Filters on Vantaca IQ Insights pages let you focus on the data that matters most to you. Instead of viewing all data across your entire company, you can narrow results by specific associations, employees, portfolios, time periods, and more. This article explains how filters work, describes each filter type, and shows which filters are available on each Insights page.
For step-by-step instructions on saving and managing filter presets, see the "Vantaca IQ - Insights" article.
Contents
How Filters Work
When you open an Insights page, you see all data you have permission to access with no additional scoping beyond your role-based permissions. Filters appear as dropdowns near the top of the page. When you select options within a filter, the page updates to show only data that matches your selections.
Active filters display as a highlighted chip showing the number of items selected (e.g., Associations (3)). To remove all active filter selections at once, click Clear All Filters, which appears to the right of your last active filter.
Note: The Clear All Filters option and Filter Settings dropdown only appear when you have active filter selections or saved filter presets.
Filter Logic: AND and OR
Understanding how filters combine is important for getting the results you expect. Vantaca IQ uses two types of logic depending on how you make selections:
Within the same filter - OR logic When you select multiple values inside a single filter, results include data for any of your selections. For example, selecting three associations in the Associations filter shows data for Association A, Association B, and Association C.
Between different filter types - AND logic When you use more than one filter at the same time, results must match all of your selected filters. For example, using both Employees and Responsibilities filters returns data that satisfies both filters simultaneously.
Example: You select Jane Smith and Tom Johnson in the Employees filter, and Community Management in the Responsibilities filter. The results show data for both Jane and Tom, but only for the associations tied to their Community Management responsibility — not everything they can access.
Filter Types
Date Range
Controls the time period for data displayed on the page. When you change the date range, all charts and metrics on the page update to reflect that window of time.
Insights pages load with the current month selected by default. If the current month is not complete, data reflects the partial month through today. You can select custom date ranges covering up to the past two years; future months are not available.
Note: Date range is not saved as part of filter presets. You must set it each time you visit a page.
Where it's available: Benchmarks, Collections, and Company (all tabs). Not available on the Action Items page, which uses live data only and has its own Action Item Age filter instead.
Associations
Filters data by specific communities (HOAs). Use this filter when you want to see information for one or a few communities rather than all of them.
The Associations filter shows only live associations. An association is considered live when it has a confirmed go-live date on record. Associations without a go-live date are excluded from all Insights filters and data.
Example: A board member asks about their community's collections history. Select that community in the Associations filter to show only data for that HOA.
Where it's available:
Insights Page |
Available? |
Notes |
Benchmarks |
❌ |
Benchmarks compares your company against industry peers — individual association filtering does not apply. |
Collections |
✅ |
|
Company — Summary tab |
Disabled |
Summary shows company-wide totals that do not respond to filters. |
Company — Revenue tab |
✅ |
|
Company — Performance Rankings tab |
Disabled |
|
Company — Employee tab |
Disabled |
Associations are the metric being measured on this tab, so filtering by them does not apply. |
Action Items |
✅ |
|
Employees
Filters data by specific team members. When you filter by an employee, the system includes items directly assigned to them as well as items they can access through their roles in assigned associations and portfolios.
The Employees filter shows only active employees. Employees who have had no activity in the last 30 days may not appear in the filter list even if their account is active.
Example: A regional manager wants to review the open action items for one of their community managers. Select that community manager in the Employees filter to see their workload.
Where it's available:
Insights Page |
Available? |
Notes |
Benchmarks |
❌ |
|
Collections |
❌ |
|
Company — Summary tab |
Available but does not affect metrics |
Summary numbers are company-wide totals. |
Company — Revenue tab |
✅ |
|
Company — Employee tab |
✅ |
|
Action Items |
✅ |
|
Understanding the View All Responsibility
This is one of the most common points of confusion when using the Employees filter.
Many employees have a responsibility with the View All permission, which gives them access to all associations in the system. When you filter by an employee who has a View All responsibility, Vantaca IQ counts every association for that employee. This means:
- Multiple employees with View All responsibilities may appear to show the same data when you filter by employee alone. This is expected behavior — the system is accurately reflecting what each employee can access through their assigned responsibilities.
- Filtering by employee alone may not give you the scoped view you need if that employee also has a View All responsibility.
How to get scoped, role-specific data: Use the Responsibilities filter together with the Employees filter. Because filters use AND logic, this combination scopes results to only the associations the employee manages under the selected responsibility.
Example: Select Jane Smith in Employees and Community Management in Responsibilities. The results show only the associations tied to Jane's Community Management responsibility. Even if Jane also has a View All responsibility, the Responsibilities filter scopes the data to Community Management only, so results are not inflated.
Note: If multiple employees appear to show the same data, they likely share a View All responsibility. Add the Responsibilities filter and select a specific responsibility to see distinct, role-specific data.
Portfolios
Filters data by portfolio. A portfolio is a group of associations organized together for management purposes. If an association belongs to more than one portfolio, selecting any one of those portfolios includes that association in the results.
Example: You manage a portfolio of 30 communities and want to see revenue performance for only those communities. Select your portfolio in this filter and the Revenue tab shows numbers for just your group.
Where it's available:
Insights Page |
Available? |
Notes |
Benchmarks |
❌ |
|
Collections |
✅ |
|
Company — Summary tab |
Available but does not affect metrics |
Summary numbers are company-wide totals. |
Company — Revenue tab |
✅ |
|
Company — Employee tab |
✅ |
|
Action Items |
✅ |
Filters by portfolio assignments based on the default assigned role for the action item's current step. |
Portfolio Types
Filters by the type of job function associated with a portfolio. Portfolio Types are customizable categories that define portfolios by role, for example, Community Manager, Accountant, or Regional VP. Each portfolio belongs to one portfolio type.
Example: You want to see how your accounting team's portfolios are performing on revenue collection. Filter by the Accountant portfolio type to show only data tied to accounting-focused portfolios.
Where it's available:
Insights Page |
Available? |
Notes |
Benchmarks |
❌ |
|
Collections |
❌ |
|
Company — Summary tab |
Available but does not affect metrics |
|
Company — Revenue tab |
✅ |
|
Company — Employee tab |
✅ |
|
Action Items |
✅ |
|
Responsibilities
Filters by responsibility assignments. A responsibility is a group of users linked to specific portfolios and is essentially a job function grouping based on your Portfolio Type configuration.
The Responsibilities filter list includes responsibilities that have the View All permission. If you select a View All responsibility, it effectively shows all associations — similar to having no filter applied. There is no visual indicator in the filter list to distinguish which responsibilities have View All enabled, so be mindful of your responsibility naming conventions.
Tip: This filter is most useful when combined with the Employees filter to get scoped data that excludes View All responsibilities. See the Understanding the View All Responsibility section above for details.
Example: You want to see action items that fall under your Community Management responsibility group to understand their overall workload and any bottlenecks.
Where it's available:
Insights Page |
Available? |
Notes |
Benchmarks |
❌ |
|
Collections |
❌ |
|
Company — Summary tab |
Available but does not affect metrics |
|
Company — Revenue tab |
✅ |
|
Company — Employee tab |
✅ |
|
Action Items |
✅ |
Filters by responsibility assignments based on the default assigned role for the action item's current step. |
Company Size (Benchmarks Only)
Available on the Benchmarks page only. Lets you choose which peer group size to compare your company against. Companies are categorized as Small, Medium, or Large based on total doors under management relative to other companies in the Vantaca network. Your company's classification appears at the top of the Benchmarks page.
Example: Your company is classified as Medium, but you want to see how you stack up against larger companies as a stretch goal. Select Large in the Company Size filter to compare your metrics against that peer group.
Action Item Age (Action Items Only)
Available on the Action Items page only. Filters action items based on how long they have been open or had activity. This filter has two components:
- Age Based On: Choose whether to measure age by Created Date (when the item was first opened) or Last Activity Date (when someone last worked on it).
- Filter By: Choose to show items within a certain number of days or older than a certain number of days.
Example: You want to find action items that have been sitting untouched for more than 90 days. Set Age Based On to Last Activity Date, set Filter By to Show items older than, enter 90 days, and then click Apply. This surfaces stale items that may need attention.
Note: Manual notes alone do not count as activity for this filter. Last Activity Date updates when the action item itself is modified — step changes, reassignments, and field edits all qualify.
Action Items Category/Type/Step (Action Items Only)
Available on the Action Items page only. Lets you drill down into specific kinds of action items using a three-level hierarchy: Category, Type, and Step. You can filter broadly at the category level or get specific down to individual steps in a workflow. Selecting at the Category level automatically includes all Types and Steps beneath it.
Example: You want to see all open violation-related action items currently in the First Offense step. Open the Action Items filter, select the Violations category, expand to the type you need, and select First Offense.
Notes:
- By default, the filter shows only categories and types active in the last 6 months. You can turn this off to see all options.
- You can search for categories by name within the filter.
- Selection counters show X of Y selected at each level so you can see what you have chosen.
Quick Reference: Filters by Insights Page
Filter |
Benchmarks |
Collections |
Company (Revenue) |
Company (Employee) |
Action Items |
Date Range |
✅ |
✅ |
✅ |
✅ |
❌ |
Associations |
❌ |
✅ |
✅ |
❌ |
✅ |
Employees |
❌ |
❌ |
✅ |
✅ |
✅ |
Portfolios |
❌ |
✅ |
✅ |
✅ |
✅ |
Portfolio Types |
❌ |
❌ |
✅ |
✅ |
✅ |
Responsibilities |
❌ |
❌ |
✅ |
✅ |
✅ |
Company Size |
✅ |
❌ |
❌ |
❌ |
❌ |
Action Item Age |
❌ |
❌ |
❌ |
❌ |
✅ |
Action Items (Category/Type/Step) |
❌ |
❌ |
❌ |
❌ |
✅ |
Filter Presets |
❌ |
✅ |
✅ |
✅ |
❌ |
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