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Conditions (Conditional formatting)

The Conditions feature helps highlight important records based on predefined rules, similar to conditional formatting in Excel. Use it to emphasize key data points and improve visibility within the grid.

The Condition feature increases the visibility of your desired records.

You can select a record or a group based on your conditions and apply background colors to them. That's why it is called Conditional formatting too.

You can use the Condition feature to:

Click on Condition to open the Conditional formatting.

Conditional formatting

You can apply Conditional formatting at three levels, to a single record (field), to a record group, and use the Color bar to the entire column.

Conditional formatting for a single record (field):

Please follow the process below to apply Conditional formatting to a single field.

  1. Click on single if you want to apply condition to a single column.

  2. First, select the column name where you want to apply the Conditional formatting from the Column drop-down.

  3. Select the desired condition in the Condition drop-down.

  4. Write down the desired value in the Value field.

  5. Click on Color Box to open the color palate and select the color for Conditional formatting.

  6. Click OK.

For example, if you want to highlight the Account Names containing the term United Oil in pink, apply the Conditional formatting conditions: Name, Contain, United Oil, select the pink color in the Color Box, and then click OK.

Conditional formatting - Applying conditions
Conditional formatting - Selecting colors

The appropriate records (fields) will be highlighted in the color you selected for the condition.

Conditional formatting - Highlighted records

Click on single multiple times to specify multiple conditions. You can select the same or different colors for multiple conditions as per your requirements, as shown in the image below.

Conditional formatting: Multiple conditions

For example:

Suppose you want to highlight the Account name records starting with the word Burlington, Account type records equal to Customer-Direct, and Opportunity owner alias containing Chris. In that case, you can apply multiple formatting conditions, as shown in the image below, and click OK.

Conditional formatting: Multiple conditions example

The Grid screen will show the highlighted records as shown in the image below.

Conditional formatting: Multiple conditions - Highlighted Records

Conditional formatting for a group:

You can use Conditional formatting for a group to change the background colors of all records that fall into your defined conditions for a particular field (column).

When you apply Conditional formatting to a Group, you apply colors based on conditions defined using parameters And and Or for the selected (field) column.

For example, when you want to highlight records in the Name field (column) that have Stage as Closed Won and Amount between 0 to 100000, it becomes a group of records for the Name field (column).

Please click group and follow the steps in the order shown in the image below to apply Conditional formatting for a group.

Steps for applying Conditional formatting to a group

  1. Select the color you wish to apply to the condition using Color Box.

  2. Select the desired column from the column drop-down.

  3. Click on Add.

  4. Click on Add condition.

  5. Specify the condition and click on OK.

  6. Please note you can click on Add condition multiple times to apply multiple conditions and be extremely specific about your conditions.

For example:

If you want to highlight the Opportunity names, which start with Edge, and the Account names, which either possess an Amount greater than 90,000 Or 'Closed Won' Stage, you can apply the group conditions as shown in the image below.

Conditional formatting for a group: Example

The Grid screen will show the highlighted records as shown in the image below:

Conditional formatting for a group: Highlighted Records

Conditional formatting: single Vs. group

  • When you use the single button for Conditional formatting once, you are applying one condition to one field (column).

  • When you use the single button for Conditional formatting multiple times, you are applying one condition to one field (column) multiple times. This way, you apply conditions to multiple fields (columns).

  • When you use the group button for Conditional formatting, you are applying multiple conditions to one field (column).

Color bar:

Use Color bar to apply Conditional formatting to an entire column based on the parameters applicable to that column.

For example, if you apply Conditional formatting to the Account Type column, click on group, select Account Type from the Column drop-down, and click OK.

Conditional formatting - Group selection

  • The number 8 on top of the Column drop-down indicates eight parameters (in this case, type of accounts) for the selected column. Each field will be highlighted using the system-defined default color for the particular parameter.

Conditional formatting: Highlighted Groups

  • Click Edit to change the system-defined default color to your selected colors.

Conditional Formatting - Edit default Color Bar colors

  • Use the Close (X) icon to remove the condition.

When Conditional formatting is applied in Grids screen, it will be denoted using the number of used conditions. Please remove the conditions to see the original Grid or apply the Conditional formatting again.

Conditional formatting

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