Filters & selections
Every list in BirthTracks (Patients, Pregnant patients, Births, Transfers, Procedures and Records) has the same toolbar and the same Selection panel. Statistics uses the same saved filters. This page covers those shared controls. Each list’s own page says what that list can be filtered on.
The Selection panel
Section titled “The Selection panel”The Selection button at the left of the list toolbar opens the panel. While the panel is open, the button reads Hide selection. The panel starts open. If you close it on a list, it stays closed on that list for the rest of your session.
The panel holds:
- Select time: All, This month, Last month, Last 3 months, Last 6 months, Last 12 months, This year, Last year, or Choose…. Next to it is a from/to pair named after the date the list uses: Birth date from / Birth date to on Patients and Births, and EDD from / EDD to on Pregnant patients and Transfers. Choosing a preset clears the two dates. Typing a date switches Select time to Choose…, so the label always matches the dates in use. Procedures and Records have their own date range above the list, so on those lists the panel has no from/to pair of its own. Select time is still there and sets that range, and the rest of the panel works as it does on every list.
- Filters (optional): one dropdown for each thing the list can be narrowed by. A blank dropdown means “any”.
- Additional variables: “Ticked variables become columns on the table, exports and printed list.” The variables are grouped by what they describe. Columns the list always shows are ticked and greyed out.
- Save as filter… names the current selection so you can apply it again later. See Saved filters.
- Clear selection resets the panel’s time window, filters and columns to the list’s defaults.
On Procedures and Records, some filters and the date range sit above the list instead of in the panel. For example, Records has Status, Place of birth, Attendant and Born from / Born to. Those controls belong to the page, so you change them there, and Records has its own Clear filters. They still count as part of the list’s selection: the downloads, the printed list, saved filters and copied links all include them.
Changing anything in the panel takes the list back to its first page and unticks any rows you’d ticked for printing.
Where you left off
Section titled “Where you left off”Each list reopens with the time window, filters and columns you last used on it. This is remembered for you alone, and separately for each practice you work in. Statistics does the same: it reopens with your last picker choices and tab. The first time you open Statistics, it shows the last 12 months.
Opening a copied link or applying a saved filter shows that view without replacing what’s remembered. Your next change is what gets remembered.
Saved filters
Section titled “Saved filters”Once a list has any saved filters or starters, a row labelled Filters sits under the toolbar. Click a chip to apply it. On a list, each chip shows how many records it matches right now. Hover over a chip to see its selection in words. There are three kinds of chip:
- Starters come first, in a cream tone. They’re included with BirthTracks, and their tooltip starts Included with BirthTracks. A starter can’t be renamed, shared or deleted. Its ⋯ menu has Save a copy, which applies the starter and opens the save dialog with the starter’s name filled in, so you can adjust it and keep your own version. An Admin also gets Hide for practice, which removes that starter from the list for everyone in the practice. See Hiding and restoring starters.
- Shared filters are white chips with a people icon. Everyone in the practice can apply them.
- Private filters have a violet tint and are visible only to you.
A starter’s time window doesn’t stay fixed to the day it was set up. This year always means the current year.
Save a filter
Section titled “Save a filter”Choose Save as filter… in the Selection panel. On Statistics the button is under the filter row. The Save as filter dialog describes the selection in words and, on a list, shows how many records match now.
- Name starts filled in with that description. A name can be up to 60 characters, and each list can have only one filter with a given name in your practice.
- Share with the practice: “Everyone in your practice can apply a shared filter. Only you and practice admins can rename or delete it.”
Choose Save filter. A saved filter keeps the time window, the dates, the filters and the ticked columns. A preset window stays relative to today: Last 3 months always means the three months up to today. A patient-name or record-number search is never saved with a filter. If one is active when you save, the dialog says so.
Anyone who can open the list can save filters, including a read-only Viewer.
Manage a filter
Section titled “Manage a filter”Hover over a chip to show its ⋯ menu:
- The person who made a filter, and any Admin for a shared filter, get Rename, Share with the practice or Make private, and Delete. Deleting asks for confirmation: “This cannot be undone.”
- Anyone else who can see a shared filter gets Save a copy. This makes a private copy for you, named with (copy) on the end, which you can then rename or reshape.
Deleting a filter doesn’t change a list that someone already has open with it applied. Admins can also review every shared filter on the Team page, under Saved and included filters.
When the selection changes after you apply a filter
Section titled “When the selection changes after you apply a filter”If you change the selection after applying a saved filter, the filter row shows Changed since “name” with two choices:
- Update saves the current selection into that filter. Only the filter’s owner or an Admin gets this choice.
- Save as new opens the save dialog so you can keep the change as a separate filter.
Clear selection turns off the applied filter.
Hiding and restoring starters
Section titled “Hiding and restoring starters”An Admin’s Hide for practice removes a starter for the whole practice. BirthTracks confirms with “Starter hidden for your practice. Restore it from Team → Saved filters.” Hidden starters are listed under Included filters on the Team page, where Show brings one back.
Starters on each list
Section titled “Starters on each list”| List | Starters |
|---|---|
| Patients | This year, Last 12 months: patients with a birth logged in that window |
| Pregnant patients | Due this month, Due this year: by EDD |
| Births | Last 3 months, by birth date. Missing required fields: births marked completed that are missing a field BirthTracks now requires |
| Transfers | This year, Last 12 months: by EDD |
| Procedures | This year, Last 12 months: by procedure date, on both the Scheduled and Completed tabs |
| Records | This year, by the baby’s birth date. Drafts: records still in draft |
Statistics has no starters. Its filter row shows only the filters your practice has saved there.
Copy link to this view
Section titled “Copy link to this view”The link icon at the right of the list toolbar, Copy link to this view, copies a link to the list with its current time window, filters and columns. BirthTracks confirms with “Link to this view copied to your clipboard.” When someone in your practice opens the link, the list shows that same selection. Opening the link doesn’t replace their own remembered selection.
The link never includes a patient-name or record-number search, or the rows you’ve ticked. This means it carries no patient identifiers and is safe to paste into a message.
Statistics has no Copy link button.
Print selected
Section titled “Print selected”Every row has a checkbox (Select row for printing). When you tick one or more rows, a second printer icon, Print selected (<count>), appears in the toolbar next to Print list. It opens a new tab with the same printed layout, limited to the rows you ticked.
On Patients, Births and Procedures, a bar also appears above the table. It shows how many rows are ticked, a Print selected button, and Clear. Clear unticks the rows and leaves the Selection panel as it is.
Ticking rows only affects printing. The CSV, Excel and PDF downloads always include the whole list as it’s currently narrowed: the Selection panel, plus any search and any filters the page has above the list. Changing the selection unticks the rows.
Next steps
Section titled “Next steps”- Printing & list downloads explains the rest of the list toolbar and printing single records.
- Statistics covers the explorer’s picker, views and chart actions.
- Team & roles is where Admins manage shared filters and starters.