In this article, you will learn
- how the filter bar is structured,
- how to work with filters and the search function,
- how lists are structured, and
- how to use lists in the Workflow.
1. Introduction
Once multiple Articles or Print Items are loaded into the Workflow, it can quickly become difficult to manage. To maintain in a structured and clear overview, lists with filtering and search capabilities are available. This article provides an introduction to working with filters and lists in the Workflow.
2. Filter
Filters are complex, reusable selections within a data set. They can combine multiple criteria so that only those entries in the list that meeting all criteria are displayed. For example, a list of all print-ready labels for a specific customer that are to be produced on a particular substrate can be saved as a filter for the user and thus accessed again at any time.
2.1. Structure of the Filter Bar
The filter and function bar is located at the top of every list in the Workflow. In addition to applying options to selected Articles or Print Items, the list can also be narrowed down using filters and targeted searches. The filter and function bar consists of the following four areas:
- Filter – this area includes Set Filter [1], Filter Menu [2], selected Filter Options [3], and the icon Remove Filter [4].
- Additional Functions [5] – depending on the context, additional commands are available here.
- Sorting – this area consists of the Sorting Criterion [6] and the option to determine the Sort Order [7].
- Search – this area consists of the Search Field [8] and the option to select the Fields to Search [9].
Figure 1: The minimum configuration of the Filter Bar
2.2. Working with Filters and Search
To make a targeted selection of entries, lists can be filtered according to specific criteria. Alternatively, the search field can be used to search for specific terms. This allows even large data sets to be quickly narrowed down, enabling relevant information to be found efficiently.
2.2.1. Filter List
The following options are available for filtering lists:
- Set Filter [1] (Figure 1) – by clicking Set Filter, users can define a filter consisting of one or more criteria – see the right-hand illustration in Figure 3.
- Filter Menu [2] (Figure 1) – the following Actions can be performed here:
- Save Filter – if one or more filter options have been set previously, they can be saved as a Filter Set [11].
- Apply Filter – if multiple filters have already been saved, the stored filters can be selected [10] and applied to the list. The bold entry indicates which filter is currently selected.
- Delete Filter – using Delete Filter Set [12], the currently selected filter is completely removed from the list of saved filters. The entry Remove Filter [13] – corresponding to the icon [4] (Figure 1) – deletes the currently applied filter options. The list is then displayed unfiltered.
Figure 2: The commands of the Filter Menu
- Filter Options [3] (Figure 1) – for each filter criterion selected in the dialog Set Filter, a tag [10] is displayed in this area. Clicking on a tag allows you to modify the filter criteria. Individual filter criteria can be removed by clicking the "
x" on the tag. If all filter criteria are removed, all records in the list are displayed again. - Removing Filter Options [4] – instead of deleting each filter criterion individually, you can click this icon to remove all filter criteria at once. The list will then display all records again.
Figure 3: Filters used to display the orders of a specific customer in the list
2.2.2. Search List
In addition to the option to search for Articles or Print Items by entering a text string, it is also possible to restrict the search to specific criteria. The following options are available to the user:
- Search Field [15] – enter the text to search for within the currently filtered list.
- Search Function – by clicking the menu Settings Search Function [17], the data fields in which the entered text should be searched are displayed. Users can contextually select the criteria to be used for the search. In addition, the search mode can be switched from Standard [16] – the text string may occur within a word – to Exact – the text string must match exactly. Note that all defined User-defined Fields [18] can also be included in the search.
Figure 4: The search function options for the menu item Articles
2.3. Display Options of the Filter and Search Bar
In all tabs where filter and search functions are available, the Display Options [20] for the underlying control bar as well as the information shown for the individual records can also be configured. The following options are available to the user within the display options:
Figure 5: The Display Options for the Filter and Search Bar
Filter, Search and Display Options – Filter Options
In the tab Filter Options, functions of the filter and search bar can be shown or hidden. In addition, it can also be specified whether icons or text should be used to display information. The following display options are available:
- Show Page Navigation [23] – determines whether the page navigation – i.e., jumping to previous or next records – should be displayed or not.
- Show Refresh Display Icon [19] – determines whether this function should be available for use.
- Show Sorting Function [22] – determines whether this function should be available for use.
Figure 6: The tab Filter Options of the Display Options
Filter, Search and Display Options – Detail View
In the tab Detail View, you can select which properties should be displayed in the list for each individual record [21] (Figure 5). The user can determine:
- in which Block [24] the information should be displayed.
- which properties should be visible by Adding [25] them individually.
To restore our recommended settings, click the button Reset to Defaults [26].
Figure 7: The tab Detail View in the Display Options
3. List
Lists display thematically related information in rows in a consistent and clear manner. Lists are therefore a method of presenting as much content as possible in a space-efficient way.
3.1. List Structure
Lists are generally structured in a consistent way and standardized in their handling. The main components of a list are:
- Pagination [27] (red-highlighted area) – this controls how many entries are displayed per page and which page of the list is visible. The user can specify the number of entries per page. Limiting the number of entries in the display area has a positive effect on list loading times. If the list contains multiple entries, pagination is automatically enabled.
- Display Area [28] (blue-highlighted area) – this area shows the user all information previously defined in the display options for each Article, Order, or Production Job.
Figure 8: Example of a List displaying Orders
Article update: Workflow 1.21.0 – 10/2025