- Filters decide which data is included, for example only 1–2 star reviews, or only responses from Germany.
- Segments split the data into groups and show them side by side, for example results by gender, by brand, or by mobile carrier.
- Views save a combination of filters and segments as a tailored version of the report that you can share with a specific audience.
Filters
Filters narrow down the data that every insight element in the report uses. Common examples:- By brand — compare customer experiences across products.
- By country — identify regional differences.
- By rating — focus on 1–2 star reviews to uncover pain points.
- By date — look at a specific period, such as the last 30 days.
Example: Filter for 1–2 star reviews from Germany to understand local pain points.
Date filters
Go to Filters → Review Date to limit the report to a time window. You can choose between two modes:- Rolling range — updates automatically over time, for example “Last 12 months” or “Last 30 days”.
- Static range — fixed start and end dates picked from the calendar.
Segments
Segments let you compare different cuts of your data side by side, such as Brand A vs. Brand B, or new vs. returning customers. Once segments are set, insight elements that support them show results for each segment separately. Segments are built in the Report Master, so they’re available in every view of the report.Create segments manually
Use this when you know exactly which variable you want to split by.1
Open Edit Master
Open your report and switch to Edit Master.
2
Select a variable
Choose the variable you want to segment by, for example Gender.
3
Choose the values
Select the values you want as segments. You can create all of them in one go.
Create segments with AI
Use this when you’d rather describe what you want in plain language.1
Open Edit Master
Open your report and switch to Edit Master.
2
Edit the Overall segment
Select the Overall segment and click Edit.
3
Describe the segments
Describe the segments you want, for example “Create segments by country”. Caplena looks at the additional variables in your dataset and generates the relevant segments automatically.
Manage segments
Once segments exist, you can:- Rename a segment by clicking its name in the editor.
- Change the color of a segment. Colors are assigned automatically, but you can match them to your branding.
- Control visibility of segments in specific views.
- Duplicate a segment when you need a variation of it.
Views
Every report has two layers:- The Report Master is the blueprint. This is where you add sections and insight elements, arrange the layout, and build segments. Any change here updates every view automatically.
- Views sit on top of the Master. A view can apply or lock filters, choose which segments are shown, and be shared on its own without sharing the rest of the report.
- By region: DACH, North America
- By customer group: new vs. returning customers
- By feedback type: detractors, negative sentiment
- By product or channel: mobile app, checkout flow
- By time period: pre- and post-launch, last 30 days
- By stakeholder: leadership summary, product team
Create a view
1
Add a new view
Open your report and click + New View in the left sidebar.
2
Apply filters and segments
Set the filters and choose the segments this view should show.
3
Name the view
Give it a clear name that tells recipients what they’re looking at, for example “Report for Marketing – France”.
4
Lock filters (optional)
Lock the filters if recipients shouldn’t be able to remove or change them.
Common tasks
Show my results broken down by a column, such as gender
Show my results broken down by a column, such as gender
Create a segment from that column. In Edit Master, select the variable (e.g. Gender), choose the values, and create the segments. Every insight element that supports segments will then show results per group. See Create segments manually.
Give a team a report that only shows their data
Give a team a report that only shows their data
Create a view, apply the filters for that team (e.g. their region), and lock the filters so they can’t be removed. Then share only that view. See Share filtered report views.
Pre-select filters that recipients see when they open the report
Pre-select filters that recipients see when they open the report
Set the filters in a view. Recipients opening that view see the data already filtered. Lock the filters if you don’t want them changed.
Have every chart split by a group as soon as someone opens a view
Have every chart split by a group as soon as someone opens a view
Choose the segments in the view itself. When recipients switch to that view, the charts are already split by those segments, with no setup needed on their side.
Keep filter details private when sharing
Keep filter details private when sharing
In the sharing modal, hide sensitive columns under Visible columns. Filters and segments that reference a hidden column still apply, but their configured values are redacted for recipients. See Control which columns recipients can see.
Compare two time periods
Compare two time periods
Use the Date range and Comparison settings. See Date range filter.
Things to know
- Case limit applies to filters and segments. If a filter or segment leaves too few responses, insights are hidden to protect respondent anonymity. See Case Limit.
- Agent respects the view’s filters. When Agent is enabled on a shared, filtered view, recipients can only ask questions about the data in that view.
- Insights Radar is tied to the saved view. If you change filters or segments away from the view’s saved configuration, the Insights Radar rail is disabled until you reset to the saved view. See Insights Radar.
- Alerts have their own filters. You can scope an alert to a specific part of your data when you set it up. See Setting Up Alerts.
Related pages
Customizing Report
Sections, insight elements, and date settings.
Sharing Reports
Share views internally, externally, or as an embed.
Reading Your Shared Report
A walkthrough for report recipients.
Case Limit
Protect anonymity in small groups.