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List View Overview

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==Overview==

List views are the part of the SmartSimple interface that combine similar records in a vertically scrolling list. The '''List View '''allows you to define which [[Standard Field|standard fields]] and [[Custom Fields Overview|custom fields]] are displayed when viewing a list of records. List views are configurable, so that you can define and customize such factors like the sequence in which records are displayed, the colour formatting of certain records, the number of records that are displayed, and more. 

 

List views apply to every object level in the SmartSimple system: users, organizations, or any kind of [[Universal Tracking Application|application]]. Within each of the list views, you can create and combine [[Filter|filters]] to customize the results of your list views. 

'''Features of List Views: '''

* Batch Updates — enable a Batch Updates button to modify all records in a list view at once 

:: ... and much more!  

<pre> For first-time users, it is highly recommended to test List View modification on the Backup Server first. </pre>

:* See: [[Backup Server and Testing Instances]]

==Configuration—Essentials==

For example, clicking on&nbsp;'''Organizations&nbsp;'''from the main menu will display a list view of organization records in your SmartSimple system:&nbsp;

::: [[File:ListViewExample.png|780px|border]]

In the above example, the following fields have been selected for display:&nbsp;

:* Organization Name, Address, City, State, Phone Number, Primary Contact, Website, and Status (inactive/active)&nbsp;

Each field in this list is able to be sorted differently (default, ascending, descending) by changing the value of the [[Sort By]] dropdown box to the right of each field.&nbsp;

::: [[File:Alphabetical order.png|250px|border]]&nbsp;

The list can also be filtered by using the [[Basic Search]] panel which is at the right of the list view, or the [[Advanced Search]] panel which, when selected, will open as a modal window where you can customize your search.&nbsp;

::: [[File:Basic vs advanced search.png|600px|border]]

'''Note:&nbsp;'''List views will default to the last set of search criteria used. For example, if you perform a search within&nbsp;'''People&nbsp;'''for contacts with the last name "Smith," the next you log back in and view your contacts list, SmartSimple will remember your search and present the last set of search criteria, in the same [[Sort by|sort order]].&nbsp;

A user can modify their current list view by selecting the&nbsp;'''List View Options&nbsp;'''icon on the top right.&nbsp;

::: [[File:Listviewoptions button.png|40px|border]]&nbsp;

This will open a modal window that allows the user to select or de-select certain fields to be shown in their current list view. The benefit of this feature is that each list view can display a different combination of fields, both [[Standard Fields|standard]] and [[Custom Fields|custom]].&nbsp;

::: [[File:Listviewoptions list.png|250px|border]]

Other options to modify list views can be accessed through the top buttons available on a list view. 

::: [[File:List view buttons.png|280px|border]]

The above example shows the following buttons from left to right: 

'''Global '''-

:* '''SmartCard Indicator: '''Toggling this on allows a list view to be added to a [[SmartCard]] for easy storing and sharing of resources to customized groups of users. You will be able to use the SmartCard function after you save this setting by highlighting the '''star icon '''that will appear on the right side of the record in a list view. :* '''Open in Modal Window: '''This function is specific for records on list view within another record. Toggling this function on will allow the associated records to appear in a modal window, so that a user is able to easily access and look into the records without having to leave their original list view page. :* '''Records Per Page: '''This function allows you to choose how many records you want displayed in a list view page. The minimum option is 10 and the maximum option is 100. Remember that more records on a page might increase the page's loading time. 

|-

The '''Batch Update '''option allows you to update selected fields of the records on a list view at once. 

:* '''Note: '''This option is often only available to System Administrators. Learn how you can [[List View Overview#Enabling Batch Update Permissions|enable Batch Update permissions]]. :* '''Tip: '''[[List View Overview#Batch Update Buttons|Batch update buttons]] are recommended because the default batch update button more easily allows for accidental deletion. However, you can always [[Restoring Deleted Records|restore deleted records]] for up to one year. 

|-

The List View options function is demarcated by a '''list icon''' and the label '''Default '''or a customized name.''' '''Clicking this icon will open a drop down consisting of the available List Views, which can be toggled between for differing list views of the records. 

:* There will be a check mark next to the list view that you are currently on:* The '''wrench icon '''next to each list view will open it up in Edit Mode:* The '''cog icon '''next to the label '''System List Views '''will open up all the available system list views as a list 

|}

||'''System Views'''

||

:* Belong to a specific [[User Role]]&nbsp;:* All users in that role will have the option to select this List View:* '''Note:&nbsp;'''Multiple System Views can be defined for each role:* Useful for [[Portals]], [[Reports|reporting]], dashboards, etc

|-

||'''Personal Views'''

||

:* Only visible to the user who creates them:* '''Note:&nbsp;'''Multiple Personal Views can be defined for each user* Can be made public so that other people can view it, but will always be classified as Personal:* Making a Personal View public will not enable further functionality with that List View

|}

To edit these List Views, simply select the&nbsp;'''wrench icon&nbsp;'''on the left. The details of that list view will be displayed.&nbsp;

::: [[File:ChangeListViews.png|300px|border]]&nbsp;

===Organizations and Users List Views===

Below are examples of what Organizations and Users List Views look like. 

::: [[File:PeopleList.png|900px|border]]

'''Above: '''A list of all the users in the SmartSimple system. 

::: [[File:Organization List.png|1000px|border]]

'''Above: '''A list of all the organizations in the SmartSimple system. 

List views of both users and of organizations can be accessed from the 9-square menu icon on the top right of your page.

::: {{Icon-Menu}}

Under the heading '''Organizations, '''select '''People '''for a list view of users, and '''Organizations '''for a list view of organizations. 

Within the [[Universal Tracking Application]], the '''Settings '''page allows you to define the list view for Level 1, Level 2, and Level 3 records, as well as the Accounts and/or Contacts section on the Level 1 records if the Contacts/Accounts [[Standard Fields]] have been enabled. 

:* '''Note: '''The List View defined for Level 2 will apply both to the list view on the Level 2 tab and to the list of associated Level 2s at the bottom of a Level 1 record, if shown. This will appear similarly for the Level 3 list view that is listed at the bottom of a Level 2 record. 

To configure a list view of an application, open the application and select the '''cog icon '''on the top of the page that enters '''Configuration Settings.'''

::: [[File:Config settings.png|230px|border]]

In '''Configuration Settings,''' the List Views will be available under the appropriate tab depending on the Level of the entity. The [[Level 1 Entity]] will be available on the first tab ''after'' the '''General''' tab, and so on. The nomenclature will differ depending on the labels associated with that application.

::: [[File:Listview settings.png|500px|border]]

===Configuring List Views===

Clicking into a specific List View will open up the details for that List View. The menu for configuring list views is displayed at the top of the page with different tabs:

::: [[File:Default list views menu.png|400px|border]]

Each tab allows different editing functions. Each tab and its functions will be explained in detail below.

====Properties====

::: [[File:Display Properties.png|650px|border]]

'''Functions of Properties:&nbsp;'''

{| class="wikitable"

The name of the list view is editable. Give your list view a distinct name that you will be able to remember and associate with that list view.&nbsp;

:* '''Note:''' Best practices for naming convention is to make it consistent across the system. Example: '''Rolename - Criteria Summary '''can be applied to all View Names, creating names such as '''Staff - This Year Approved Applications '''

|-

||'''[[Display order|Display Order]]'''

||

Enter a [[Display order|display order]]. This will define which list view will be the default for users who possess multiple roles. List views with lower display order numbers will be displayed&nbsp;''before'' those with higher display orders.&nbsp;

'''Ex:&nbsp;'''If you want your&nbsp;'''Default List View&nbsp;'''to show up first on the list of list view options, you could set its display order to 1 (or any other amount that is lower than all other list view display orders).&nbsp;

:* '''Note: '''Display order can be internally reordered by clicking on the cog icon when accessing a record in list view. 

|-

'''Tree&nbsp;'''- Records are displayed in a hierarchical manner where associations between each other are displayed&nbsp;

:* Each record can be treated as a parent, where you can expand and open up any files uploaded, activities and users attached, etc:* '''Ex:&nbsp;'''Opening up an&nbsp;organization record in an&nbsp;'''Organization Tree List View&nbsp;'''will display the contacts within that organization&nbsp;

|-

'''Open in Edit Mode''': When records are opened, they will default into&nbsp;Edit Mode as opposed to View Mode.

:* This feature ensures security standards as only one user may have concurrent editing access to a record: if an applicant is currently editing their work, and an internal user has the same record open in Edit Mode, it will present as locked by ''x'' user. Opening in View Mode is therefore helpful at certain application stages. 

'''Enable''' '''Quick Edit:&nbsp;'''List View will be configured with the [[Quick Edit]] feature enabled; fields of records can be edited directly from their List View.&nbsp;

 

:* '''Tip:''' The split screen function which can be found on the top right of the list view page works well for quick editing, as it allows you to open into each record without having to repeatedly closing and opening windows. 

 

Split screen icon: [[File:Split screen icon.png|border]]

 

(To get out of split screen and back into single screen mode, simply select the same icon which will now have a single square in it.) 

'''Enable Row Clickable:&nbsp;'''Each row will act as a clickable button to open the referenced record easily.&nbsp;

'''Enable File Download:&nbsp;'''Displays a [[Download files from list view|download option]] to allow downloading of files from [[Custom Field Type: Upload - Single File Storage|single file]] or multiple file fields on the selected records.&nbsp; * The download button will appear on the top right, above the list view.&nbsp;* The download option allows the function to run in the background while users can navigate other parts of the SmartSimple system; once their downnloaded files complete the downloading process, they will receive a notification. 

:* The download button will appear on the top right, above the list view.&nbsp;

:* The download option allows the function to run in the background while users can navigate other parts of the SmartSimple system; once their downnloaded files complete the downloading process, they will receive a notification. 

[[File:Download files button.png|border]]

|}

====Columns====

::: [[File:Columns List View.png|800px|border]]:: The '''Columns''' tab allows you to visually configure the available columns to a List View. The [[Standard Fields|standard]] and [[Custom Fields|custom]] fields that you want to be displayed in your list view are defined here. The maximum is 30 columns to a list view, but best practice is to only display up to 10 columns, as otherwise the user will have to scroll back and forth horizontally and it is a less presentable record, as the platform is responsive on all devices including mobile screens. :: ::* '''Note: '''A single column can contain multiple field values which can help accomodate the 10 column best practice limit. :: You may&nbsp;'''Drag and Drop&nbsp;'''columns to reorder them, and by clicking the&nbsp;'''X&nbsp;'''on the top right of each column you can delete them from the List View.&nbsp;:: List views are highly configurable: you may bring in&nbsp;fields from different areas such as Applicant Fields, Organization Fields, and so on. They will all be displayed underneath the&nbsp;'''Fields&nbsp;'''heading and can be scrolled through.&nbsp;:: By clicking into a cell, you will see the configuration options below.:: In this example, clicking into the '''Organization''' cell will highlight the '''Organization''' standard field and open up configurable options for the user to fill in. 

:: [[File:List view configuration.png|800px|border]]

{| class="wikitable"

This displays the variables for each column's information. Note that multiple standard fields can be added in a single column; the content template will reflect how many fields are in a single column by including the variable for each added field.

:* '''Tip:&nbsp;'''Do not enter HTML into the content template. It will not appropriately render and will instead appear as tags in text. '''Ex: '''A bold '''Name '''label will appear as '''Name''' in order to prevent injectable malicious HTML. :* '''Note: '''Variables cannot be typed into the content template; they can only be selected from the variable list. 

|-

This will enable an open button in that column so that the user can open into that record.&nbsp;&nbsp;

:* '''Tip: '''The open button is preferable over '''Enable Row Clickable '''(from [[List View Overview#Properties|Properties tab]]) when a client frequently uses [[Batch Update Buttons|batch update]] as it enables less back and forth and accidental clicks. 

|}

In this example, the '''Primary Contact''' is added to the same column as the '''Organization''' name, so that they will appear together in the List View.

::: [[File:Insert to current column.png|450px|border]]

On the right, you will see that the variable for the '''Primary Contact''' will show up in the '''Content Template''' box. To make the Primary Contact information appear below the Organization name, simply format the Content Template that way.

::: [[File:Insert to current column 2.png|360px|border]]

To clear a column with multiple values, click the '''X '''button on the top right of the column box. To remove a single field from a column with multiple values, select the '''left arrow icon '''on the right side of that field from within the '''Fields '''list. 

Once you are done configuring your List View, you can select the&nbsp;'''Copy&nbsp;'''button at the bottom of the page in order to copy the List View as a&nbsp;'''System&nbsp;'''or&nbsp;'''Personal View.&nbsp;'''It is best practice to begin by making a copy, particularly if working from the '''Default List View, '''in order to not lose changes and to leave the original view as is. 

:* Remember, making your list view a&nbsp;'''System List View&nbsp;'''will allow other users in your SmartSimple copy to use this list view. Making it a&nbsp;'''Personal List View&nbsp;'''will mean that only you have access to it, although you can choose to make it public so that others can view it; further functions, however, cannot be undergone even with a&nbsp;Personal List View that is made public.&nbsp;:*: [[File:Copybutton for list view.png|250px|border]]

:: [[File:Copybutton for list view.png|250px|border]]

====Sort Order====

::: [[File:Sort order for list views.png|445px|border]]::: 1. Click the '''Add''' button to add rows to the Sort Order.::: 2. Choose a field that the list view should be sorted by, by default.&nbsp;::: 3. Choose the '''Direction''' in which the sort should occur::: ::* '''Ascending''' will sort the selection from A to Z alphabetically or 0 to 9 numerically.::* '''Descending''' will sort the selection from Z to A alphabetically or 9 to 0 numerically.

'''Note''': The '''Sort Order''' options only define the ''default ''sort order for the list view. The list view can always be re-sorted by using the [[Sort By]] feature within the list view.

The&nbsp;'''Export&nbsp;'''tab will display all the functions and options available to users for exporting their list views. A user is able to export a list view with the&nbsp;'''Export button&nbsp;'''on the top right of their list view.&nbsp;

::: [[File:export button.png|border]]

Enabling the Export button will allow you to export into&nbsp;'''Excel,&nbsp;'''the default exporting program.&nbsp;

If you want to export into an Internet-specific folder, such as a Configuration or [[:Category:SmartFolders|SmartFolder]], you can select that from the drop down menu. You can look up specific folders that currently exist in your SmartSimple system by selecting the&nbsp;'''Binoculars icon.&nbsp;'''

::: [[File:Enable export.png|500px|border]]&nbsp;:: ::* '''Update Status After Export:&nbsp;'''Each exported record will be updated to the specific status.&nbsp;::* '''Trigger Workflow After Export:&nbsp;'''Each exported record will trigger the specified workflow.&nbsp;::** For more information: [[Workflows Overview]]&nbsp;::*: [[File:Excel export settings.png|550px|border]]&nbsp;

In the next sections of the Export page, you can customize the settings for exporting to Excel.&nbsp;

'''Note:&nbsp;'''Excel exportation will&nbsp;''not'' maintain personalized formatting done on the&nbsp;'''Columns&nbsp;'''tab, including for instance colour formatting, line breaks where different fields have been included in one cell, and so on. However, once you have exported to Excel, users can freely pivot and customize the formatting on the Excel records. 

::* If you would like more information on&nbsp;'''MS Excel Settings,&nbsp;'''see&nbsp;[[Positioning Exported List View Results in your Excel Spreadsheet]]::* '''MS Word Settings:&nbsp;'''Enter semicolon-delimited list of [[Custom Field Type: Special - MS Word Merge|MS Word Merge field names]] (''fieldname1;fieldname2;fieldname3'')&nbsp;

'''Custom Export Settings:'''

The quick edit tab allows you to enable particular fields for [[Quick Edit]], allowing users using the list view to edit fields on a record directly.&nbsp;

:::: [[File:Quick edit for list viw.png|450px|border]]

==Configuration - Advanced==

===Combining Filters and List Views===

[[Filter|Filters]] are created through [[Advanced Search]] functionality. You are able to use detailed operators that can restrict the search results of a list view: for example, you can drill down list views by status or type, by numeric or alphanumerically created conditions, and so on. The combination of these search conditions are called a '''Filter '''and can be saved into the system for permanent use - either in another search for your own use, for combining with list views, or for the availability of other users who may benefit from seeing the results of your specified conditions. 

 

To combine filters with a specific list view, simply enter the '''Configuration Mode '''of a list view. See [[List View Overview#Accessing the List View Configuration Page|Accessing the List View Configuration Page]] if you need to learn how to access the configuration mode of a list view. 

 

<pre> Filters must be first created through Advanced Search prior to combining them into a list view. </pre>

Under the '''Properties '''tab of the list view configuration page, click into the text box labelled '''Filter Option, '''which will allow you to choose from all of the available system list views.

 

After you have selected your filter, press '''Save. '''(You may also '''Copy '''this Filter + List View combo as a system or personal list view, if you wish to.) 

 

When you access a recordset with this list view, you will now see that the filter appears already populated in the Advanced Search box and that those fields are not further editable. 

 

===Global Settings - System Filters===

By looking into the '''System Filters '''section of the system in the [[Global User Administrator|System Administrator]] role, you are able to pinpoint exactly where [[Filter|filters]] are being used on list views. You are also able to edit the filters associated with particular list views at once by clicking into the List View Name and using the '''Edit Filter '''field. 

 

This area of the system is extremely useful as it can inform a SysAdmin if a list view is external facing and the impact on users in changing or deleting the list view. Similarly, before deleting filters it is best practice to know where they are kept in the system, which users have access to them, if they are in use on a portal, etc. 

 

<pre> Deleted filters or list views cannot be restored; they must be entirely rebuilt. </pre>

 

To reach the '''System Filters section, '''follow these steps: 

 

1. Click the 9-square menu icon on the top right of your page.

 

::: {{Icon-Menu}} 

2. Under the heading '''Configuration, '''select '''Global Settings.'''

 

3.. Under the first tab, '''System, '''and the subheading '''System Configuration, '''select '''Search Filters.'''

 

::: [[File:Search filters.png|350px|border]]

4. Above the list of filters is a look up box titled '''Show Filters For. '''By clicking into this, you can toggle between which system list views you would like to know the filters for. You may choose between specific UTA list views (which will then be further subdivided by Levels), overall user list views, organization list views, or transaction list views. 

 

::: [[File:Show filters for.png|400px|border]]

5. Clicking the '''Name '''of a filter will open a modal window that allows you to '''Edit Filter.'''

 

::: [[File:Edit filter.png|400px|border]]

The window will display the filter name, the associated filter that can be edited, and the associated list views. 

 

:* Clicking on the '''Edit Filter '''button will bring you to the list view page and the advanced search box that has the filter components. 

:* Clicking on any of the '''Associated List Views '''will bring you to the specific list view in '''Configuration Mode. '''

 

===Batch Update Buttons===

For more information on Batch Update Buttons, see [[Batch Update]]. 

On list views related to&nbsp;[[Universal Tracking Application|Universal Tracking Applications]]&nbsp;(that is -&nbsp;''not''&nbsp;Organizations or Contacts List Views, like those we have been working with), '''Batch Update Buttons&nbsp;'''can be enabled. Once you are in configuration mode for a List View, you will see a fifth tab on the menu that will allow you to create Batch Update Buttons. Clicking on this menu will open up a list of available Batch Update buttons. To create a new button, click the '''+ '''icon. 

::: [[File:Batch update buttons.png|400px|border]]

The criteria to define for each button is explained below:&nbsp;

Select from a number of types of what you want your button to perform. A common use case is for the '''Option '''function to depend on '''Status - '''for example, on a List View of grant applications, this Batch Update button will change the status of all selected records at once.

:* Other options: Archiving, updating [[Custom Fields]] to predefined or custom values on either common or Type-specific fields, etc

|-

On other list views (such as for Organizations and Contacts, rather than [[Universal Tracking Application|Universal Tracking Applications]], you will see an icon to the top right of the list view that enables&nbsp;'''Batch Updates.&nbsp;'''

::: [[File:Batch update button.png|border]]

If using '''Status''' for your Batch Update button, once you save the button an option for writing a confirmation message will appear. This is not mandatory, but often helpful for users as they can see the batch update progress and confirmation at the top of the screen, but may not be aware of the ramifications: leaving a note on the function of the button will help them decide whether they want to use the Batch Update button or not. Batch Update buttons work based on [[Role Based Security]]. 

'''Notes''':

:* Batch update functionality can also be used to run template formulae, but will override all logic restrictions and trigger workflows:* Batch update buttons are available on [[Universal Tracking Application|UTAs]] of all levels :* If there are automated processes that may be triggered by a batch update, best option is to open any affected record when in the [[Global User Administrator|System Administrator]] role and select '''Options''' >> '''Workflow History''' to view the process of triggers.:* If ever in doubt, run the Batch Update Button on your [[Backup Server and Testing Instance]]. It is best practice, although not mandatory, for Batch Update buttons to provide one valid progression - e.g. a list view with a predefined filter of all applications in pending approval status, where the last step is to approve them simultaneously and for all notifications to go out at the same time. 

1. Click the 9-square menu icon on the top right of your screen.

::: {{Icon-Menu}} 

2. Under '''Applications, '''click to the specific UTA you are looking for, or find it under '''Configuration '''>> '''Tracking Applications. '''

3. Select the '''cog icon '''at the top if you are on the specific UTA's page, or select the '''pencil icon '''next to the specific UTA if you are on the '''Tracking Applications '''list. 

::: [[File:Config settings.png|200px|border]] : <div style="padding-left: 150px;">OR </div>::: [[File:Edit buttons.png|450px|border]] 

Both methods will display the details of that UTA. 

4. Under the tab '''Security, '''select '''Feature and Function Permissions. '''

::: [[File:Feature n function permissions.png|500px|border]]

 5. The ability to enable batch update for certain roles should appear as the first line. Click into the text box in order to look up which roles in the system you would like to make the Batch Update functionality available to. Remember, best practice is to only make this function available to [[Global User Administrator|System Administrators]]. 

::: [[File:Enable batch update permission.png|350px|border]]

 6. Click '''Save.'''

To enable Batch Update Permissions for Organizations and Contacts List Views:

1. Click the 9-square menu icon on the top right of your screen.

::: {{Icon-Menu}}

2. Under the heading '''Configuration,''' select '''Global Settings'''.

3. Under the tab '''Security,''' select '''System Feature Permissions'''.

::: [[File:Sys feature permissions.png|600px|bordfer]]

4. The Enable Batch Update option should be listed first.

::: [[File:Enable batch update permission.png|350px|border]]

Click into the text box in order to look up which roles in the system you would like to make the Batch Update functionality available to. Best practice is to make this function only available to System Administrators.

6. Click '''Save'''.

Remember, the default "from" email address will be from the particular administrator logged in as the sender, but that can be easily changed under '''Global Settings >> Security >> Email Settings. '''

::: [[File:Email from address.png|700px|border]]

=====Group Email for Organizations and Users List Views=====

1. Click the 9-square menu icon on the top right of your page.

::: {{Icon-Menu}} 

2. Under '''Configuration, '''select '''Global Settings.'''

3. Under '''Security, '''select '''Email Settings. '''

[[Email & Email Broadcast Security|Email Settings ]] have a number of functions and options.

{| class="wikitable"

3. Once the UTA records are displayed, select the '''cog icon '''on the top of the UTA page to enter '''Configuration Mode.'''

::: [[File:Config settings.png|border]]

4. Once you are in '''Configuration Mode, '''select the tab '''Security.'''

'''Note: '''If you want to set Email Role restriction, toggle on the '''Enable Email Role Restriction '''feature. This means that on the current UTA records, users can only email those who their role allows. This is set in conjunction with [[Roles and Security Settings]]. 

::: [[File:Screenshot 32.png|500px|border]] 

 5. To '''Enable Group Email '''for that UTA, select '''Feature and Function Permissions.'''

::: [[File:Feature n function permissions.png|500px|border]] 

6. Going on the second tab (labelled differently depending on the [[Level 1 Entity]] for that UTA), scroll down until '''Enable Group Email. '''

::: [[File:Screenshot 33.png|600px|border]]:: ::* The '''question mark icon '''next to the title will give you tips on how to use Logic, should you wish to configure Group Email through that route.::* The '''Role '''text box will allow you to click in and select which roles will have '''Group Email '''functionality for that UTA.

7. Click '''Save. '''

Once you have enabled Group Email permissions either on a specific UTA or for specific roles for Organizations and Users List Views, the group email icon should now appear when you access that list view.

::: [[File:group email icon.png|border]]

If no records are specifically checked, the system will assume this function should apply for all records.

Clicking on this icon will open up a modal window to allow you to check which user roles should act as recipients.

::: [[File:Group email step 2.png|200px|border]]

After selecting which user roles should act as recipients, click '''Next'''.

The Template and Modify Message window will appear.

::: [[File:Group email template.png|800px|border]]

Here, you can click into and modify the [[Creating Message Templates|template]], From Address, CC Email Address, Subject, and Attachment fields.

You can also modify more advanced options for the group email, including whether you would like to save the email as an Event, whether you want to add unique recipients, and whether you want the formatting for the email body to be in HTML or plain text. The preview will appear below.

'''Features of List View Charts: '''

:* Immediately downloadable in .png, .jpgjpeg, .pdf, or .svg:* 7 descriptive and colourful chart types available:* Chart by status, type, or another value of your choice:* Toggle easily between chart and table view :* Can go directly into the object from a table view:* Eliminates need for reporting processes :* Great for granular views of data :* Useful for on-the-fly presentations or meetings :*::: [[Image:Interactive List View Charts.gif|link=|600px|border]]

:::::: [[Image:Interactive List View Charts.gif|link=|600px|border]]

====How to Configure Interactive List View Charts====

If your list view does not already exist, then create a list view with the data that you want to chart. Depending on what type of data you would like to visualize (ex: contact information, grants information, etc) then you can access the configuration mode of list views from various parts of the system. See [[List View Overview#Accessing the List View Configuration Page|hereAccessing the List View Configuration Page]] for a table of how to access different list views for configuration.

If you do not know how to make a list view, see [[List View Overview#Configuring List Views]] for an explanation of all the different functions available with list views.

The list view of a UTA [[Level 1 Entity]] is shown below.

::: [[Image:Ichart-list-view-column.png|link=|600px|border]]

'''Note''': If your list view is only going to be used for charts, check '''Configuration Only''' at the bottom of the '''Properties''' page. This feature hides this list view from the '''View''' list, but you can still pick it to view when configuring a [[Portals|portal]].

::: [[Image:ichart-list-view-properties.png|link=|600px|border]]

After configuring your list view, click the '''Save''' button so that it is stored in the system.

1. Next, click the 9-square menu icon on the top right of your page.

::: {{Icon-Menu}}

2. Under the heading '''Configuration'''', select '''Roles & Security.'''

4. Select the '''Edit''' button (pencil icon) next to the desired role whose portal you want to display your chart on.

::: [[File:Portal activated.png|800px|border]]

'''Note''': You can tell if a user role has their [[Portals|portal]] activated if there is a black dot aligned with the portal column.

'''Note''': The first row, '''Common,''' is the option to modify the menu and portal items for all users rather than to undergo this process based on role-specific functionality. The common portal is beneficially used for basic menu items that do not have advanced security permissions or role-based visibility.

The '''Portal '''configuration will be displayed as a tab on the left side menu. If this tab does not automatically appear, ensure that your '''Advanced Options '''(top right of page) is toggled on, and click '''Save '''to refresh the side menu. 

::: [[File:Portal side menu.png|150px|border]] 

5. On the role's portal page, select the '''+''' icon under the heading '''Main Menu.''' This will create a new component for the main page that this role sees.

::: [[File:Add main menu portal.png|600px|border]]

6. Fill out the caption and description of the main menu item you want to add. When selecting '''Content Type,''' ensure that you select the '''Sections''' option. All other content type options will not allow you to create an interactive chart.

::: [[File:Sections portal.png|680px|border]]

7. After clicking '''Save,''' a new heading titled '''Sections''' will appear below. Click the '''+''' icon to create a new section.

::: [[File:Add section portal.png|280px|border]]

8. This will bring you to a page to fill out regarding the section containing the list view you want to appear as an interactive chart. Fill in the name and other details, but ensure that your '''Type''' is selected as '''Chart.''' Click '''Save'''.

::: [[File:Add chart portal.png|680px|border]]

9. The chart settings will appear at the bottom of the page.

::: [[File:Chart settings.png|600px|border]]

{| class="wikitable"

|-

||'''Description'''

|-

||'''Chart List View'''

||Click into the text box in order to select from the available system list views to display in chart form.

|-

||'''Chart List View Filters'''

||Click into the text box in order to select from the available system list view filters that will modify what data is displayed in chart form.

|-

||'''Chart Title'''

||

Populate the chart title - go with a naming convention that concisely describes what the chart is visualizing (ex: Grants Funded by Amount).

|-

||'''Chart Type'''

||

Select the chart type you wish to use. The current options include: 

:* Bar:* Horizontal Bar:* Pie:* Donut:* 3D Bar:* 3D Pie:* 3D Donut

|-

||'''X-Axis'''

||Select the list view column that should appear as the x-axis of the chart. The columns available are the [[Standard Fields]] associated with that list view.

|-

||'''Y-Axis'''

||

Select the list view column that should appear as the y-axis of the chart. The columns available are the [[Standard Fields]] associated with that last view.

|-

||'''X-Axis and Y-Axis Label'''

||Provide appropriate labels for the x-axis and the y-axis. These labels will appear rendered on the chart next to the respective axis.

|-

||'''Aggregation'''

||

Select the aggregation type from the available options: 

:* '''Sum: '''Provide a sum of all values in the column selected as the y-axis for each grouping defined in the column selected in the x-axis.:* '''Average: '''Provide an average of all values in the column selected as the y-axis for each grouping defined in the column selected in the x-axis.:* '''Count: '''Provide an overall count of records for each grouping defined in the column selected in the x-axis.:* '''None: '''No aggregation of data will be displayed. 

|-

||'''Enable View Options'''

||

Toggling on Enable View Options will allow the user to choose explicitly between which views he wants to see the data in (list, table, chart, etc). 

|}

<br 10. When you are done configuring your interactive list view chart, click '''Save. '''Preview the portal in order to ensure that the chart appears correctly.  ====Using the Interactive List View Chart====When you enter the SmartSimple system from a user account associated with a specific role, the first page that you enter into is the role-based portal. (Alternatively, it could be the Common Portal if the system is configured using the Common Portal, or there may be elements from the Common Portal alongside elements of a role-specific portal.)  The interactive list view charts, if they are configured, will appear on the portal.  In the below example, a '''3D Pie '''Chart using list view information of grants by state is shown on the portal.  ::: [[File:Portal pie chart.png|400px|border]]You can enter into a record by clicking its column/><br />slice (depending on which Chart Type is displayed). This will open a list display of all the associated records in that column. To further utilize the interactive list view chart, simply click on the icon buttons that appear on the top right of the visual. ::: [[File:List view view options.png|border]] The left button allows you to '''View All Data '''in the standard list view. The right button allows you to view the data as a '''Table.''' Clicking on the '''View All Data Button '''will open new buttons in the list view format. If you select a record, or several records, more buttons will appear that have the same functionality as on a normal list view: batch updates, delete, send email, etc. The outer two buttons will always allow you to toggle between '''Table View '''and '''Chart View. ''' :::: [[File:List view options.png|250px|border]]On the left side of the interactive chart is another '''three line icon '''that, when clicked, will give options for '''printing '''and '''downloading '''(as .png, .jpeg or .svg image, or as PDF document). ::: [[File:Portals print.png|300px|border]]====Interactive List View Chart Types====The different view types for how the information from the Interactive List View Chart is displayed are visually shown below:  :* '''Chart''': Displayed as a chart ('''Chart Type - Bar) ''':*:: [[Image:ichart-list-view-defaultChart.png|link=|600px|border]]:* :** '''List View''': Displayed as a basic list  view. :*: [[Image:ichart-list-view-defaultLV.png|link=|600px|border]]  '''Table''': Displayed as tabular data.

::: [[Image:ichart-list-view-defaultTable.png|link=|600px|border]] 

==Helpful Tips with List Views==

===Making List View Searches Faster===

Some common tips for reducing the load time on a list view when performing searches are:

 

* Instead of searching “All Columns”, search a specific column (field) by using the column selector dropdown.

* Reduce the amount of columns displayed in the list view. Less columns are easier to read and digest (7 - 8 columns or less is recommended for ideal usability).

* Add specific status/type filters (only search for records of a specific status and type).

* Archive older records that may not be relevant.

* Avoid '''Display Text and Variable''' fields in list views. You can pull organization and user information directly into the list view without using display fields.

* If you have a lot of records and you don’t need sorting, counts, or real time results, you can turn on the '''Enable Quick Load''' feature located in the list view settings.

* Adjust the Personal Setting called '''List View Records Per Page'''. Example '''20''' records will load faster than '''All''' records.

 

===Accessing the List View Configuration Page===

Most list views can be edited on the fly, by clicking the '''wrench icon '''next to the name of the list view.

::::: [[File:Edit list viewes.png|300px600px|border]]

Clicking the wrench will bring you to the [[List View Overview#Configuring List Views|configuration]] page for that record. 

|}

 ===<br />Using Reports vs List Views===

'''When is it appropriate to use a List View, and when is it appropriate to build a report? '''

A [[:Category:Reports|report]] is needed if your situation includes '' at least one '' of the following criteria: 

:* You need more than 30 columns

:* You need formulae formula or calculations:* You need more complex aggregations , than a simple total (e.g. count distinct, minimum, maximum, sum, group by, total by) :* You need an [[Odata Overview|OData connection ]] or you need to link multiple datasets that are not automatically connected (e.g. multiple [[Universal Tracking Application|UTAs]] )'''NotesNote: ''':* [[:Category:Reports|Reports]] are more sensitivebecause: :** only 5 criteria are permitted compared to limitless criteria on a List View View:** requires more knowledge of SQL and reporting (although fine if a user is familiar with MS Access or Tableau, as it uses the same principles) :** less dynamic dynamic For more insight into the functionality of list views and reports within [[SmartSimple]], please see our [[List View and Reports - Why?]] page.   

{| style="background-color: #f0f0f0; border-style: solid; border-width: 2px;" cellpadding="5"

==See Also==

:* [[Portals]]

:* [[:Category:Reports|Reports]] 

:* [[Portals#List View and Mixed Record Type|List View and Mixed Record Type]]

:* [[Configuring Interactive List View Charts]]

:* [[Adding Form Fields to a MS Word Document#Preparing Template for List View Export|Preparing Existing Word Template for List View Export]]

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Chris Kulczyk

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