List Conditional Filters

Setting up conditions to filter the list data.

The List conditional filtering feature allows you to filter the list based on the defined conditions. It's available through Conditional Filters in the List settings sidebar under the Data section.

Conditional filter settings
Conditional filter settings

Now, let's see how it works. First of all, from the dropdown at the top you should choose whether any or all of the defined conditions should be met for filtering the list.

“All” or “any” of the conditions
“All” or “any” of the conditions

You can add as many conditions as required, and they'll be joined with OR (match "any" is selected) or AND (match "all" is selected).

Match “All” option selected
Match “All” option selected

Moving on, let's see how the Condition is configured. There are three fields in Condition Settings:

1. Field

Here, you need to select a field from the specified Airtable base, for which the condition will be defined.

2. Condition

The following options are available for defining a relationship between the Field and the Value.

  • is – the Field needs to match the Value exactly
  • is not – the Field has any value apart from the Value
  • is one of –the Field is any of the Value(s) (multiple values can be added)
  • is none of – the Fields has any other value apart from the Value(s) (multiple values can be added)
  • is empty – the Field is empty
  • is not empty – the Field is simply not empty and has a certain value

3. Value

Here, you have two options. Let's consider each one separately.

Entering a specific value

You can enter a specific value for the selected field, so that only the records having that value are displayed.

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If the value contains a space, you'd need to copy it from somewhere else instead of typing it in.

Let's say we have a list of employees in Airtable and want to display only the ones whose position is Project Manager.

A list of employees in Airtable
A list of employees in Airtable

Below you can see how we apply a conditional filter to show only the entries that meet this condition.

Applying a conditional filter to the list
Applying a conditional filter to the list

Using a Checkbox field in a Conditional Filter

Airtable has a Checkbox field type which you might want to use in a conditional filter.

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The list block doesn't have a Checkbox field type (the Table block has it though), but you can still use it in a conditional filter (if you have it on Airtable) even without displaying it.

If you want to display the records that have the checkbox checked, you can use the is not empty condition as shown below. And vice versa, if you want to filter the unchecked records, you can use the is empty condition.

"is not empty" condition for showing checked items
"is not empty" condition for showing checked items

Using Logged-in user's parameters

Using this option, you can set a condition to filter the list for each logged-in user personally, so that each user only sees entries related to him/her.

By default, you'll have user's Email and Email-Domain options here. However, if you've connected users to a data source, all the fields from the data source will also become available for your choice. Below, you can see how we add fields from the connected Airtable table.

Fields added from the connected Airtable base
Fields added from the connected Airtable base

Let's consider a specific example to make it clear how this works and in which cases it can be applied. Let's imagine you have a task list on Airtable with such fields as Assignee, Description, and Status. The Assignee field contains the emails of the users to which the task is assigned.

Task list on Airtable
Task list on Airtable

To be able to view their tasks, the users need to log into the system and navigate to the page with the list. However, you want each user to see only his/her tasks, and that can be achieved with a single condition. In Condition Settings we are going to set the Field to Assignee and Action to Logged in User's Email. This way the logged in user will only see those entries of the list, where the Assignee field corresponds to his/her email address. The below GIF illustrates this.

Testing the conditional filter
Testing the conditional filter

That's it. This way, you can set a condition for any of the fields in your list and filter the list accordingly for your logged in users.

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More attributes will be added soon to allow for more advanced filtering based on additional user attributes such as user roles, statuses, and so on.
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Last updated on December 6, 2022