare rather than a single comparison.
• NOT IN – The NOT IN Modifier is like a ≠ (Not Equal To) symbol but will show the employees who do not fall within a list of comparisons.
  • ‘IN’ and ‘NOT IN’ are useful for comparisons that involve organization levels or pay groups so that multiple comparisons do not need to be created.
  • When ‘IN’ or ‘NOT IN’ are selected, the user is presented with more options via an additional entry screen. A number of items may be selected, and by clicking the Apply button, the comparison is created.

7. Comparison Item – The items listed will depend on the Comparison selected in step 5.  The way the items will be filtered will depend on what was selected in step 6.

8. Apply/Save – Clicking Apply will apply the filter to the list of employees.  If you are saving the filter for future use, click the Save button. Then hit Apply to apply the filter to the employees.

See below for some examples of simple filters.

Filter To Only Full Time Pay Group Employees

Filter To Full Time Employees OR Employees With A Default Location Org Level Of Sandusky, OH

Filter To Full Time Employees AND Employees With A Default Location Org Level Of Pasadena, CA

Filter To Full Time and Part Time Employees AND Employees With A Default Location That Is Not Org Level Of Wichita, KS

To modify the items included or excluded from the IN comparison, you can click on the pencil on the right of the comparison and a pop-up window will appear where you may modify the parameters.

To remove a comparison, click on the trash can on the far right of the comparison.

Creating Complex Filters

Complex filters give the user very robust filtering capabilities. A user may create a combination of AND/OR statements and combine saved filters to create comparisons.

To create a complex filter, follow the steps below.

1. Select Complex from the Filter Type drop-down. The filter form will alter slightly by removing the Filter Name and moving the Filter Type to the left.

2. Add a comparison using the same method used in Creating A Simple Filter.

To assign multiple comparisons at once, click the Plus button next to Apply Filter Node for each needed comparison.

NOTE: If you have already named and saved a filter and would like to incorporate that into a new, complex filter, you can select the saved filter by clicking on the Add Filter Node dropdown and changing it from New Comparison to your saved filter.  Then click the Plus symbol to add that to your list of comparisons.

Below is an example of three comparisons to be used to create a complex filter. The user is looking for a list of employees that are (A)in the FT pay group, (B)have a default Department Org Level that is in Shipping or Warehouse, and (C)their default shift is 1st Shift.

To further define the comparisons, click and drag the comparison via the bars icon of the second comparison to the top of the first.  This will combine those comparisons into a single filter that can then be given a name.

Once the filter is named, use the drop-downs to update comparison values if necessary.  If the ‘OR’ drop-down is set to ‘AND’, then the word ‘EITHER’ will be changed to the word ‘BOTH.’

In the example below, the filter name was set to FT SHIP&WARE and it will look for BOTH comparisons to be true.  Those being the employee is in the FT Pay Group and their default Department Org Level is IN LIST(Shipping or Warehouse).

After naming the first complex filter, drag the remaining filter into the first and you will see the results below. The top comparison will be the newly named complex filter(A) followed by the filter just dragged to it.  This new complex filter will need to be given it’s own name and the comparison type set to AND or OR.

In the example below, the filter is called 1st Shift FT SHIP&WARE and will filter employees who are in the FT Pay Group, have a default Department Org Level of Shipping or Warehouse, AND their default shift assignment is 1st Shift.

Click Save

Click Apply .

Should you have wanted the filter to display employees who are in the FT Pay Group, and have a default Department Org Level of Shipping or Warehouse, OR any employees whos default shift assignment is 1st Shift, you would simply change the comparison type to OR. 

Creating Filters For User Accounts

Pre-set, permanent filters can be created for employees to use, limiting the scope they can see in TimeStar.

In the example below, the company has multiple locations across the country.  We will set up a filter to limit the employees this user will see when they log in to only those employees at their location using an Org Level.

Navigate to Security Setup then select the User Security page.

1. Select the employee to setup the filter on in the employee drop-down

2. Verify the Select User is appropriate to the employee selected in step 1

3. Click on the Restrictions tab

4. To the right of the Filter drop-down field, click the filter icon to create the filter

• Create the filter using the procedures listed in the sections above. The example below is our simple filter to limit employees to those at the Org: Location Bismark, SD.

5. Name the Filter to be created

6. Select the Category to be used as the filter

7. Select the Comparison to be used

8. Select the appropriate Value(s)

9. Click Save

• Once saved, a filter will be available for selection on other employees without having to repeat these steps.

10. Close the filter window after saving.

11. Select the newly created filter in the Filter drop-down

12. Set Allow Edits by User to “No” to prevent the employee from being able to edit the filter

13. Click Save