Filter persistence and precedence

Control panel selections are persistent across tabs and subtabs. When you filter a report, your filter remains active when you open a different report. For example, if you select a Timeperiod value and then click Run, the current report is filtered by that timeperiod. If you switch to a different report, that report is also filtered by the Timeperiod value you selected. To revert to the default filter settings for any report, click Reset.

Filter persistence happens automatically, without the need for configuration.

Medallia Experience Cloud applies these filter settings to reports, listed in order of precedence:

1. The most recent filters applied to a report by the user.

2. Applicable filter options in the user's default, saved filter. The report might prevent some options in a saved filter from being applied. For more information, see Reporting.

3. Default filters defined in the report.

4. User preferences. For more information, see Users Preferences.

5. Role preferences. For more information, see Users Preferences.

6. For filters that cannot be empty (such as Timeperiod and Calculation) the lowest-priority value available.

Dynamic filters

Some filters update to show only options that would yield matching responses, while others do not. Experience Cloud categorizes filters:

• Static — Changing the selected option in any other field does not alter the options available in a static field. Similarly, changing the selected option in a static field does not alter the options available any other field. These fields modify report content rather than adjust which surveys are being evaluated.

• Dynamic— Changing any non-static field causes Experience Cloud to adjust the options available in dynamic fields according to available data.

  Important: Configuring a large number of Segment options may result in degraded performance.

• Pivot — Changing the selected option in any other field does not alter the options available in a pivot field. However, changing the selected option in a pivot field causes Experience Cloud to adjust the options available in dynamic fields according to available data.

This table lists the dynamic capabilities of each control panel filter:

Role-based control panels

As a report administrator, you create a relationship between filters and roles by creating control panels in Admin Suite. Each control panel defines a collection of filters and values, and can be assigned to one or more roles. A role can be assigned to one, and only one, control panel. For example, you can assign roles named Tier1 and Tier2 to a single control panel, but those roles cannot be assigned to any other control panels. When a user opens a report, Experience Cloud locates the control panel associated with that user's role, and displays the corresponding filters and values defined for the intersection of that role and that report.

For example, a control panel assigned to the Frontline role contains a Question Groups filter and a Question & Score filter, each with several field groups. A dashboard assigned to the Frontline role includes filters for Question, Question Group, and Score. When a Frontline user views the report, that user sees the Question, Question Group, and Score fields, populated with the field groups defined in the Frontline role's control panel.

Expanding this scenario, a different control panel is assigned to the Executive role. That control panel contains only a Question Groups filter, and with different field groups than those defined for the Frontline role's control panel. If you assigned the Executive role to the same dashboard described in the example above, Executive users would see the Question Group field, populated with the field groups defined in the Executive role's control panel. However, Executive users would not see the Question or Score fields because those filters are not included in the Executive role's control panel.

Filter types in control panels

You can create these filters in Control panels:

Custom Time periods

Custom time periods are sets of time intervals used to filter data in reports, selectable from the Time Period dropdown in the Control Panel.

To create a custom time period in Medallia Web reporting:

1. Select Filter to open the control panel and filters.

2. In the Time Period filter, select Add.

   

3. Enter a custom start and end date, and close the calendar.

   Time split is greyed out and it will become active once start and end date are selected.

   

4. Then, select a time split:

   

   Important: There are certain limitations when selecting a time split:

   • The available time split options depend on the previously selected time period.

   • The system automatically assigns a suggested time split from the list.

   • Maximum number of resulting columns is 36. For example, the smallest Time Split available for a three-year period will be months, given the 36 max restriction.

   • The Weeks option starts on Sundays.

5. Select Save.

   This action saves the new custom time period.

   Then, the new time period filter appears on the Custom Time Periods list.

   

6. Optionally, to save the new custom time period together with the rest of the filters, click Save Filter.

   1. Enter a name for the new filter and click Save.

      

To edit a custom time period, select one from the Custom Time Period list, and click Edit. To delete a custom time period, select one from the Custom Time Period list, and click Delete.

To create a custom Time period filter using the side panel:

1. Click the Time Period filter, and a side panel opens to the right.

2. Click the Custom tab.

   

3. Enter a custom start and end date, and click Save Filter.

4. To filter the current report by the selected custom timeperiod, click Run.

You can create up to 10 custom timeperiods which are displayed on the Saved tab. Then, you can either edit or delete them.

Segment filters

This filter type filters report data by specific fields. For example, you might want users to filter reports by a sales region, product purchased, or customer demographics.

This filter makes individually named segment fields (primary filters) and the more general Segments field (additional filters) available in reports.

In addition to individual fields, you can add a Hierarchical segment (also known as a hierarchical filter) containing many fields, enabling end users to navigate a hierarchy of fields in a single dropdown. Users can select multiple values from the dropdown. For example, this image shows a hierarchy filter in Admin Suite. It has four fields, listed in the order they must be traversed in the hierarchy from Region, to District, to Store, and lastly to Department.

This image shows how this filter appears to users in Medallia Web reporting. Users can click a box to select an entire level in the hierarchy, and can select multiple boxes across one or more levels. In this example, the user has selected the Anchorage Center store (in the Pacific district of the West region) and the entire Mid-Atlantic district (in the Northeast region).

Experience Cloud searches for the union of values selected in a hierarchy filter dropdown. In the example above, Experience Cloud returns all records for the Anchorage Center store and all records for the Mid-Atlantic district.

To analyze the action planning health of your organization, select Action Plan in Data Type in the Filters tab at a dashboard level. Then, select an Action Plan field in the Segment overrides property. This example shows how this filter appears to users in Medallia Web reporting:

You can also select Action Plan data filters at module level. For example, in this image, the Big Number module shows that there are 2 action plans in progress for the selected unit:

Question & Score filter

Question groups

Question groups filter data by a group of questions, allowing users to see data for each survey question in the group, as well as aggregated data for that group. For example, you might create a Question Groups filter containing several groups of satisfaction questions, with each group corresponding to a different aspect of your company (such as Service, Sales, Support, and so on). This filter makes the Question Group field available in reports.

Create control panels

To create a control panel in Admin Suite Reports:

1. In the Control Panel list, click New Control Panel.

2. In the Settings tab, select one or more Roles That Can Use This Control Panel.

   Restriction: A role can be assigned to only one control panel.

3. To allow specific users from other roles to see the report, click Assign specific users to see this module, add one or more users, and then select each user's role.

4. Enter a name for the control panel, and then click Save.

   

5. In the Filters tab, click Add Filter, and then select either Add Existing Filter or Create New Filter.

   Adding an existing filter enables you to select from filters already created for other roles. Adding a new filter enables you to select from the filters described in Filter types in control panels. The remaining steps in this procedure are for creating a new filter.

   

6. Enter a name for the filter.

7. Select one or more Roles that use this filter, and then click Save.

   Roles you enter here can narrow the list of roles from those that can see the parent control panel. For example, while a control panel might be visible to 3 roles, you might want to limit visibility for a particular filter in the control panel to 1 role.

8. Configure the properties of the filter according to its type, and then click Save.

   Filter	Properties
   Segment Filter	To show the count of units with records, turn on the Show Unit Counts property. Note: For pivot table and cross tab reports, you must include the UNIT filter plugin for this feature to work correctly. For more information about configuring these reports, see Cross tab reports and Pivot table custom reports. In the Primary Filters section, click Select a Field and then Add Field to make one or more fields available to users in reports. In the Additional Filters sections, click Select a Field to make fields available. Each field in the Primary Filters section is available as a separate field, while every field in the Additional Filters section is available in the Additional Filters field. To limit users' ability to select more than one value in a field, click to expand the field, and then turn on the Single Select in Reporting property. This removes the All value from the field. To create a hierarchy filter, in the Primary Filters section click Select a Field and then click Add Hierarchy filter. With the hierarchy filter open, click Select Fields to add fields in the order you want them nested in the hierarchy. For example, you might add a Region field, followed by a District field, followed by a Store field. When using Medallia Alchemy Experience Reporting, you can select an icon for any field or hierarchy filter. Click to expand the field or hierarchy filter, and then select an icon from the Display Icon property. Restriction: This feature is inactive by default. Ask your Medallia expert to file a Feature activation request with Medallia Support.
   Question & Score Filter	In the Field Groups section, add one or more groups, each with one or more questions. For field group names to be visible to users in the Question field in reports, turn on the Show field group names property. Within each field group, give the group a Group Name. Within any field group, turn on the Hide Unanswered property to prevent the report from displaying data for unanswered questions.
   Question Groups	In the Field Groups section, add one or more groups, each with one or more questions. For field group names to be visible to users in the Question Group field in reports, turn on the Show field group names property. Within each field group, give the group a Group Name. Within any field group, turn on the Hide Unanswered property to prevent the report from displaying data for unanswered questions,

   For example, this image shows a Question & Score Filter with several field groups:

   

9. When you are done adding filters to the control panel, click Save.
10. When you are ready to make the control panel available to users, publish the control panel and its filters.

    For more information, see Reporting.

Default filters associated with reports

The Timeperiod and Reporting Date filters are always available in the control panel. Many reports include filters by default, and in some reports you can add filters.

Dashboards

Add filtering capability to your dashboards by enabling filters at the parent-dashboard level, and additional filters at the child-module level. Some modules are coded to include certain filters by default, though you can add or remove them from any module.

Filtering at the module level filters the data shown in that module, and does not affect other modules on the same dashboard. For example, the Word Cloud module includes the Timeperiod with Reporting Date filter by default, which enables you set default values for time and date. You can override a module filter by adding and providing a value for the same filter at the dashboard level. For example, if you have a Timeperiod filter setting in a module, and later add a Timeperiod filter in the dashboard, the Timeperiod filter in the module is removed. For information about setting customized filters at the module level, see Module-level data filters, below.

When you add a filter at the dashboard level, users also gain the ability to filter the entire dashboard (all of its modules) using the control panel. For example if you add the Timeperiod with Reporting Date filter to a dashboard, users will be able to filter by Timeperiod and Reporting Date in the control panel of the published report.

When specifying values for filters at the dashboard level, you can lock the value of that filter in users' control panels by turning on the Prevent reporting users from modifying this selection property for that filter. For more information, see Dashboards. The ability to lock filters applies only to Medallia Alchemy Experience Reporting modules added to dashboards for Medallia Web reporting.

When using locked filters with a dashboard, module configuration, control panel, or report link, ensure that all filter and topic configurations are compatible. Discrepancies or inconsistencies between filters may result in reporting data not being displayed in dashboards or exports.

For example, if a module-level Topic to Display configuration specifies a topic in a tag pool, and a locked dashboard filter does not include the topic specified by the Topic to Display property, data may not display in the report or export. Similarly, if a dashboard with a locked tag pool filter links to another dashboard with a different locked tag pool filter, data may not display in the report or export.

Responses and Satisfaction reports

Responses and Satisfaction reports include filters by default. You cannot add or remove filters from these reports. When a user open one of these reports, that user sees the corresponding filters and values defined in the control panel for the user's role. Modules for Responses and Satisfaction reports use these filters:

• Responses List — Alert Filter, Comment Field, Customer List, Reporting Date, Score Filter and range, Segment fields, Timeperiod, and Unit fields.

• Responses Form — No filters.

• Satisfaction Benchmarks — Benchmark, Calculation, Comment Field, Custom Filter, Custom Query, Customer List, Reporting Date, Search, Segment fields, Timeperiod, and Unit fields.

• Satisfaction Compare — Benchmark, Calculation, Comment Field, Custom Filter, Custom Query, Customer List, Reporting Date, Search, Segment fields, Timeperiod, and Unit fields.

• Satisfaction Distribution — Calculation, Comment Field, Custom Filter, Custom Query, Customer List, Reporting Date, Search, Segment fields, Timeperiod, and Unit fields.

• Satisfaction Graph — Calculation, Comment Field, Custom Filter, Custom Query, Customer List, Question Group, Reporting Date, Search, Segment fields, Timeperiod, and Unit fields.

• Satisfaction Snapshot — Calculation, Comment Field, Custom Filter, Custom Query, Customer List, Reporting Date, Search, Segment fields, Timeperiod, and Unit fields.

• Satisfaction Table — Benchmark, Calculation, Columns, Comment Field, Custom Filter, Custom Query, Customer List, Reporting Date, Search, Segment fields, Timeperiod, and Unit fields.

Module-level data filters

As noted earlier, you can create filters in dashboard modules that affect only the data displayed in that module. In addition to the standard properties available for module filtering, you can set Basic and Advanced Data filters at the module level using either the Admin Suite report editor or the Medallia Web reporting and Medallia Mobile report editor.

Data filters can be only changed by report users in Medallia Web reporting or Medallia Mobile using the report editor. After you configure a data filter for a module, the data in that module remains filtered in reports, invisible to report viewers, and unchanged by any control panel selections report users might make. This enables you to create a series of data visualizations in a single dashboard, each showing precision data, with no searching needed by the report user.

Because filters at the dashboard and module level are used simultaneously (as an AND query), it is possible for a module to show no data as a result of selections a report user makes in the control panel. For example, assume you have configured a data filter for a module to show only data for the North Region, and the control panel for that module's dashboard includes a Region field. When a report user selects any Region other than North in the control panel, the entire dashboard is filtered to show data for that region, but because you configured that module to show data only for the North Region, the module shows no data.

If a module that includes a data filter is also configured to allow users to click-through to another report, the data filter defined for the module persists in the destination report, provided the destination report contains the same filter in its control panel. For example, if a module includes a data filter for Region = North, the destination report of a click-through from that module is filtered for Region = North as long as that destination report includes a filter for Region in its control panel. Otherwise, the module-level data filter is ignored in the destination report.

Basic Data filter

When you select Basic Data Filter from the Data Filter dropdown list, a list of filters is displayed depending on the filters to which roles enabled to see the report have access. If there are more than one assigned role to the report, the intersection of segment filters to which roles enabled to see the report have access is displayed.

This image shows the selected filters where Employee Gender is a parent filter, and Female and Male are nested filters:

Advanced Data filter

To create a custom data filter at the module level, select Advanced Data Filter from the Data Filter dropdown list. A pop up window opens letting you add rules. Each line in a data filter is a rule composed of a field or unit group, an operator, and potentially a value if one is required by the operator. For example, this image shows a simple data filter with one rule that shows data only for records with a Region value of West:

Selecting NOT for a rule filters do the opposite of what you enter in that line. For example, this image shows a data filter with one rule that displays data for every Region except the North:

Multiple rules in the same group are controlled by the group's header line, which determines whether data is shown if any of the rules in that group are matched (an OR query), or whether data is shown only when all rules in that group are matched (an AND query). For example, this data filter shows all records in the West Region, except those in the City of San Francisco.

To add and remove rules from a data filter, use Add condition and Delete:

Nested rules

You can create more complex, nested groups of rules in Add Rule. For example, this data filter includes two groups of rules. The first group's header indicates that everything within it must resolve as true. Because that group includes a nested group, that nested group must also resolve as true. The header for that nested group indicates that for it to resolve as true, everything within it must resolve as true.

To move rules to different levels of nesting, use the icons shown in this image:

Filter definition

As you work in the Filter builder, the Expression line updates to show the full syntax that defines the Data filter. You can edit directly in the definition, making it easy to copy and paste a definition from one data filter to another, or to type a full data filter definition manually if you are familiar with the syntax.

After you save a data filter, its definition appears in the Data Filter property in Admin Suite:

Operators

You can select from these operators in custom filters:

Supported field data types

You can include fields and Unit groups with these data types in custom filters:

• alternative_set
• autoindex_text
• dynamic_alternative_set.
• integer
• javaenum
• unit
• unit_group.

Configure searchable fields

When you add the Search filter to reports, users can use the Search field in the control panel to search for specific words. This functionality is controlled by two standard reports configured in Setup:

• Searchable fields (completed surveys) — Determines what fields are searchable by the Search field in the control panel for response data.

• Searchable fields (invitations) — Determines what fields are searchable by the Search field in the control panel for invitation data.

By default, Experience Cloud includes one of each Searchable fields module, defined for all users. Searchable fields are set globally for all reports in your instance. To add or remove fields from search, modify those standard reports as described below.

To modify Searchable fields standard report modules:

1. Navigate to Reporting > Reports > Standard Report Modules in Medallia Setup.

2. Click the child report item under the Searchable Fields standard report module you to modify.

3. On the Add/Remove tab of the Selected Fields table, select the searchable fields and then click Add.

4. Click Save.

5. Go to Reporting > Report Helpers > Lucene in Setup.

6. Select the Enable TALL_SET for lucene (invitations indexing) property, and then click Save.

7. Select the Confirm property, and then click ReloadFullTextIndex.

   For more information, see Lucene.

Use the Search field

Users can search for words and phrases using the Search field in the control panel. If a field has been configured to be searchable, and that field is in the report being displayed, the report is filtered by the search terms, and the users search results are highlighted in responses.

Users can perform general and phrase searches. General searches include no quotation marks, and can return a more broad set of results. Phrase searches are surrounded by double quotation marks, and return only results that match the search criteria exactly as entered.

Each type of search behaves differently when users search for single words, strings with spaces and common words (such as the, to, for, and so on), and strings with no spaces but with special search characters, as described in this table:

Include the AND operator in general searches to specify that terms around the operator must appear in search results. Include the OR operator in searches to specify whether either or both of the terms around the operator must appear in search results. Include the NOT operator to reduce the scope of a search. Combine the NOT condition with other conditions in the same query search. AND, NOT, and OR must be in capital letters to be considered as operators

General searches can include special characters, which represent specific search actions to be taken on the text before and after the special characters. Adding spaces when using special characters can change the behavior of the search, as noted:

• Ampersand (&) — Placed between terms with or without spaces, the search returns only results with both terms. For example, a search for friendly & people returns results with both friendly and its stems, and people and its stems.

• Pipe (|) — Placed between terms with or without spaces, the search returns only results with both terms, as with the ampersand.

• Double pipes (||) — Placed between terms with or without spaces, the search returns results with either term, but not both terms, as with an OR operator.

• Plus sign (+) — Placed between terms, the search returns only results with both terms, as with the ampersand. Placed attached to a single term, the plus makes the word on the right required. For example a search for friendly OR people +house returns results that include either friendly or people, but which also include house.

• Minus sign (-) — The part of the search to the right of the minus sign must not occur in search results. For example, a search for friendly -people returns results with friendly and its stems, no results that include people and its stems.

• Underscore (_) — The underscore is always treated as a literal character. Placed between terms, the underscore joins the terms as a single term. For example, a search for friendly_people returns results with friendly_people, as a phrase. A search for friendly _people (with a space) returns results with friendly and _people.

• At sign (@) — Placed between terms with or without spaces, the search returns only results with both terms. For example, a search for johndoe@example.com returns results with both johndoe and example.com. It can also return close matches like johndoe@example.com.