Scope Filter
Part of: Access Scopes — For a full explanation of the system scope, site scopes, and scope management, see that guide.
The scope filter is a multi-select dropdown in the application header that lets you narrow which sites' data you see at any given time. It appears automatically for users who can see more than one active site scope.
It's a Site Filter
The scope filter only ever lists site scopes. The system scope is never one of the options: it isn't a peer slice of data you'd want to hide, it's the shared vocabulary your sites are written in. Shared definitions like catalog items, item types, and workflows that live in the system scope stay visible in their list pages no matter which sites you filter down to; only site-owned records (inventory, devices, locations, and so on) are actually narrowed by this filter.
How the Scope Filter Works
The scope filter uses an opt-out model: all of your visible site scopes are selected by default, and you uncheck any sites you want to hide temporarily.
- When all sites are checked, the dropdown shows All Scopes and no filtering is applied; you see everything you have access to.
- When you uncheck one or more sites, the dropdown shows the number of active sites (for example, 2 Scopes) or the site name when only one is selected.
- Data lists, inventory counts, reports, and dashboards update immediately to reflect only the checked sites.
Note: The scope filter is a display preference, not a security boundary. It controls what you choose to see in the current session. Your actual data access is determined by your scope assignments, which only an administrator can change.
Using the Dropdown
The scope filter dropdown appears in the top header bar when you can see more than one active site scope.
Narrowing to Specific Sites
- Click the scope filter dropdown in the header.
- Uncheck any sites you want to hide.
- Data throughout the application updates immediately.
The dropdown shows a checkmark next to each currently visible site.
Note: At least one site must remain selected at all times. If you try to uncheck the last remaining site, the checkbox reverts and a warning appears. To return to all sites, use the Clear button instead of unchecking each one individually.
Resetting to All Scopes
To return to showing all your sites, click the clear button (the X icon) on the right side of the dropdown. This resets the filter to all sites selected.
Alternatively, open the dropdown and check any unchecked sites manually.
Reading the Dropdown Label
| Label shown | What it means |
|---|---|
| All Scopes | No filter active; all your sites are visible |
| Chicago Warehouse | Exactly one site is selected |
| 3 Scopes | Three sites are selected (and at least one is hidden) |
Session Persistence
Your scope filter selection is saved to your browser's session storage. It persists as you navigate between pages and is restored when you return to the application in the same browser tab. When you close the tab or start a new session, the filter resets to All Scopes (all selected).
Gaining Access to a New Site
When an administrator assigns you to a new site scope, that site is automatically added to your selection the next time you load the application. The opt-out model means new sites default to visible, so you will not accidentally miss new data when your access expands.
Who Sees the Scope Filter
| User | Scope filter shown? |
|---|---|
| Administrator | Shown only when more than one active site scope exists in the deployment |
| User assigned to 2 or more site scopes | Yes |
| User assigned to 0 or 1 site scope | No; interface is simplified |
A single-site deployment never shows the scope filter to anyone, administrators included: with only one site scope (plus the always-shared system scope), there is nothing to filter between. As soon as a second site scope is created, the filter appears for every user who can see both.
Users who see only one site scope (or none) never see the scope filter. The interface is simplified for them: scope columns and dropdowns are hidden, and everything they see is automatically from their assigned site plus read-only access to the system scope's shared resources.
Scope Filter and Dashboards
The scope filter affects all dashboard widgets. When you narrow to fewer sites, widgets such as inventory counts and activity reflect only the selected sites.
Frequently Asked Questions
Q: Does unchecking a site change my actual access permissions? A: No. The scope filter is a viewing preference only. Your data access is controlled by your scope assignments, which are set by an administrator. Unchecking a site just hides its data from your current view.
Q: Why is the scope filter not visible for me? A: The scope filter only appears when you can see more than one active site scope. If you are assigned to a single site (or your deployment only has one site scope so far), the interface is simplified and the dropdown is hidden. Contact your administrator if you believe you need access to additional sites.
Q: I was just assigned to a new site but I don't see it in my filter. Why? A: Refresh your browser session. New scope assignments are picked up when the application initializes. On next load, the new site will appear as checked (visible) in your filter.
Q: Why does the clear button show All Scopes instead of deselecting everything? A: Clearing the filter resets it to the default state: all sites selected. In the opt-out model, "cleared" means "no filtering applied," which is all sites visible, not zero sites visible.
Q: I tried to uncheck the last site but the checkbox snapped back. Is that a bug? A: No, that is intentional. The scope filter requires at least one site to remain selected at all times. If you uncheck the last checked site, the checkbox reverts and a warning message appears. Use the Clear button to quickly reset to all sites selected.
Q: I filtered down to one site, but I can still see item types and workflows I know belong to another site's catalog. Why? A: Only shared, system-scoped definitions behave that way, and that's intentional: a catalog item or item type shared across your organization stays visible and usable regardless of which sites you're focused on, because every site can reference it. If your organization also has site-specific catalog entries (see the Scoping policy in the Access Scopes guide), those follow the filter normally.
Q: Why don't administrators always see the scope filter anymore? A: The filter reflects how many sites there are to filter between, not your role. In a single-site deployment there's nothing to narrow, so the filter stays hidden for everyone, including admins, until a second site scope exists.