Title: Filtering SharePoint
Course: BTEC-1300-301-302-303-F21 > Section: The Manufacturing Environment

Previously when you collected documents from the Document Management System you used the view options in order to easily find the documents that you need. This process can be cumbersome if you need multiple documents from multiple views, or maybe you need a document that does not show up in any of the available views. A different way to find what you need is to filter the results to narrow down the list of documents.

There are two ways to filter, filtering by columns and filtering using the filter pane. Both are useful depending on the situation and how much information about the document you have. In this module you will learn how to filter by columns to find what you need in SharePoint. Let's log into SharePoint and get our next documents.

Filtering by columns

1. Log in to SharePoint and navigate to the Document Management System
2. Click on the small downward arrow next to the column heading titled “Content type”
3. Select the option “filter by”
4. From the popup select the content types “general documents“ and “performance assessments” by checking their boxes
  1. Selecting multiple options from within the same column returns OR results. In this case your list contains any documents that have the content type “general documents” OR “Performance assessments”

Let’s filter this list down a little more: You can further narrow down the list by filtering by another column. Keeping the filters on from above we will further filter using another column

1. Now let’s filter the column “Module” in addition to the filters we placed before
  1. Selecting multiple options from separate columns will return AND results. Meaning if you select options from two different columns the list would contain documents that fit both options from the two columns
2. Select the Module “Module 4”
  1. Now our list will contain all of the documents that have the content types “general documents“ OR “performance assessments” (Or result) AND the document category “Module 4” (AND result)
3. Now download and print the following documents:
  1. “Lab Organization Sheet - General Document”
  2. “Performance assessment - Safety and lab organization” (Hint If you filtered properly these should be the only documents you see in the DMS)
4. You will use them in the upcoming performance assessment

Filtering by Multiple Columns Using the Filters Pane

This is a faster way then selecting each column separately as above. This allows you to filter by any of the columns at the same time. I am just going to give you brief instructions on how to do this. You can choose which method works best for what situation

1. Click on the "Open the filters Pane" link on the top right of the Document management system (looks like a small funnel). (Next to the View options)
2. Select the options you want to include in your search by checking their boxes
3. The list will adjust to meet the parameters that you have selected.

Learning Objectives:

- 2.4 Complete tasks related to document management using a Document Management System.