How to search and filter records in a datasheet
In Base by Zaweba's datasheet you can search every text field at once, or filter one field with equals, contains, starts with, is empty and more.
The datasheet has two tools for this in Base by Zaweba. Search looks through every text field of the table at once, which is the quickest way to find a name, a reference or a word you half remember. Filter narrows the list by one field with a condition such as equals, not equal, less than, greater than, contains, starts with or is empty. Click any column heading to sort as well.
Between them they cover most everyday finding jobs without building a query.
The datasheet in brief
The datasheet shows a table's records as rows and columns, like a spreadsheet. You edit in place, and a row is saved when you leave it; Esc undoes the edit you're making. Lookups appear as dropdowns, yes/no fields as tick boxes, and currency columns are totalled at the bottom.
Those totals are a handy running check on money columns while you look through the records, and sorting by a currency column brings the biggest and smallest amounts to the top.
Searching
Type into the search box and the datasheet shows only the records where any text field contains what you typed. Search for "Smith" and you'll see people called Smith, anyone living on Smith Street, and a note that mentions Mr Smith. That breadth is the point: you don't have to know which field the word is in.
If you get too many results, add a word that narrows it, or switch to a filter on the field you care about.
Filtering one field
A filter applies a condition to a single field. Some examples of what each condition is good for:
Equals finds an exact value, such as status equal to Paid. Not equal shows everything except one value, such as every member who isn't Lapsed. Less than and greater than work on numbers, money and dates: stock under 5, invoices over 500, bookings after a given date. Contains finds a word anywhere in a field, and starts with finds values beginning with something, handy for postcodes starting with LS. Is empty finds records with a missing value, which is the fastest way to find members without an email address or products without a price.
Fields with a value list or an input mask make filtering more reliable, because the values are typed consistently in the first place.
Sorting
Click a heading to sort by that column, and the filtered records come out in that order. Sorting is also a quick check for odd entries: misspelt towns, prices of zero, dates in the wrong century all gather at one end.
When to move up to a query
The datasheet is for quick looks. When you find yourself setting the same filter again and again, or need more than one condition, or need records from two tables together, build a query in the visual query builder and save it. Queries support Or rows, between, in list, totals, and parameter prompts that ask for a value each time.
A saved query can be opened from the navigation pane, exported to CSV or .xlsx, used as the base of a report, or run from a button on a form.
Finding records from a browser
If you export the database as a website, each table's list page is searchable and sortable, with 20 records to a page. People using Base by Zaweba's web version can find records in much the same way, from any browser.
