Filtering forms in the Dashpivot Mobile App allows field teams to find a specific record quickly, even in templates holding hundreds of forms. You can filter by the details shown on each form's thumbnail, the card you see for that form in the list, such as who created it, when it was created, its form number, or a value selected in the form. Filtered results open the same way any other form does, so you can review or edit the record straight away.
Prerequisites
Before you begin, make sure you have the following:
Plan: Any Dashpivot Plan
Permission: Access to the relevant team folder in Dashpivot
Skills Required: Dashpivot
Device Type: Mobile or tablet device with an active internet connection
Subscription: Dashpivot Mobile App
Step-by-Step Instructions
Open the Dashpivot Mobile App and sign in.
Navigate to the relevant team folder, then tap the Templates tab.
Select the template whose forms you want to filter. The forms created from that template open in a list.
Tap the ellipsis (three dots) icon in the top-right corner of the screen, then tap Add filters.
On the Filters screen, set a value for one or more of the fields shown. You can combine as many as you need, and a form must match all of them to appear in the results.
Tap Apply. The list now shows only the forms that match. Scroll to load more results.
Tap any form in the list to open it as usual.
To change your filters, tap the back arrow in the top-left corner to return to the Filters screen. Adjust your values and tap Apply again, or tap Reset to clear them all.
To stop filtering and return to the full list of forms, tap the back arrow again.
What you can filter by
The Filters screen lists the fields shown on that template's form thumbnails, under the same names you see in the form itself. Created By, Created Date and Form Counter are always available as well.
This means the available filters change from template to template. Thumbnail fields are chosen in the template editor on Dashpivot Web, under Settings, so if the field you want is not in the list, it needs to be added to that template's form thumbnail first.
If you manage the template yourself, see How to use settings for form thumbnails and form sorting on Dashpivot Web. If you don't, ask your Project Controller or Org Controller.
Each field gives you the input that suits it. Text fields match any form that contains what you type, so part of a word or number is enough. Date fields take a start date and an end date. Form Counter takes a single form number rather than a range. List and person fields give you their options to choose from.
Created By is whoever submitted the form. People recorded inside the form, such as a supervisor or an operator, are filtered separately, under their own field names.
Only fields that can be shown on a form thumbnail can be filtered, with one exception: a prefilled table cell can appear on a thumbnail but cannot be filtered, so it is not listed on the Filters screen at all. The same applies to the register view in Dashpivot Web. Field types that never appear on a thumbnail, such as photos, signatures and tables, cannot be filtered either.
Notes
Filtering requires an internet connection. Filtered results are retrieved from Dashpivot rather than from the forms stored on your device. If you are offline, Add filters appears greyed out, and tapping it shows the message Cannot filter forms while offline. Your usual list of locally stored forms is unaffected and can still be browsed and filled out offline.
Filtering works the same on both types of form list. Whether your template shows its forms as a date-grouped list or in workflow columns, the ellipsis menu and the Filters screen work the same way, and your results appear in that template's usual layout.
Archived forms are not included in filtered results. To find an archived form, tap the ellipsis (three dots) icon and choose View archived forms.
Filtered results follow the template's sort order. Forms appear in the order set by the template's sorting settings, the same as they do in the unfiltered list. See How to use settings for form thumbnails and form sorting on Dashpivot Web.
Created By lists the current members of the team. A form created by someone who has since left the team cannot be selected as a filter value on mobile. You can still find these forms using the register view in Dashpivot Web.
Filters clear when you leave the form list. Your values are kept while you move between the Filters screen and your results, so you can refine them. Once you leave the form list they are cleared, and the fields start empty the next time you open Filters.
If nothing matches, the list tells you that no forms match your filters. Go back to the Filters screen to adjust your values, or tap Reset to clear them all.
Frequently Asked Questions
What fields can I filter forms by in the Dashpivot Mobile App?
You can filter by any field shown on the template's form thumbnail, plus Created By, Created Date and Form Counter, which are always available. Because thumbnail fields differ between templates, the available filters change from template to template.
Why can't I see the field I want on the Filters screen?
The Filters screen only lists fields that appear on that template's form thumbnails. If a field is missing, it needs to be added to the form thumbnail in the template editor on Dashpivot Web, under Settings. If you don't manage the template, ask your Project Controller or Org Controller. Photos, signatures and tables never appear on a thumbnail, so they can't be filtered. A prefilled table cell is the one exception to the thumbnail rule: it can appear on a thumbnail but can't be filtered, so it isn't listed on the Filters screen.
Can I apply more than one filter at a time?
Yes. You can combine as many fields as you need, and a form must match all of them to appear in the results.
Do I need to type a value in full when filtering?
No. Text fields match any form that contains what you type, so part of a word or number is enough. Date fields take a start date and an end date, while Form Counter takes a single form number rather than a range. List and person fields give you their options to choose from.
Why doesn't Created By match the person named in the form?
Created By is whoever submitted the form. People recorded inside the form, such as a supervisor or an operator, are filtered separately, under their own field names.