Have you ever wanted to filter resources by things like department, location, or skills? If so, you're in luck! You can create whatever custom fields you need to help you drill down and focus on the resources you're interested in. It’s one of Resource Guru’s most powerful features.  

The first step is to create a custom field—let’s say you’ve set one up called "Skills." As part of the setup process, you also added a list of relevant skills and began categorizing your resources.

With your custom field now set up, you can quickly filter your resources by skill in the Schedule.

Let’s say you need to find people with HTML5 and CSS skills in either LA or San Francisco. Easy! If you’ve already created custom fields for “Skills” and “Location,” it’s going to be a breeze. Just select the custom filters you need from those two fields, then choose “match all” for “Skills” and “match any” for “Location.” Done.

Filter projects and clients

You can also use filters to quickly narrow down which resources have been booked for specific Projects or Clients.

When you filter by client or project, you’re going to see all resources that have ever been booked for that client or project.

We think it’s important that calendar events are viewed in context; you don't want to move or add bookings where there isn’t sufficient availability. So, although the filter will only show you resources that are assigned to specific clients or projects, if those resources are booked for other clients or projects as well, all bookings will remain in view.

Match any or match all

Next to each filter there is an option to Match any or Match all.

Match any filters to match any options you’ve entered. Say you want to filter a custom field called “Location.” If you’ve entered London and New York as your values and select Match any, all resources located in either London or New York will appear.

Match all filters to match all options you’ve entered. If you filter a custom field called “Skills” with the values HTML5 and CSS and have selected Match all, only those resources that have both HTML5 and CSS skills appear.


Saving filters

If you regularly use the same filters, you can save time by creating a Saved filter. Suppose you regularly search for people with HTML5 and CSS skills—just apply the relevant filters, then click Save filters at the top of the Filters drop down. Be sure to give the filter a meaningful name (such as"Team A"), then click Save.

You’ll now see “Team A” listed under Saved filters at the top of the Filters drop down. If you hover over it, you’ll see options to Rename or Delete.

Editing filters

Select the saved filter and make any changes, then click Save filters. Enter the same name as your existing filter and you’ll see a pop up box asking if you’d like to replace the existing filter. Click OK and your filter will be updated.


Guru Tip

Using Saved Filters in combination with Name Search is a great way to quickly access specific groups of resources (say, resources on a specific project). Just use Name Search to filter for the resources you want,  then save your filter. Whenever you need them, they’re now just a click away.

Please note that saved filters are personal to you. In other words, when you save a filter, it won’t be visible to other people in your account. This way, everyone can set up personalized filters without affecting other people.

Clearing filters

When the filter menu item is red, it means there are filters applied. You can remove filters by clicking Clear.