Filter records dynamically by the logged-in User’s name or email address
Overview
Dynamic filters in Pitchly allow you to control which records are visible to a User based on who is logged in. By referencing either the User’s name or email address using dynamic variables, you can automatically tailor views to each individual — without needing to manually adjust filters for every User.
This guide walks through how to apply dynamic filters, typical field types that might store this data, and common use cases where they add the most value.
Understanding Dynamic Filters
Supported Variables
Pitchly supports two dynamic variables for filtering:
— Matches the logged-in User’s display name
— Matches the logged-in User’s email address
Use the variable that aligns with the data stored in the field you’re filtering against. For example, use if your filter field stores email addresses.
Supported Field Types & Operators
Dynamic filters can be applied to any field that supports filtering. However, for best results and consistent matching, we recommend using structured field types — such as dropdowns, references, or rollups — instead of unstructured fields like plain text.
The available filter operators vary depending on the field type:
Field Type | Supported Filter Operators |
Dropdown | has any of, is, has none of, is empty, has any value |
Dropdown (multiple) | has any of, has all of, is, has none of, is empty, has any value |
Text | contains, does not contain, is, is not, starts with, ends with, is empty, has any value |
Reference | contains, is, is not, is empty, has any value |
Rollup | contains, does not contain, is, is not, starts with, ends with, is empty, has any value |
By using field types that enforce consistent input — such as predefined dropdown choices or linked references — you improve the reliability and accuracy of dynamic filter results.
Preparing Your Data for Dynamic Filters
The dynamic filter will only work if the field being filtered actually contains a matchable value. For reference or rollup fields, consider the following:
Reference Fields: These display the primary field from the referenced table. If the primary field is an ID (rather than name or email), you’ll need to create a lookup field to surface the appropriate value (e.g., email).
Multi-Reference Fields: To use dynamic filters on multi-reference fields (e.g., Teams), create a rollup field that aggregates values like team member emails. You can then filter using:
contains
Use Case 1: Filter Records by User Name in a Dropdown Field
Use dynamic filters to show only records assigned to the logged-in User using a dropdown field.
Example:
A table has a dropdown field called "Reviewer" populated with team member names.
Steps:
Open the relevant table.
Click the Filter button.
Select the dropdown field (e.g., Reviewer).
Choose the operator:
has any of for multi-select dropdowns
is for single-select dropdowns
Enter as the value.
Click Apply to filter the view.
You can now save this view for reuse or apply it as a default.
Use Case 2: Filter by Team Membership Using Reference or Multi-Reference Fields
If you're storing team assignments in a reference field, you'll need to expose the correct matching data for dynamic filters to work.
Scenario A – Single Reference Field:
Ensure your reference table (e.g., Team Members) has a field for email.
In your main table, create a lookup field that pulls in that email.
Filter the lookup field using:
contains
Scenario B – Multi-Reference Field (e.g., Deal Teams):
In your reference table, ensure team members have email addresses.
In the main table, create a rollup field that joins those email addresses.
Use delimiter
\nor,if needed.
Filter the rollup field using: contains
This ensures Users only see records where their email appears in the team assignment.
Use Case 3: Set a Default View Filtered by the Logged-In User
Default views determine what records a User sees by default when accessing a table. By applying a dynamic filter to a default view, you can create tailored entry points for each User.
Steps:
In your table, hover over Default view in the views panel.
Click the More options ellipses . . . and choose Edit.
In the view panel:
Click Clear current view to start fresh, or
Adjust the existing filter, sort, or hidden fields as needed.
Apply your dynamic filter using or
Click Save current view as default.
In the Update default view window, click OK to confirm.
Now, when any User accesses the table, they'll only see the records that match their profile.
Advanced Options & Next Steps
Dynamic filters are especially useful when combined with other Pitchly features:
Use with email notification automation to alert Users when a record enters or is modified within their dynamically filtered view.
Apply to approval workflows, so Users only see records requiring their review.
Pair with Rollup Fields to manage visibility across multi-person assignments.
Use in biography update flows, giving Users access only to their personal profile.