Search Defaults & Filters
Introduction
The Defaults & Filters tab defines fallback search values and fixed rules that automatically restrict the entries returned by a Search.
Use these settings to configure default sorting, pagination, and proximity values or to restrict results by Target Form fields, entry metadata, or entry creators.
Defaults and predefined filters can also power a Search without a frontend search form or visitor input.
Configuring Search Defaults & Filters
Search Defaults
Search Defaults define fallback values used when a Search does not receive corresponding values from visitor input or another request source. These defaults apply to every query performed by the current Search unless another value is provided.
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 Target Field Filters are fixed rules that are automatically applied to every query performed by the Search.
Unlike optional visitor-facing search fields, predefined filters cannot be modified by visitors.
Use these filters to restrict results to specific categories, statuses, locations, or other values stored in Target Form fields.
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.
You can configure multiple predefined filters. Each filter is applied automatically whenever the Search runs.
Predefined Entry Meta Filters
Predefined Entry Meta Filters restrict results using built-in Gravity Forms entry data rather than Target Form field values.
These filters are useful for administrative searches, customer portals, payment-based listings, and membership applications.
Available entry metadata can include:
- Entry Status
- Entry ID
- Date Created
- Date Updated
- Post ID
- Payment Status
- Payment Amount
- Transaction ID
These filters work like Predefined Target Field Filters but compare values against Gravity Forms entry metadata.
Predefined Creator Filters
Predefined Creator Filters restrict results based on the WordPress user who created each 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 for 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.
How Filters Work Together
Search Defaults provide fallback values when a query does not supply them. Predefined Target Field Filters, Entry Meta Filters, and Creator Filters act as fixed constraints that automatically narrow every query.
Because these rules are applied behind the scenes, they allow you to control the displayed entries without exposing additional fields to visitors. This also allows a Search to display predefined results without rendering a frontend search form.