In Oracle Primavera Cloud, filters allow you to adjust what data displays on the screen. Filters do not delete or remove data, but adjust what displays. For schedule management, this is vital for tracking schedule progress. With large schedules, you may need to be able to see which activities are upcoming, late, or critical. Instead of having to manually identify these activities, filters adjust the view for you.

You can use OPC filters on a variety of items, including projects, resources, and activities. The program provides users with several default filters for ease of access. However, you can also create custom ones to filter down data in any way necessary. You can even create filters using custom data sets, such as codes and configured fields.

This article will cover how to use, create, and save filters within Oracle Primavera Cloud. The following examples will focus on activity filters – but other filter types will work the same way.

Filters Overview

Filters allow you to reduce the data that displays on the page based on set criteria. When you apply a filter, only data that aligns with the filter condition will display. The non-displaying data will not be deleted or removed – it will reappear once you turn the filter off. Filters allow you to zone in on specific project information. They can assist you in tracking project data and identifying problem areas within the schedule.

Applying Filters

The following example is going to focus on the Activities page within an open project. However, any page that features a filter icon can have filters applied. Most screens with tables, such as Projects and Resources, allow you to filter down data

On the Activities page, you can find the filter icon in the upper right hand side. Selecting Filter will show you a list of Recent filters that you can apply to the screen. For example, I’ll select the Critical filter. Now, I can only see the critical activities within both the table and the Gantt Chart. Again, the activities are not removed – they are simply hidden from the current view. With a filter applied, the filter icon will feature a blue square above it. I can turn this filter off by selecting the Critical filter option again.

Once again, all activities – both critical and non-critical – will display on the page.

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If you don’t have any Recent options available, you can view the full list of filters by selecting Manage Filters. From the this window, you can see all available filters and their associated conditions. The program provides you with several default filters under the Standard section. Selecting a filter will show the filter’s set conditions in the main workspace. Primavera Cloud offers the following default filters:

  • Completed: This filter will only show tasks that have been set an Actual Finish date and a status of Completed.
  • In Progress: This filter will only show tasks that have an Actual Start date but not an Actual Finish date and are ongoing.
  • Milestone: This filter will only show milestone activities with no duration, including both Start and Finish milestones.
  • Not Started: This filter will only show tasks that do not have an Actual Start date or an Actual Finish date and have not yet begun.
  • Program Milestones: This filter will only show activities that are denoted as a milestone within a program, which is a group of related projects.

To turn on one of these Standard filters, select the checkbox next to the desired filter. You can even turn on multiple filters at once. Let’s say that I only want to see my Critical tasks that are In Progress – I’ll select the checkboxes for both filters. Then, select Save.

Within the Activities screen, I can now see only in-progress critical activities displaying. All other activities will be hidden from the view.

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Clearing Filters

When you’re done using a filter, you can turn it off using the Filters menu. With multiple filters applied, I can remove them individually or clear them all at once. To remove a single filter, select the applied filter you wish to remove. If I remove the In Progress filter, the Critical filter will remain on. Now, I can see all critical activities, regardless of status.

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To clear all applied filters at once, select Clear All Filters. This will remove all applied filters, allowing you to see all activities within the project once again.

How to Import XER file into newer version of Primavera P6

Configuring a New Filter

Beyond the default filters, you can also create custom filters. Custom filters allow you to filter down the screen in any way needed. To create a custom filter, select Filters > Manage Filters.

How to Import XER file into newer version of Primavera P6

Within the Manage Filters window, you’ll find the three types of filters that you can create: Workspace, Project, and Personal. Workspace filters save to the current workspace. Any user with access to any project within the workspace can use these filters. Project filters save to the current project. Any user with access to the project can use these, but they can only on the one project. Personal filters save to the user. Only the user that created these filters can access them.

You can use any type of filter to ensure access to all required users. You can also copy and paste filters from one section to another. For example, let’s say I want to make a Personal filter accessible to any user within the Project. You can copy a filter by right clicking on it and selecting Copy Row. Then, right click on Project and select Paste Row. A copy of the personal filter will be added to the Project filters. If you press the Save button in the upper right hand corner, all users within the project will now be able to access the filter.

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When working with filters, I recommend first creating Personal filters. Once you fine-tune the filter enough to share with others, you can copy and paste it from Personal to another section.

To create a new personal filter, select Add. A filter will appear under the Personal list, and you can double click on the name to retitle it. In this example, I’ll demonstrate creating a look ahead filter, so I’ll retitle this to 2 Week Look-ahead.

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Basic Filters

You can create filters with different levels of complexity. To start, let’s take a look at creating a basic 2 Week Look-ahead filter. A lookahead is a common filter that shows only the activities set to occur within an upcoming time frame. These are especially useful for tracking whether upcoming tasks will start on time.

Within the main work area, we can set the parameters for this filter. Filters are created using boolean logic – a specific syntax of ‘Where-Parameter-Is-Value’. The only activities that will display with this filter are the ones that match the set parameter. For this lookahead filter, I only want to see activities that are set to start within 2 weeks after the data date. 

For this first parameter, I’ll select Start within the dropdown menu. Next, I can choose an operator. I want to see tasks that will be starting at any point within the next 2 weeks, so I’ll select within range. Lastly, I can choose the range of dates that the Start can occur in. I’ll select Data Date from the list. Alongside it, I can adjust the range by adding or removing a set number of days, months, years, etc. I’ll set this to + 2 Weeks

Altogether, this filter is set to Start – within range – Data Date – + 2 Weeks. With my filter created, I’ll select the checkbox to turn it on and press Save. The filter will apply to the Activities screen. Now, I can only see the activities that are set to occur within the next 2 weeks of the project.

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Grouped Filters

Although this basic filter gets the job done, we can improve it. For one, this filter only shows activities that are in progress during the next two weeks – only those that will be starting. It will also show summary activities, which will not be driving progress. 

Within OPC, we can create more complex filters to customize which activities display. I’ll create another filter here by returning to Manage Filters and selecting New. I’ll name this filter Improved 2 Week Lookahead. For this filter, I’m going to be adding multiple filter values – and even group filters together.

I’ll start by adding my first filter condition: Start – within range – Data Date – +2 Weeks. Next, I’ll add another filter condition by selecting Add another filter condition. I also want to include any tasks that are in progress during this time frame. For the second condition, I’ll enter in Activity Status – equals – In Progress.

With multiple conditions added, I can now choose All of the Following or Any of the Following using the dropdown at the top of the window. All of the Following means that displaying activities need to follow all filter definitions. Any of the Following means that they need to follow at least one of the conditions to display. I’ll set this to Any of the Following, as I want to see both in progress and starting activities.

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Next, I’ll add conditions to exclude any summary activities. Summary activities do not drive progress – they simply summarize data. For this filter, I want to solely focus on the activities that will be driving the project duration. I’ll add 2 more filter conditions: Type – is not equal to – Level of Effort and Type – is not equal to – WBS Summary.

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Now, I have all the filter conditions I need added. However, the Any of the Following variable will not allow this filter to work as I need it to. Currently, this filter will show me activities starting within the next 2 weeks, in progress activities, AND non-summary activities. Altogether, this filter would show me all Activity Dependent activities, regardless of when they start. To work with these conditions, I need more variance when it comes to the Any of the Following/All of the Following variables. You can do this by grouping filter conditions together.

To create a filter group, select the gear next to the filter condition and select Move into New Group. The filter condition will appear in its own box, along with its own Any of the Following/All of the Following option. I’ll place the In Progress filter condition in the same group by selecting the gear icon and Move Right.

With both filters in their own grouping, I’ll set the variable to be Any of the Following. Now, the filter will include activities that are set to start within two weeks OR are in progress.

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I’ll do the same thing with the second set of filters. For the first one, I’ll select the gear icon and press Move into New Group. For the second one, I’ll select the gear icon and then Move Right. Now, I can give these conditions their own variable, and I’ll select All of the Following. This will ensure no WBS Summary Activities or Level of Effort Activities are included.

Lastly, I can change the variable for all the filters below. I want the included activities to occur within the next 2 weeks AND not be summaries, so I’ll select All of the Following.

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Once again, I’ll select the checkbox next to the filter and press Save. Now, all progress driving activities that are being worked on within the next 2 weeks are displaying.

Filters and Views

In general, you can adjust the data that displays in OPC using Views. Some pages, such as the Activities page, allow you to create custom Views for different workflows. Views determine everything about how data displays: what columns show in the table, what bars show in the Gantt Chart and so on.

Filters are generally associated with Views. You can save a filter to the View to only display a certain type of data on the page. However, you can also create and apply filters separately from Views. You can choose to have a filter display regardless of what View you are using. 

It’s important to note that turning a filter on does not save it to the View. With a Filter applied, the View will show a caption of Edited. You can choose to Save the filter to View if desired, and this will cause the filter to turn on any time you use the View.

Within the View menu, you can choose to Reset the View, and the filter will turn off. It’s up to you whether you want to associate and save your filters to Views. I generally find it easier to work with Views and Filters separately – especially if the project will be accessed by newer users. If you want to avoid irate users complaining about their activities disappearing, I recommend you do the same.

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Conclusion

Oracle Primavera Cloud’s filters allow you to reduce the amount of data that displays on the screen. You can use filters on a variety of pages in OPC, but they are most often used with Activities. With filters, you can identify crucial project data with ease.

The program provides a variety of default filters. You can also create custom filters to display any desired information. As shown from the examples above, you can create basic filters or complex ones by grouping filter conditions together. With a custom filter created, you can copy it for other users to access within the Project or the Workspace. You can even save the filter to View for quick display. With filters, you can quickly pare down project data in any manner desired.

If you have any comments, questions or suggestions, please use the comment section on the bottom of this page, and don’t forget to subscribe to our blog to get more scheduling tips & tricks directly in your inbox!

Lauren Hecker is a Microsoft Project, Primavera P6, and Oracle Primavera Cloud Instructor who teaches onsite and virtual scheduling courses. To see her next open enrollment course, please visit our calendar. To schedule an onsite or custom course, please contact us!

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