A saved combination of filters, sorting, grouping and visible fields that determines how records in a Collection are displayed — as a Table, Side by side or Timeline layout.

's power comes from combining a Filter

Filter

A condition, or set of conditions, applied to a Collection or View to narrow down which records are shown.

, a sort order, and a grouping into one saved configuration. This article covers the filter builder in depth, including every operator available; for the everyday steps of applying a quick, unsaved filter to a collection list, see Finding and filtering records.

1. Building a filter condition

1. Open the filter builder

Within a collection or a view's configuration, click Add filter (or Add Condition).

2. Choose a field

Select the field you want to filter by. The operators on offer change depending on the field's type.

3. Choose an operator

Select how you want to compare the field's value - see the full list below.

4. Set the value

Enter or select the value to compare against. Some operators, such as "is blank", need no value at all.

2. Operators by field type

Field type	Operators
Any field	is blank, is not blank
Yes / No	is true, is false, is not true, is not false
Text	is, is not, contains, does not contain, starts with, does not start with, ends with, does not end with
Number	is equal to, is not equal to, is greater than, is less than, is greater than or equal to, is less than or equal to
Date, Date + Time	is equal to, is not equal to, is after, is before, is equal or after, is equal or before, is in the future, is in the past
Duration	is equal to, is not equal to, is longer than, is shorter than, is longer than or equal to, is shorter than or equal to
Select, Multi-Select, linked records	includes all of, includes some of, includes none of, is empty, is not empty

You can also filter by the character count of a text field - look for the "Field Name - Length" option in the field dropdown, which then offers the number operators above.

3. Combining conditions

Add as many conditions as you need - click Add filter (or Add Condition) again for each one. Every condition you add narrows the results further, so a record must match all of them to appear.

Filtering by relationship

When a collection links to other records - including to itself, such as a parent/child structure - you can filter by which records they connect to, using options like Has Parent or Is Parent of. Tick Match at any level to include indirect connections through a chain of that relationship, not just a direct link. See Finding and filtering records for the full walkthrough.

Filtering with AI

Type a request in plain language - for example "show me the active projects due this week" - and Kinabase's AI builds the matching filter conditions for you automatically.

A filter's conditions can be shared as a link (?filter=...), so you can send a colleague straight to a filtered list without saving it as a view.

4. Sorting

Set a Sort Field and Sort Direction (ascending or descending) to control the order records appear in. In a collection list without a saved sort, click any column header to sort by that field - click again to reverse the direction.

5. Grouping

Set a Group Field to cluster records by a shared value. Text, option and yes/no fields group by their exact value; date fields also let you choose a Group Precision, such as day, month or year, so you can group by "this month" rather than an exact date.

Together, filters, sorting and grouping turn a long list into exactly the subset your team needs - save the combination as a view once you find one you'll return to. See Saved views.

Need more help? Ask your System admin, or contact our support team via Help & Support.

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