A Global Value is a user-defined value that can be cascaded into multiple filters at once. If many report sections in the same report contain the same filter which needs its value changed often, you might find it easier to use a Global Value instead. Global Values also allow users to change filter values without needing edit access to the report.
There are some scenarios where you shouldn't use Global Values, for example if you know you'll need standard users to filter for "Service" and you offer, let's say, 100 different services: we don't want 100 global value filters.
Most reports will need date filters for Start Date and End Date. In addition, many reports will need a Program filter, so most reports will need 3 Global Value filters.
Creating a Global Value
Click [+] Add under the Global Values section.
Name your Global Value. For example, if you're reporting on case notes and want to show case notes that only belong to a certain caseworker, you could create a text Global Value called "Caseworker Name".
Determine the type of Global Value. The Global Value can only be applied to report columns that have the same data type. This is dependent on what field type you're filtering on. For example, only Date type Global Values can be used with filters on date columns. Enter a value in the field.
For all Global Value Date filters you should enter in a "default" and these defaults should be in MM/DD/YYYY format. If you don't, when the report first loads up there will be no results and may appear to be broken by users running the report
For "Text" Global Value filters, whether or not you should use a default value will depend on the section filter it is feeding into. If the section filter is set to "Equals", leaving the global value blank will mean that the report is filtering only for null values. Alternatively, if the section filter is set to "Contains" you don't need to use a default value because a blank value will return every program. For that reason, using "Contains" is very advantageous because it provides the flexibility of filtering for a specific program or seeing results for every program.
You have the option of making these Global Values locked (meaning no one can edit these when running the report) or hidden. Keeping filters "locked" means that standard users will not be able to inadvertently adjust filters in a way that can cause report errors. For example, adjusting an unlocked date filter and switching the referenced column to another which needs a text input instead will break a report section. Because filter criteria can be updated even for locked filters when using Global Values, we advise using Global Value Filters as much as possible to prevent this.
Click Apply to save.
Applying Global Values to Filters
A filter's options can be set to "Global" in order to feed the Global Value into all the filters it is applied to.
Click the [+] button under Filters.
Select what you'd like to filter on. In this example, it's Service Date.
Select "Global" under Options. Now the Global Values you entered at the top of the report page will be available for this filter.
Select the global values from the last drop down(s). In this example, I'm filtering in between two global values (dates).
Click Apply to save.
You can easily identify a Global Filter because it will show square brackets [ ] around the value. See the example below:
Any changes you make to the Global Value at the top of the page will automatically cascade into filters in any sections of the report that reference it. For more information on how to filter reports check out this article.
Notes:
Global Values can only hold one value at a time.
Global Values are not available to users when viewing the report inside a Report Bulletin in the My Apricot tab. To access the Global Values for such reports, you must click the "View Full Report" at the bottom of the bulletin.
Global Values can be applied to filters in all sections in a report. However, copying the report will not copy the global values.
When copying a section to a different report, any Global Filters will need their Global Values re-created at the top of the report the section is copied into.
Global Values cannot be used as a way to filter multiple options, such as with the "Matches Any Of" option in a filter.
Global Values that are formatted as Text are spelling and case sensitive. If the Text Global Value is tied to a filter set to _____ "equals" ______, then the text must be entered exactly as it is set up for that field. Example: in the screenshot above, there is a filter for Service Type Equals _____. In the Global Filter for Service Type, "Family Coaching" must be entered fully and spelled correctly to see results.
When entering text in a Global Value, be aware that an extra space or entered empty line will cause the filter not to work properly.