Everything you need to know about filters

Filters are more powerful than category rules, allowing you to set multiple parameters (eg. merchant description, amount, account, transaction type) in order to categorize transactions. 

You can also use filters to automatically make changes to transactions at the same time as categorizing, such as renaming a merchant, adding labels, marking transfers, and more. Let filters do the heavy lifting for you! 🏋️
In this user guide

Filters overview

Filters allow greater control over your transactions than category rules - you can use Filters to automatically assign categories and make other edits to organize your transactions just the way you like! Unlike category rules, a filter lets you set multiple parameters to isolate a group of transactions, which you can then apply multiple changes to.

Filters automatically run against new transactions, whether imported via a bank feed, bank file, or manually added. Each new transaction is checked against your filters for matches, and then performs the specified actions on new matching transactions.

Some examples of when you might use a filter include:

  • When the category assigned by automatic categorization from the bank feed is inaccurate for a particular merchant 
  • To rename the merchant if the original merchant name is not clear
  • If you want to automatically apply a category to a transaction based on more than just the merchant name (category rules can only apply a category automatically based on a merchant name). For example, merchant name + the account the transaction appears in + the amount of the transaction
  • When you'd like to automatically apply multiple changes to the transactions. For example, renaming the merchant + applying a category 

Note

Unless using the automatic categorization from the bank feed feature, any filters that are set up to apply edits to a transaction (eg. mark as transfer, or edit merchant name) should also be set up to apply a category.

This is because only one category rule or filter can be applied to a transaction, and filters are run first. Therefore, if the filter does not apply a category, the transaction will have any other edits applied but will remain uncategorized.


Creating a filter

Use the search panel on the Transactions page to isolate a particular group of transactions. Following this, you'll be able to make a filter to apply certain actions to those transactions (existing and any future imported transactions).

1

Create a new search on the Transactions page to define the transactions you want to apply the filter to (See user guide: Searching your transactions)

2
Once you have run the search and the transactions that match are displayed on the Transactions page, click MAKE FILTER
3
You will then be able to choose what actions you'd like to be applied by the filter 

4
If you want this filter to be applied to all matching existing transactions (as well as all future imported transactions that match the search criteria), tick the checkbox Apply filter to matching transactions
5
Click SAVE FILTER
6
You will be prompted to name your filter. Enter a name and click OK to save your filter

Now, all new transactions matching the criteria will have this filter applied to them, if not matched by a previous filter already!


Editing filters

You can edit your filters, including renaming them, from the Category Rules, Saved Searches & Filters menu. 

1
Head to  Settings >  Category Rules, Saved Searches & Filters
2
Select  Filters from the left menu
3
Navigate to the filter you want to change, click the three dot menu and select  Edit or Rename

4
If you chose  Rename this will open a rename window, change the name and click  OK

If you chose Edit, t
his will open up a transactions search on the Transactions page based on the filter. From here, you can adjust the search criteria if necessary. Click CONTINUE

6
You can then make changes to the actions applied by the filter
7
Click  UPDATE FILTER to save the changes

Finding and editing a filter applied to a specific transaction

If a transaction has had a filter or category rule applied to it, you're able to see which one was applied when viewing that particular transaction on the Transactions page. From here, you can edit so that it is applied correctly.

1
When on the Transactions page, locate and click on the transaction that you want to find the filter for. This will open the edit transaction form
2
Click  Filtered in the bottom left of the form
3
The Filter and its rules will then show, click  EDIT FILTER 
4
This will open up a transaction search on the Transactions page based on the filter. From here, you can adjust the search criteria if necessary. Click  CONTINUE

6
You can then make changes to the actions applied by the Filter
7
Click UPDATE FILTER to save the changes

Note

If a Renamed button is showing on the transaction edit form this means your merchant name has been renamed, either manually, or by a filter. If the merchant name has been changed incorrectly by a filter, then you can restore the original merchant name as shown here.


Filter ordering and how filters are applied

How PocketSmith applies your filters to your transactions

When transactions are imported into PocketSmith they are checked against your ordered list of filters for matches. When there is a match, the actions are applied to that transaction, and the transaction is then removed from further filter checks.  Here is a breakdown of the process: 

  1. All newly imported transactions are gathered
  2. The first filter checks this group of transactions for any matches
  3. If there is a match with any transactions, those transactions are removed from the group and the filter's actions are applied
  4. The next filter then checks against the remaining transactions (none of which will have any matches from previously applied filters)

Note

Remember, a transaction can only have one filter or category rule applied to it (filters are not sequential).

The first filter that matches a transaction will be applied, and no further filters or category rules will be run against that transaction. 

Ordering your filters to improve how they are applied

It's best to set up your filters so that highly specific filters are given higher priority at the top of your filter list, with more general filters given a lower rank. This means that the more specific filters will be applied to matching transactions (e.g. merchant includes "Transfer to" +  amount  "equal to 200", to be categorized as "Savings Transfer") before more general ones (e.g. "Transfer to" merchant being assigned to "Transfers"). 


Changing the order of filters 

1
Head to Settings >  Category Rules, Saved Searches and Filters
2
Select Filters from the left menu
3
Click-and-drag the handles on the left of a Filter to change the order


Steps to delete a filter 

If you need to delete a filter, follow the steps below:

1
Head to  Settings >  Category Rules, Saved Searches and Filters
2
Select  Filters from the left menu
3
Find the filter you want to delete, then click the  three dot menu and select  Delete

4
A confirmation pop-up will then show, click OK to confirm deletion

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