Working with Entity Filters

Entity filters control which entities are included in a saved diagram.

Every saved diagram has its own entity filter. When you create a diagram from a group, StructureGram creates that diagram's entity filter from the assignable entities in the group at that moment. The diagram then uses that filter to decide which entities are in scope.

This is important: entities created after the diagram was created are not automatically added to that diagram's entity filter. If a new company, trust, individual, partnership, or SMSF is missing from a diagram, the first thing to check is whether it has been added to the diagram's entity filter.

What an Entity Filter Does

An entity filter is a diagram-specific selection of group entities.

• It decides which group entities are included in the diagram.
• It does not delete or change the underlying entities.
• Each diagram has its own filter, even when diagrams belong to the same group.
• The same entity can be included in many diagrams through many entity filters.
• Assets can still appear on diagrams, but entity filter badge counts are based on assignable entities, not assets.

Think of a group as the client or structure boundary. Think of the diagram's entity filter as the set of entities from that group that this particular diagram is allowed to show.

Creation-Time Snapshot

When a diagram is created:

1. StructureGram looks at the group selected for the diagram.
2. It finds the assignable entities in that group.
3. It creates a diagram-owned entity filter with those entities assigned.
4. The diagram opens using that filter.

After that, the diagram filter has its own life. Adding a new entity to the group later does not automatically add it to existing diagrams. This prevents older diagrams from changing unexpectedly, but it does mean you may need to add new entities to the diagrams where they should appear.

The Entity Filter Badge

On the diagram page, the header can show a badge such as:

Entity Filter (9/10 entities)

The fraction means:

• 9 assignable entities are currently included in this diagram's entity filter.
• 10 assignable entities are available in the parent group for this filter context.
• Assets are not included in this count.
• Soft-deleted entities are excluded.

On the diagram list page, the Entity Filter badge shows the available entity count for that diagram's filter. Use the diagram page badge and the assignment modal when you need the full assigned/available context.

Why a New Entity May Not Appear

A newly created entity may not appear on an existing diagram because:

• The entity was created after the diagram's entity filter was created.
• The entity belongs to the group but has not been assigned to this diagram's entity filter.
• The entity is assigned to the filter, but hidden from the canvas.
• The entity is outside a snapshot/date filter.
• The entity is an asset and depends on ownership relationships and asset display settings.
• The diagram is a scenario and the base diagram's entity filter controls the base scope.

Most of the time, the fix is to add the entity to the diagram's entity filter.

Adding Entities to a Diagram

From the Diagram Header

1. Open the diagram.
2. Click the Entity Filter badge in the header.
3. Search for the entity or use the type buttons.
4. Tick the entities you want included.
5. Click Apply.

The dialog is called Assign Entities to Entity Filter. It edits this diagram's entity filter.

From the Diagram List Page

1. Open the diagrams page.
2. Find the diagram.
3. Click the diagram's Entity Filter badge.
4. Select or clear entities in the assignment modal.
5. Click Apply.

This is useful when you know the diagram is missing something before opening the canvas.

From the Canvas

In ownership diagrams, adding an available entity to the canvas also adds it to the diagram's entity filter. This keeps the canvas and filter membership aligned.

If you create a new entity from inside a diagram, StructureGram creates the entity and assigns it to the active diagram filter in the same flow where possible.

While Creating Relationships

If a workflow needs an entity that is not currently in the diagram's filter, StructureGram may prompt you to add it. Accepting the prompt adds that entity to the diagram's entity filter so the relationship can be shown in context.

Removing Entities from a Diagram

Removing from an entity filter does not delete the entity. It only removes it from that diagram's scope.

From the Entity Filter Modal

1. Open the diagram or diagram list page.
2. Click the Entity Filter badge.
3. Untick entities that should not appear in that diagram.
4. Click Apply.

If search is active, Apply only changes the visible search results. Assigned entities outside the current search results stay assigned. This makes it safer to update a small set of matching entities without changing the rest of the diagram.

From the Diagram Canvas

In ownership diagrams, right-click an entity and choose Remove from Entity Filter.

You can also select an entity and use the inspector action labelled Remove from Entity Filter. The entity is removed from that diagram's filter and disappears from that diagram, but remains in the group and database.

Hide vs Remove vs Delete

When in doubt, use Remove from Entity Filter rather than Delete.

Searching in the Assignment Modal

The assignment modal searches across assignable group entities for the diagram's filter context.

• While results are loading, the modal shows Searching....
• The visible selected count only refers to the current results.
• If search is active, the apply action only updates the visible results.
• A notice may tell you that assigned entities outside the current results will stay assigned.
• Type buttons let you quickly select individuals, companies, trusts, partnerships, or SMSFs in the current result set.

This means you can safely search for "Trustee", select one matching entity, apply the change, and leave all other assigned entities untouched.

Family Tree Diagrams

Family tree diagrams also use entity filters.

The core individual must remain in the diagram's entity filter. If the core individual is removed, the family tree cannot render until you add that person back or select another core individual.

Ownership Diagrams

Ownership diagrams use the entity filter to decide the base set of entities in scope. Relationships are shown when the relevant entities are in scope and the relationship type is supported by the ownership view.

Ownership diagrams also support Focus Entity in the Entity Filter dialog. This action rebuilds the diagram's Entity Filter around entities connected to one selected entity.

See Focus Entity (Ownership Diagrams) for the full workflow and behavior details.

For busy trust and asset sections, you can also use grouped display settings in Diagram Settings. See Beneficiary Groups and Grouped Assets.

Assets are handled separately from the assignable entity count. If an asset is missing, check:

• Whether asset display is enabled.
• Whether the asset has an ownership relationship to an in-scope entity.
• Whether a snapshot/date filter is excluding the relationship.

Scenarios

Scenarios use the base diagram's entity filter as the base data boundary.

If you add an entity to the base diagram's entity filter, it can become available to scenarios based on that diagram. If you remove an entity from the base diagram's entity filter, it may disappear from scenario views. Scenario step layout and geometry do not reset just because the base entity filter changes.

Best Practices

• Keep one comprehensive diagram for the current full structure.
• Create focused diagrams for presentations or specific analysis.
• After creating new group entities, review the diagrams where those entities should appear.
• Use clear diagram names, such as "Full Structure", "Operating Entities", or "Trust and Beneficiaries".
• Use the badge fraction as a quick check that the diagram has the expected membership.

FAQ

I created a new entity. Why is it not on my existing diagram?

Existing diagrams do not automatically include entities created later. Open the diagram's Entity Filter badge and add the new entity.

Does removing an entity from a filter delete it?

No. It only removes the entity from that diagram. The entity remains in the group and can be added back later.

Why does the badge say 9/10?

It means 9 of 10 assignable group entities are included in that diagram's entity filter. Assets are not counted in the fraction.

Why does the modal show fewer entities while I am searching?

The modal is showing the current search results. Apply only changes those visible results, while assigned entities outside the search stay assigned.

Can two diagrams have different entity filters?

Yes. Each diagram has its own entity filter. Two diagrams in the same group can show different subsets of the same underlying group data.

Can I add entities from the diagram list page?

Yes. Click the Entity Filter badge on a diagram card or row, update the assignments, and apply the change.

What should I check when something is missing?

Check the diagram's entity filter first. Then check hidden canvas items, snapshot filters, relationship data, and asset display settings if relevant.

Related Topics

• Understanding Groups
• Groups vs. Entity Filters: Quick Reference
• Focus Entity (Ownership Diagrams)
• Beneficiary Groups
• Grouped Assets
• Creating Diagrams
• Scenarios
• Managing Entities