Search Defaults & Filters
Introduction
The Search Defaults & Filters tab allows you to configure default search behavior and apply rules that automatically filter search results.
These settings are useful when you need to define default sorting, pagination, radius search settings, or restrict results based on field values, entry metadata, or entry ownership.
Configuring Search Defaults & Filters
Search Defaults
Search Defaults define fallback values used whenever the Search Form does not provide them. These settings apply to all searches performed using the current Search Form.
Default Per Page
Set the number of search results displayed per page (Default: 20).
Default Sort By
Select the default field used to sort search results when no sorting option is provided by the user. Available options include built-in fields such as Date Created, Date Updated, Entry ID, and Distance, as well as compatible Target Form fields.
Default Sort Order
Define whether results are sorted in ascending or descending order by default.
- Ascending (ASC)
- Descending (DESC)
Default Radius
Set the default search radius used for proximity searches when a radius value is not provided by the user. Leave this field blank if you do not want a default radius applied.
Default Units
Define the default distance units used by proximity searches.
- Imperial: Miles.
- Metric: Kilometers.
Predefined Target Field Filters
Predefined Filters are rules that are always applied to the search query. Unlike Search Form fields, visitors cannot modify these filters from the front-end.
This is useful when you need to restrict searches to specific categories, statuses, locations, or other field values.
Target Field
Select the field from the Target Form that should be filtered.
Operator
Choose the comparison operator used by the filter rule.
Available operators are determined automatically based on the selected Target Field. For example, text fields provide text-based operators, while date, number, and choice fields provide operators appropriate for those data types.
Value
Enter the value used for comparison.
Multiple predefined filters can be configured and will be applied automatically to every search request.
Entry Meta Filters
Entry Meta Filters allow you to search against built-in Gravity Forms entry data rather than Target Form fields.
These filters are especially useful when building administrative searches, customer portals, or membership-based applications.
Available entry meta filters include:
- Entry Status
- Entry ID
- Date Created
- Date Updated
- Post ID
- Payment Status
- Payment Amount
- Transaction ID
Entry Meta Filters behave similarly to Predefined Filters but work against Gravity Forms entry metadata instead of Target Form fields.
Creator Filters
Creator Filters allow searches to be restricted based on the user who created the entry. Creator Filters are combined with other predefined filters using AND logic.
Creator User IDs Mode
Define how selected WordPress users affect search results.
- Disabled: Do not apply user ID filtering.
- Include Only: Only return entries created by the selected users.
- Exclude: Exclude entries created by the selected users.
Creator User IDs
Select one or more WordPress users. This setting is available when Creator User IDs Mode is set to Include Only or Exclude.
Creator Roles Mode
Define how selected WordPress roles affect search results.
- Disabled: Do not apply role-based filtering.
- Include Only: Only return entries created by users assigned to the selected roles.
- Exclude: Exclude entries created by users assigned to the selected roles.
Creator Roles
Select one or more WordPress roles. This setting is available when Creator Roles Mode is set to Include Only or Exclude.
Logged-in Creator Entries Only
Limit results to entries created by the currently logged-in user.
This setting is useful when building customer portals, member dashboards, account pages, and other user-specific search experiences.
If enabled and the visitor is not logged in, no entries will be returned.
Creator Filters are commonly used for user dashboards, account pages, member directories, and front-end management systems.
How Filters Work Together
Search Defaults provide fallback values when users do not supply them, while Predefined Filters, Entry Meta Filters, and Creator Filters act as fixed constraints that are automatically applied to every search.
Search Defaults provide fallback values, while filter rules automatically narrow the results returned to the user.
Because these rules are applied behind the scenes, they provide a powerful way to control search results without exposing additional filters to visitors.