> ## Documentation Index
> Fetch the complete documentation index at: https://docs.caplena.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Filters, segments, and views
> Narrow your data with filters and date ranges, compare groups such as brands side by side with segments, and save tailored versions of a report with 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](#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 your report and switch to **Edit Master**.
Choose the variable you want to segment by, for example *Gender*.
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 your report and switch to **Edit Master**.
Select the **Overall** segment and click **Edit**.
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.
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
Open your report and click **+ New View** in the left sidebar.
Set the filters and choose the segments this view should show.
Give it a clear name that tells recipients what they're looking at, for example *"Report for Marketing – France"*.
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.
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](#create-segments-manually).
Add the [Topic Breakdown / Heatmap](/insight-and-reports/insight-elements/topic-breakdown-heatmap) insight element. Topics are shown as rows and your segments as columns, with the % of responses mentioning each topic.
**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.
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.
Click **+ New View**, filter it to one brand, and name it clearly, for example *"Brand A"*. Repeat for each brand.
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.
Lock the filters and share each brand's view with the people responsible for it. See [Share filtered report views](/insight-and-reports/sharing-reports/sharing-reports#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
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](#compare-brands-regions-or-other-groups).
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](#create-segments-manually).
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](/insight-and-reports/sharing-reports/sharing-reports#share-filtered-report-views).
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.
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.
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](/insight-and-reports/sharing-reports/sharing-reports#control-which-columns-recipients-can-see).
Use the **Date range** and **Comparison** settings. See [Compare time periods](#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](/insight-and-reports/sharing-reports/sharing-reports#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](/insight-and-reports/creating-and-customizing-reports/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](/insight-and-reports/insights-and-tasks/proactive-insights).
* **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](/insight-and-reports/alerts/setting-up-alerts).
## Related pages
Build the report structure: the Report Master, sections, and insight elements.
Share views internally, externally, or as an embed.
A walkthrough for report recipients.
Protect anonymity in small groups.
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