How Table Report Filters Work Across Linked Workflow Section Tabs (and elsewhere)

When a Table Report is used in a Linked Workflow Section, filters behave differently depending on where they were created and which tab the end user is viewing. This article explains how builder-defined filters and end-user filters interact across the Linked, Browse, and Edit Records views within a Linked Workflow Section.

For general information about adding a Linked Workflow Section to a Step, refer to the Add a Linked Workflow Section to a Step Form help article. For details on configuring Table Report filters, refer to the Table Report Filters help article. 

Understanding Filter Types

Before diving into how filters behave across tabs, it's important to understand the two categories of filters that can exist on a Table Report:

Builder-defined filters: Filters configured by an administrator in the Table Report's Edit Report settings. These come in two varieties:

• Fixed filters: Always active and cannot be modified by end users. Fixed filters appear as non-editable filter pills.
• Flexible filters: Set by the builder but can be modified, toggled, or reset by end users.

End-user filters: Filters added by a user at runtime by clicking a column header and selecting Add Filter. These filters are session-only and do not persist after navigating away from the page.

Linked Workflow Sections: How Filters Apply to Each Tab

When an end user opens a record with a Table Report-powered Linked Workflow Section, they may interact with up to three views: the View linked records tab, the Browse linkable records tab, and the Edit Records modal. Each view handles filters independently.

Browse Linkable Records Tab

The Browse tab is where end users search for and link existing records. This is the only tab within a Linked Workflow Section where builder-defined filters are applied.

• Fixed filters are pulled in and displayed as non-editable filter pills.
• Flexible filters are pulled in and displayed as editable filter pills. End users can modify the criteria, toggle them to inactive, or reset them.
• End users can also add their own filters from column headers. These filters behave like any other end-user filter -- they can be modified, toggled inactive, or deleted.
• Clicking Reset Filters removes any end-user modifications and restores the builder-defined filters to their original state.
• End-user filters added on the Browse tab do not persist after refreshing the page. Only builder-defined filters are restored on reload.

View Linked Records Tab

The View tab displays all records currently linked to the parent record. No builder-defined filters are applied to this tab. This is by design -- the View tab intentionally shows all linked records so that end users can always see and complete any required linked records before submitting.

• End users can add their own filters from column headers to narrow down the list of linked records.
• These filters are session-only and do not persist after navigating away from the record or refreshing the page.
• Clicking Reset Filters removes all filters, since there are no builder-defined filters to restore.

Edit Records Modal

The Edit Records modal allows end users to edit linked record fields directly (when enabled in the Table Report settings). When a user accesses the Edit Records modal from a Table Report page or the Home screen, builder-defined filters will be applied to the Edit Records modal. However, if the Edit Records modal is triggered from a Linked Workflow Section, the modal loads independently with its own filter state. Additionally:

• End users can add their own filters within the Edit Records modal.
• These filters are session-only and do not persist after closing the modal.
• Within a Linked Workflow Section, filters applied on the View tab will carry over into the Edit Records modal. Likewise, filters added in the Edit Records modal will appear on the View tab. Both are cleared on page refresh.

Filter Sync Behavior Across Contexts

Filters do not automatically sync between the different areas where a Table Report can appear. The tables below summarize where a filter is visible based on where it was originally created.

Builder-Defined Filters (Fixed and Flexible)

If a builder has configured fixed or flexible filters on a Table Report (in Table Report Settings), the following table explains where those filters will be visible when the Table Report is used across different contexts.

End-User Filter Created on the Table Report Page

If a user adds a filter while viewing a Table Report from the Reports page (by clicking on a column header), the following table explains where that filter will be visible across other contexts.

End-User Filter Created on the Browse Tab

If an end user adds a filter while on the Browse linkable records tab within a Linked Workflow Section, the following table explains where that filter will be visible.

End-User Filter Created on the View Tab

If an end user adds a filter while on the View linked records tab within a Linked Workflow Section, the following table explains where that filter will be visible.

End-User Filter Created in the Edit Records Modal - LWS

If an end user adds a filter while in the Edit Records modal within a Linked Workflow Section, the following table explains where that filter will be visible.

End-User Filter Created in the Edit Records Modal

If an end user adds a filter while in the Edit Records modal from the Table Report page or Home screen, the following table explains where that filter will be visible.

End-User Filter Created on the Home Screen

If an end user adds a filter while viewing a Table Report on the Home screen, the following table explains where that filter will be visible across other contexts.

Visual Reports

Visual Reports pull in all builder-defined filters (both fixed and flexible) and user filters in read-only mode. End users cannot add filters from a Visual Report page. Additionally, Visual Reports automatically create fixed filters for any fields used on the report's axes.

Key Takeaways for Builders

• Builder-defined filters only apply to the Browse tab within a Linked Workflow Section. They do not affect the View tab or Edit Records modal.
• The View tab always shows all linked records, regardless of builder-defined filters. This ensures end users can see and complete required linked records before submitting.
• End-user filters are session-only on the Browse tab, View tab, and Edit Records modal. They do not persist after refreshing or navigating away.
• Filters do not sync between tabs. A filter added on the Browse tab will not appear on the View tab, and vice versa.
• The View tab and Edit Records modal (LWS) sync filters with each other, but both are cleared on page refresh.
• End-user filters on the Table Report page sync to the Home screen but not to any Linked Workflow Section tab.

Frequently Asked Questions

Q: Why don't the filters I set on my Table Report appear on the View linked records tab?

A: This is expected behavior. Builder-defined filters only apply to the Browse linkable records tab. The View tab intentionally shows all linked records to prevent a scenario where a required child record is hidden from the user, which would block record submission.

Q: I added a filter on the Browse tab, but it disappeared when I refreshed. Is this a bug?

A: No. End-user filters on the Browse tab are session-only. When you refresh the page, only builder-defined filters (fixed and flexible) are restored. If you need a filter to persist, ask your administrator to add it as a builder-defined filter on the Table Report.

Q: Do filters carry over from the View tab into the Edit Records modal?

A: Yes. Filters added on the View tab are visible in the Edit Records modal and can be modified, deleted, or reset from there. Filters created directly within the Edit Records modal will also appear on the View tab. Both are session-only and cleared on page refresh.

Q: Can I add filters from a Visual Report?

A: No. Visual Reports display all builder-defined filters from the underlying Table Report in read-only mode. End users cannot add, modify, or remove filters from the Visual Report page. The Visual Report also automatically creates fixed filters for any fields used on its axes.

Q: Why can't I edit a filter on the Browse tab?

A: If a filter pill cannot be edited, it is a fixed filter configured by a builder. Fixed filters are always active and cannot be modified or removed by end users. If you need the filter criteria to be adjustable, ask your administrator to change it to a flexible filter in the Table Report settings.

Q: I created a filter on the Home screen. Why doesn't it appear in my Linked Workflow Section?

A: Filters do not sync between the Home screen and Linked Workflow Section tabs. A filter created on the Home screen will be visible as a user filter on other instances of that Table Report (such as the Table Report page), but not within a Linked Workflow Section. Similarly, filters created within a Linked Workflow Section tab are not visible on the Home screen.

Q: What happens when I click Reset Filters?

A: The behavior depends on where you are:

• Browse tab: Reset Filters removes any end-user modifications and restores builder-defined filters to their original criteria.
• View tab: Reset Filters removes all filters, since no builder-defined filters apply to this tab.
• Edit Records modal in a Linked Workflow Section: Reset Filters removes all filters within the modal.
• Edit Records modal (TR page/Home screen): Reset Filters removes all end-user filters and restores builder-defined filters to their original criteria.
• Home screen: Reset Filters removes all end-user filters and restores builder-defined filters to their original criteria.