How to use the Quick-Filter Bar
Monday, December 5, 2016 7:06 AM

The Quick-Filter Bar is not a search tool but a filtering tool. The Quick-Filter contains the most commonly used search filters for locating specific tickets and emails, and the results are displayed directly in the message-list view, which greatly reduces the time you spend manually wading through unrelated emails to find what you are looking for. This article details the filters of the Quick-Filter Bar as well as how to use the Quick-Filter Bar to filter emails within personal or shared folders.

Tutorial

Explanation of filters in the Quick-Filter Bar

You can enable multiple filters in the Quick-Filter Bar simultaneously to constrain email criteria even further. Here is a list of the filters in the Quick-Filter Bar as well as their their function:

  1. [From] - Filter based on From field in emails
  2. [To/Cc] - Filter based on To and Cc fields in emails
  3. [Subject] - Filter by the subject field of emails. The search field is universal to all filtering options; whatever is entered into the search field will be used by the selected filter(s) to identify matching emails. Please noteif no main filter [From, To/CC, Subject] is active, pressing Enter to perform a search based on the specified string will automatically activate the [Subject] filter
  4. [Category] - Filter based on Category Name or Category Value (as applied to tickets)
  5. [Search field] (highlighted in red) - Enter your search string. Please note: a wildcard search can be performed by adding an asterisk [*] to the end of an incomplete search term. E.g., searching for emails from Jennifer can be done by typing Jenn*, however, this will also return other wildcard matches, such as Jenna, Jenny, etc.
  6. [X] - Click this button to clear the search field and all active filters
  7. [Extra filters button] - Click this button to show / hide the additional filtering options
  8. [Incoming] - Filter based on emails sent to FocalScope
  9. [Sent] - Filter based on emails sent from FocalScope
  10. [Draft] - Filter based on emails that are saved as drafts. Please note: when searching for a complete list of personal draft emails, simply use the [Draft] folder as opposed to the draft filter in the Quick-Filter Bar
  11. [Flagged] - Filter based on emails that have been flagged for follow-up
  12. [With Attachment(s)] - Filter based on emails that have attachments


Figure 1 - The Quick-Filter Bar and its filters


Using the Quick-Filter Bar

To filter emails using the Quick-Filter Bar, do as follows:

  1. The Quick-Filter Bar operates on a per-folder basis. Select the folder where you want to filter for specific emails
  2. Click the correct ticket state tab to filter for emails that are in the on holdclosed, or deleted state. Please note: the Quick-Filter Bar can only filter tickets within the active ticket state tab. If you are unsure where the email(s) you are looking for are, it is best to use click the everything tab as it includes all open, on hold, and closed emails
  3. Decide which filters are applicable to the email(s) you are trying to locate and click each filter once to activate them. Please note: when combined, the [From], [To/Cc], and [Subject] filters operate in any mode, meaning that if you type Mark in the [Search field] and activate the [From], [To/Cc], and [Subject] filters, then emails that were sent from Mark, to mark, or contain Mark in the subject line will all be displayed. 
    1. If the additional filters are required, click the [Extra filters button] and do the same with the additional filters
    2. The other filters groups (separated by a vertical line) operate in the all mode when combined, meaning the emails have to match all the active filters before being included in the results
  4. In the [Search field], enter the search keyword(s) or string that you want to combine with the filters. This can be the email address of a customer, a word or phrase in the subject line, etc.
    1. You can use a wildcard as a suffix to complete a search term or substitute information you are unsure of. Simply add an asterisk [*] to the end of your search term to use the wildcard option. Please note: wildcards cannot be used in any other way than as a suffix
    2. Please note: you can also use Boolean operations with keywords in the [Search field]. E.g., assume you have two customers with the same name (John) in their email address, but they are from different companies. You can search for John from Company A by typing in John not Company B in the [Search field] - not being one of the three Boolean operators: and, or, not
  5. Press Enter to filter down the message-list only to the emails that match the specified criteria


Figure 2 - Using the Quick-Filter Bar

Useful Tip

You can activate and deactivate the three main filters of the Quick-Filter Bar by using hot keys (requires use of the Thin Client):


  1. Alt+F - Activate / deactivate the [From] filter
  2. Alt+T - Activate / deactivate the [To/CC] filter
  3. Alt+C - Activate / deactivate the [Category] filter
  4. Alt+S - Activate / deactivate the [Subject] filter


Figure 3 - The Quick-Filter Bar hotkeys

Additional Information

How to search Internal Notes attached to emails