Saved filters

Saved filters are made on the dashboard's Workflow map. Each one holds two things: the devices it covers and the conditions a recording has to meet. A name is what keeps it, and an unnamed choice of devices and conditions lasts only as long as the page stays open.

A saved filter belongs to the workspace rather than to the member who made it, and everyone who can reach the Workflow map works from the same list. It stores no recordings of its own, only a description of them, so it picks up recordings made long after it was named.

#The devices it covers

At least one device has to be chosen before a single condition can be set. The Device button lists the devices you are allowed to see, so one kept private from you never appears.

Devices are named one at a time rather than described, so the set never widens on its own. A device added to the workspace afterwards is not covered until the filter is changed by hand. A filter whose devices have all been deleted stays in the list but loads nothing.

#Conditions

There are five things a condition can check:

• "Status" - the question status of the recording.
• "App" - the apps it used.
• "Step type" - the kinds of step in it, such as a click or typed text.
• "Text" - words in its step text and app names.
• "Created" - when the recording was made.

Conditions sit in groups. A recording has to meet every condition in a group, and it matches the filter when it meets any one group. Setting no conditions at all is allowed, and covers everything the chosen devices have recorded.

#Who can build one

Two permissions in a member's role are involved. "Manage documentation" covers the filters themselves: naming them, loading them and deleting them. "Manage devices" covers the devices, and without it the map has nothing to draw and no devices to offer. Both are needed, and workspace owners and admins hold them by default.

#Saving and updating

A filter is kept the moment it is given a name, and it then joins the list at the top of the sidebar. Loading one fills the sidebar in again, and the map redraws only when Apply filters is chosen.

Change a filter you have loaded and the Save button becomes Update, so the change goes back to the same filter instead of making a second one. Renaming is not offered.

#Document libraries

A document library made in the dashboard takes its sources from saved filters, and one filter is the minimum. A recording feeds the library when it matches any of the filters that library holds. Only recordings shared to the workspace ever match, so nobody's private work reaches a library this way.

Changing a filter changes what feeds every library holding it, from that moment on. Widening it hands those libraries recordings it did not match before; narrowing it leaves the documents already written in place.

#Deleting a saved filter

Deleting one is permanent and cannot be undone. No recordings go with it, because a filter only ever described them.

It is also taken out of every library that used it as a source. A library left with none stops taking in new recordings until a filter is put back, and the documents it has already written are kept.