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Overview

Knowlix provides powerful search, filtering, and grouping capabilities that help you find exactly the records you need, when you need them. Instead of scrolling through endless lists, you can precisely target data using flexible filter combinations and save your configurations for repeated use. The search bar appears at the top of most list views throughout Knowlix. It serves as your control center for data discovery, offering quick text search, advanced filters, grouping options, and saved favorites. 💡 Pro Tip: Ask Your Knowlix to filter data for you: “Show me all high-priority leads assigned to Sarah” or “Find invoices over $5,000 from last quarter”
The simplest way to find records is typing directly into the search field.

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How Quick Search Works

As you type, Knowlix searches across key fields in the current view and displays matching records instantly. To perform a quick search:
  1. Click into the search bar
  2. Start typing your search term
  3. Review the dropdown suggestions
  4. Click a suggestion to apply it as a filter
Example: Searching for “Mitchell” in the CRM module might show:
  • Search Company for: Mitchell
  • Search Contact Name for: Mitchell
  • Search Salesperson for: Mitchell Admin
Select the appropriate option to filter your view. Search behavior: Quick search uses a “contains” operator, meaning it finds any record where the search term appears anywhere in the field. Searching “tech” would match “Technology,” “Biotech,” and “Tech Startup.” 💡 Agent Alternative: “Find all customers with ‘Tech’ in the company name”

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Filters

Filters narrow your record set based on specific criteria. You can use pre-configured filters for common queries or build custom filters for precise targeting.

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Preconfigured Filters

Most views come with useful filters already set up. These reflect common ways users need to segment data. To apply preconfigured filters:
  1. Click the dropdown icon (▼) in the search bar
  2. View available filters under the Filters section
  3. Click one or more filters to apply them
Example filters (CRM module):
  • My Leads
  • Unassigned Leads
  • Won Opportunities
  • High Priority
  • Created This Month

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Filter Logic

Single group selection: When you select multiple filters from the same group (separated by visual groupings), records match any of the selected conditions (OR logic). Multiple group selection: When you select filters from different groups, records must match all group conditions (AND logic). Example:
  • Select “High Priority” + “Medium Priority” (same group) = Shows records that are high OR medium priority
  • Select “High Priority” (group 1) + “Assigned to Me” (group 2) = Shows records that are high priority AND assigned to me
Removing filters: Click the X next to any applied filter to remove it from your view. 💡 Your Knowlix Tip: “Remove all filters” or “Show only unassigned high-priority tickets”

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Custom Filters

When preconfigured filters don’t meet your needs, build a custom filter with precise control over matching logic.

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Creating Custom Filters

Step-by-step:
  1. Click the dropdown icon in the search bar
  2. Select Filters → Add Custom Filter
  3. Configure your filter criteria
  4. Click Add to apply the filter

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Filter Structure

Each custom filter consists of: Matching logic:
  • Match all rules (AND): Records must satisfy every rule
  • Match any rules (OR): Records need only satisfy one rule
Filter rules: Each rule has three components:
  1. Field name: What to filter by (e.g., Status, Revenue, Date)
  2. Operator: How to compare (equals, contains, greater than, etc.)
  3. Value: What to compare against (text, number, date, etc.)

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Available Operators

Operators vary by field type: Text fields:
  • Contains
  • Does not contain
  • Equals
  • Not equals
  • Is set / Is not set
Numeric fields:
  • Equals (=)
  • Not equals (≠)
  • Greater than (>)
  • Less than (<)
  • Greater than or equal to (≥)
  • Less than or equal to (≤)
Date fields:
  • Equals
  • Is between
  • Is before
  • Is after
  • Is set / Is not set
Selection fields:
  • Is / Is not
  • Is in / Is not in

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Adding Multiple Rules

To add another rule: Click the + (plus) button next to an existing rule. To add a rule group: Click the node button to create a nested group with its own matching logic (all/any). This enables complex filter combinations. To remove a rule: Click the delete button next to the rule.

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Advanced Rule Grouping

Complex filters can combine AND/OR logic at multiple levels. Example filter: Find CRM opportunities where:
  • Stage is “Won”
  • Expected Revenue > $1,000
  • AND (Type = Lead OR Type = Opportunity)
This translates to: 
Match ALL of the following:
  - Stage is "Won"
  - Expected Revenue > 1,000
  - Match ANY of:
      - Type = Lead
      - Type = Opportunity

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Including Archived Records

By default, archived records are hidden. Enable Include archived records in the custom filter dialog to include them in your results. 💡 Power User Tip: Enable Developer Mode to see field technical names and edit filter domains as code for maximum control.

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Grouping Records

Grouping clusters records by shared attributes, making patterns easier to identify.

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Applying Groups

To group records:
  1. Click the dropdown icon in the search bar
  2. Select an option from the Group By menu
  3. The view restructures to show grouped clusters
Common grouping options:
  • By date (Year, Quarter, Month, Week, Day)
  • By status or stage
  • By assigned user or team
  • By category or type
  • By priority

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Custom Grouping

If preconfigured groups don’t suit your needs, create custom groups using any field. To add a custom group:
  1. Click Group By → Add Custom Group
  2. Select a field from the dropdown
  3. The view reorganizes around that field

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Multi-Level Grouping

Apply multiple groupings simultaneously for hierarchical data views. Example:
  • First group by: Sales Team
  • Then group by: Salesperson
  • Then group by: Month
This creates a three-level hierarchy showing data organized by team, then individual, then time period. Combining filters and groups: Use filters and groups together for powerful data exploration. Filter to relevant records, then group to analyze patterns. 💡 Analysis Workflow: “Group CRM leads by source and stage” then “Filter to show only high-value leads”

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Time Comparisons

Many reporting views include comparison features that show how metrics change between time periods.

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Accessing Comparisons

Available in: Reporting dashboards with time-based data To compare time periods:
  1. Apply a time-based filter (This Month, Q2, 2024, etc.)
  2. Open the dropdown icon in the search bar
  3. Select an option from the Comparison section:
    • Previous Period: Compare to the preceding equivalent period
    • Previous Year: Compare to the same period last year

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How Comparisons Display

Comparison visualization depends on your selected view: Bar charts: Two bars side-by-side for each time unit. Left bar shows selected period, right bar shows comparison period. Line charts: Two lines on the same graph. Different colors distinguish current vs. comparison periods. Pie charts: Nested circles. Outer circle shows current period, inner circle shows comparison period. Pivot tables: Split columns. Right column shows current period, left column shows comparison period.

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Period vs. Year Comparison

Previous Period: Compares to the immediately preceding period of the same duration.
  • This Month vs. Last Month
  • Q2 vs. Q1
  • This Week vs. Last Week
Previous Year: Compares to the same period one year earlier.
  • Q2 2024 vs. Q2 2023
  • March 2024 vs. March 2023
  • Week 15 2024 vs. Week 15 2023
Use cases:
  • Previous Period: Identify short-term trends, seasonal patterns within a year
  • Previous Year: Measure year-over-year growth, account for seasonal variations
💡 Strategic Analysis: “Compare this quarter’s revenue to last year’s same quarter”

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Favorites

Save frequently used search configurations as favorites for instant access.

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Creating Favorites

To save a search as a favorite:
  1. Configure your filters, groups, and search as desired
  2. Click the dropdown icon in the search bar
  3. Select Save current search
  4. Configure favorite options:
    • Filter name: Give your favorite a descriptive name
    • Default filter: Make this the default view when opening this page
    • Shared: Allow all users to access this favorite
  5. Click Save

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Using Favorites

To access saved favorites:
  1. Click the dropdown icon in the search bar
  2. View favorites under the Favorites section
  3. Click a favorite to instantly apply its configuration
Favorites organization:
  • Personal favorites appear first (only visible to you)
  • Shared favorites appear second (visible to all users)

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Managing Favorites

To delete a favorite: Click the X (delete) icon next to the favorite name in the dropdown. To edit favorites:
  • Re-configure the view as desired
  • Save with the same name to overwrite
  • Or access System Settings → Technical → User-defined Filters (requires Developer Mode)
💡 Team Productivity: Create and share favorites for common views your team uses repeatedly. This standardizes reporting and saves everyone time.

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Search Best Practices

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Start Broad, Then Narrow

Begin with quick search or simple filters, then add more criteria to refine results. This prevents over-filtering that might hide relevant records.

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Use Favorites for Routine Views

If you access the same filtered view daily (e.g., “My Open Tasks”), save it as a favorite with “Default filter” enabled.

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Name Favorites Clearly

Use descriptive names like “High-Value Leads This Quarter” rather than “Report 1.” Future you will thank present you.

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Leverage Grouping for Analysis

When analyzing data, use grouping before exporting or creating reports. It helps identify patterns you might miss in flat lists.

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Share Useful Filters

When you create a filter that benefits the team, enable “Shared” so everyone can use it.

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Clean Up Outdated Favorites

Periodically review and delete favorites you no longer use. This keeps your favorites menu manageable.

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Need Help?

Ask Your Knowlix:
  • “Show me all invoices over $10,000 from last month”
  • “Group sales opportunities by salesperson and stage”
  • “Filter tickets to show only high-priority unassigned items”
  • “Save this view as a favorite called ‘Weekly Pipeline Review’”
  • “Compare this quarter’s revenue to last year”
Contact Support: For questions about advanced filtering, troubleshooting filter behavior, or configuring complex custom filters, contact Knowlix support through the Help menu.