Filters, segments, and views

Filters, segments, and views all change what a report shows, but each one answers a different question:

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	Segments	Views
What it does	Includes or excludes data	Compares groups side by side	Saves a tailored version of the report
Example	Only detractors	Promoters vs. passives vs. detractors	”Leadership summary – DACH”
Where you set it up	Filters bar in the report	Edit Master	Left sidebar of the report
Changes the report structure?	No	No	No — structure is always controlled by the Report Master

A simple way to choose: if you want to see less, use a filter. If you want to compare, use segments. If you want to keep or share a setup, save it as a view.

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. See Date range.

Example: Filter for 1–2 star reviews from Germany to understand local pain points.

Date range

The Date range filter helps you examine how key metrics, customer sentiment, or feedback trends evolve over time. It’s especially powerful when tracking changes before and after events like product updates, marketing campaigns, or customer service improvements.

Filter by date

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,” “Last quarter,” or “Last 30 days.”
Static range — fixed start and end dates picked from the calendar.

Use a rolling range if you want your report to stay up to date automatically.

Compare time periods

Use the Date range and Comparison settings to visualize changes over time and compare key metrics between different periods. Under Date range, choose how far back your data should go:

All time – includes your entire dataset.
Fixed timeframes such as Last 7 days, Last month, or Last year.
Dynamic ranges like Most recent week/month/quarter/year with data, which automatically adjust based on when new data comes in.
Custom date range – manually select start and end dates.

“Most recent year with data” is a great option for ongoing projects that update automatically as new feedback arrives.

Choose an interval

The Date aggregation (or interval) setting defines how results are grouped over time. Each data point on your chart represents one interval, so choosing the right granularity has a big impact on how trends are read.

Interval	Best for
Day	Short windows, tracking immediate reactions to launches, campaigns, or incidents.
Week	Useful for spotting weekly patterns without the noise of daily variation.
Month	Balances detail with readability and aligns with business reporting cycles.
Quarter	Ideal for business reporting cycles or when you want to compare performance across quarters.
Year	Long-running projects with multiple years of feedback.

How to choose the right interval:

Match the interval to your date range. A daily interval over two years produces a crowded, unreadable chart; a yearly interval over three months gives you a single bar.
Consider data volume per interval. If a single day only has a handful of responses, daily aggregation will look spiky and unreliable. Move up to weekly or monthly so each point reflects a meaningful sample.
Align with how the business reports. If stakeholders track results monthly or by quarter, mirror that interval so your report drops straight into existing reviews.
Use shorter intervals to investigate, longer intervals to communicate. Drill down to daily or weekly when diagnosing a spike, then switch back to monthly or quarterly for the shareable view.

Changing the interval doesn’t change your underlying data or filters, only how points are grouped on the chart. You can switch back and forth freely while exploring.

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.

Open Edit Master

Open your report and switch to Edit Master.

Select a variable

Choose the variable you want to segment by, for example Gender.

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.

Open Edit Master

Open your report and switch to Edit Master.

Edit the Overall segment

Select the Overall segment and click Edit.

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.

Switching between the Report Master and views

Views never change the structure of the report. Use the Master to change how the report is built, and views to change what data it shows. Common ways to set up views:

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

Add a new view

Open your report and click + New View in the left sidebar.

Apply filters and segments

Set the filters and choose the segments this view should show.

Name the view

Give it a clear name that tells recipients what they’re looking at, for example “Report for Marketing – France”.

Lock filters (optional)

Lock the filters if recipients shouldn’t be able to remove or change them.

Compare brands, regions, or other groups

There are two ways to compare groups such as brands, and you can combine them:

	Compare with segments	Compare with views
How it looks	All groups side by side in the same chart	One view per group, switch between them
Best for	Spotting differences between groups at a glance	Focused deep-dives into one group at a time
Significance flags	Yes, in the Topic Breakdown / Heatmap	No, each view shows one group
Sharing	One report for everyone	Each group owner gets their own view

With segments

Once you have segments, for example one per brand, region, or customer type, you can compare them side by side and see where the differences are real.

Create segments for the groups you want to compare

In Edit Master, create a segment for each group, for example Brand A, Brand B, and Brand C from your brand column. See Create segments manually.

Add a Topic Breakdown / Heatmap

Add the Topic Breakdown / Heatmap insight element. Topics are shown as rows and your segments as columns, with the % of responses mentioning each topic.

Look for significant differences

Yellow boxes flag where a topic is mentioned significantly more or less in one segment than in the others. In the bar chart view, the same differences are marked with a ★ star. This helps you separate real differences from random variation.

Add sentiment

Toggle the sentiment filters to see whether a topic is mentioned positively or negatively in each segment. For example, the same mention rate for Customer Service can hide very different sentiment between two brands.

Example: Customer Service is mentioned by 39.6% of respondents in Brazil but 80.4% in the USA. The heatmap flags this as significant, which makes it a difference worth investigating rather than noise.

With views

Create one view per brand, each filtered to that brand. Every view shows the full report, with the same sections and insight elements, for just one brand, so you can switch between views to compare.

Create a view for each brand

Click + New View, filter it to one brand, and name it clearly, for example “Brand A”. Repeat for each brand.

Switch between views

Use the left sidebar to move between the brand views. Because all views share the same Report Master structure, each chart appears in the same place in every view, which makes comparing easy.

Share each view with its owner (optional)

Lock the filters and share each brand’s view with the people responsible for it. See Share filtered report views.

Combine both

Views and segments work together. For example, add a view per brand, and within each view, segment by region to see how that brand performs in DACH vs. North America. Or keep one comparison view with all brands as segments for the overall picture, alongside individual brand views for each team.

Common tasks

Compare brands, regions, or other groups side by side

Use segments to see all groups side by side, with significance flags in the Topic Breakdown / Heatmap, or create one view per group and switch between them. See Compare brands, regions, or other groups.

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

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

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

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.

Compare two time periods

Use the Date range and Comparison settings. See Compare time periods.

Things to know

PDF exports use the Report Master, not the view. Filters set only on a saved view don’t change what appears in the PDF. If the PDF needs to cover a specific segment or timeframe, set that filter on the Report Master before exporting. See Export as PDF.

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.

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