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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 The&nbsp;'''List View View&nbsp;'''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. &nbsp;
'''Features of List Views: &nbsp;'''
* Up to 30 columns of records
* Dynamic Filters — Filters&nbsp;— create and combine filters, narrow down by type or status, control date/time options, etc* Download Files option — option&nbsp;— download all records from a list view, including attachments* SmartCard Indicator — Indicator&nbsp;— collect groups of objects into different [[SmartCards|SmartCard]] that &nbsp;that can be easily shared with other users users&nbsp;* Group Email — Email&nbsp;— send a group email; for example, mass email a list of applicants from approved applications from a previous year year&nbsp;* Formatting Options — Options&nbsp;— drag and drop sequence of records, format colour and text boldness, group fields to display in a single cell, etc* Multiple View Options — Options&nbsp;— change list views into dashboards, interactive charts, graphs, etc
* [[Exporting List View Results to Microsoft Excel|Export to Excel]] — easily export list views to Excel for record-keeping sheets
* Portal Shortcuts — Shortcuts&nbsp;— use list view aggregations to display on your Portal as a shortcut shortcut&nbsp;* Batch Updates — Updates&nbsp;— enable a Batch Updates button to modify all records in a list view at once once&nbsp;
... and much more! &nbsp;
<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 InstanceInstances]]
==Configuration—Essentials==
A typical external user is unable to edit list views, although they may select between varying list views to change their screen. Only users with the role of of&nbsp;[[Global User Administrator|System Administrator]] are &nbsp;are able to edit list views. &nbsp;
===Example of List Views===
For example, clicking on on&nbsp;'''Organizations 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 within&nbsp;'''People 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 the&nbsp;'''List View Options 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]]
===System Views and Personal Views===
There are two types of list views: &nbsp;
{| class="wikitable"
||'''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
||
* 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 toggle between differing Lists Views, including between System and Personal List Views, simply select the the&nbsp;'''list chart icon icon&nbsp;'''above your list view. A drop down list will appear that has both the available System and Personal List Views for each user. Each List View is labelled by the user who originally created them.
To edit these List Views, simply select the the&nbsp;'''wrench icon icon&nbsp;'''on the left. The details of that list view will be displayed. &nbsp;
:: [[File:ChangeListViews.png|300px|border]] &nbsp;===Configuring List Configuring&nbsp;List Views===
The menu for configuring list views is displayed at the top of the page with different tabs:
====Properties====
:: [[File:Display Properties.png|650px|border]]
'''Functions of Properties: &nbsp;'''
{| class="wikitable"
|-
|-
||'''View Name'''
||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;
|-
||'''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 displayed&nbsp;''before'' those with higher display orders. &nbsp;
'''Ex: &nbsp;'''If you want your your&nbsp;'''Default List View 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;
|-
||'''Role Permission'''
||Set which [[User role|roles]] you want to have access to this list view. Setting roles is helpful if you know that multiple users will access what you're creating a list view of - for example, you can select select&nbsp;'''Everyone''', or or&nbsp;'''Employees Employees&nbsp;'''only. If it is a list view containing information only pertinent for for&nbsp;'''System Administrators, &nbsp;'''for example, then you can set that role and restrict this view from others. &nbsp;
|-
||'''Filter Option'''
||Select which Filter you want to set on this list view. Filters can be saved and stored through [[Advanced Search]], and are labelled by their creators. They can be used as System Filters or Personal Filters. &nbsp;
|-
||'''View Style'''
||
'''List List&nbsp;'''- The typical list view display, where records are displayed horizontally by their associated details and vertically to each other
'''Grid Grid&nbsp;'''- Records are displayed in a grid-like style, with each record displayed in a square. Ideal for records with uploaded images. &nbsp;
'''Tree Tree&nbsp;'''- Records are displayed in a hierarchical manner where associations between each other are displayed 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 organization an&nbsp;organization record in an an&nbsp;'''Organization Tree List View View&nbsp;'''will display the contacts within that organization organization&nbsp;
|-
||'''Card View Style (Mobile/Grid)'''
||
'''Note: &nbsp;'''This feature should only be used if you have enabled the the&nbsp;'''Grid View Style Style&nbsp;'''
Choose to display uploaded images on each record as as&nbsp;'''Full, Large, &nbsp;'''or or&nbsp;'''Small Small&nbsp;'''and/or or&nbsp;'''Above, Left,''' or or&nbsp;'''Right Right&nbsp;'''of text
'''Tip: &nbsp;'''Ensure that there is a sufficient amount of images uploaded for the records in order for the the&nbsp;'''Card View Style Style&nbsp;'''to look reasonable; otherwise, records without images will show up as a blank square. &nbsp;
|-
||'''Manifest as Tab'''
||
Different list views will appear as a separate tab that can be toggled back and forth, rather than the user having to select the specific List View from a drop down list. &nbsp;
'''Note: &nbsp;'''This option is not always recommended because of its overuse of screen real estate.
|-
||'''Hide Filter Search Text'''
||This option will not display the Filter Search Text in a list view; for example, if a System Administrator sets a specific Filter on a list view but does not want users to know what that filter is, you may select this option. &nbsp;
|-
||'''Default Buttons'''
||
Useful for lists where you would need to do a lot of batch updates. Buttons available are under the the&nbsp;'''Feature Options Options&nbsp;'''heading. &nbsp;
|-
||'''Feature Options: &nbsp;'''
||
'''Open in Edit Mode''': When records are opened, they will default into Edit into&nbsp;Edit Mode as opposed to View Mode.
'''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;
'''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;
[[File:Download files button.png|border]]
'''Enable Map Panel: &nbsp;'''Takes each record on a list and plugs in the associated contact's address to create a geographical visual of where the clients are. &nbsp;
'''Marked as Configuration Only: &nbsp;'''Will go into configuration mode automatically rather than show up in a List View. &nbsp;
|-
||'''Translated Data Language'''
||Select which language you would like the records' data to show up in. &nbsp;
|}
====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.
You may may&nbsp;'''Drag and Drop Drop&nbsp;'''columns to reorder them, and by clicking the 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 fields in&nbsp;fields from different areas such as Applicant Fields, Organization Fields, and so on. They will all be displayed underneath the the&nbsp;'''Fields 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.
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 as that it is a security risk. &nbsp;
|-
||'''Text Align'''
||You may choose whether you want the text in a column to align on the the&nbsp;'''Left, Right, &nbsp;'''or or&nbsp;'''Center.'''
|-
||'''Font Colour'''
||'''Show Open Button'''
||
This will enable an open button in that column so that the user can open into that record.  &nbsp;&nbsp;
|}
:: [[File:Insert to current column 2.png|360px|border]]
Once you are done configuring your List View, you can select the the&nbsp;'''Copy Copy&nbsp;'''button at the bottom of the page in order to copy the List View as a&nbsp;'''System System&nbsp;'''or or&nbsp;'''Personal View. &nbsp;'''Remember, making your list view a&nbsp;'''System List View View&nbsp;'''will allow other users in your SmartSimple copy to use this list view. Making it a&nbsp;'''Personal List View 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 Personal a&nbsp;Personal List View that is made public. &nbsp;
:: [[File:Copybutton for list view.png|250px|border]]
:: [[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:
:
====Export====
The The&nbsp;'''Export 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 the&nbsp;'''Export button 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 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 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;
'''Tip: &nbsp;'''The default settings in the system are normally sufficient. &nbsp;
'''Note: &nbsp;'''Excel exportation will will&nbsp;''not'' maintain personalized formatting done on the the&nbsp;'''Columns Columns&nbsp;'''tab, including for instance colour formatting, line breaks where different fields have been included in one cell, and so on. &nbsp;
:* If you would like more information on on&nbsp;'''MS Excel Settings, &nbsp;'''see 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:'''
|}
====Quick Edit====
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==
===Batch Update Buttons===
On list views related to to&nbsp;[[Universal Tracking Application|Universal Tracking Applications]] &nbsp;(that is - &nbsp;''not'' Organizations &nbsp;Organizations or Contacts List Views, like those we have been working with), '''Batch Update Buttons 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. &nbsp;
:: [[File:Batch update buttons.png|650px|border]]
Click on the the&nbsp;'''+ &nbsp;'''icon in order to create a new button. &nbsp;
The criteria to define for each button is explained below: &nbsp;
{| class="contenttable"
|}
you will see an icon to the top right of the list view that enables enables&nbsp;'''Batch Updates. &nbsp;'''
:: [[File:Batch update button.png|border]]
==Contact and Company List Views==
The screenshot above is an example of a Contacts list view. List views can also be [[Configuring List Views|configured]] for Company and Account records. These list views are [[Configuring List Views|configured]] on the [[Global Settings]] page under [[bs://User <span class=|&%20Contact%20Settings%20" href="bs://User%20&%20Contact%20Settings%20" data-mce-href="User%20& Contact Settings |%20Contact%20Settings%20" data-bs-type="internal_link" data-bs-wikitext="User%20&%20Contact%20Settings%20%7CUser%20&%20Contact%20Settings%20">User & Contact Settings ]] and [[bs://Company <span class=|&%20Account%20Settings" href="bs://Company%20&%20Account%20Settings" data-mce-href="Company%20&%20Account%20Settings" data-bs-type="internal_link" data-bs-wikitext="Company%20& Account Settings|%20Account%20Settings%7CCompany%20&%20Account%20Settings">Company & Account Settings]], respectively.
Within each separate [[UTA|application]], the Account and Contact list views can be independently configured to display different fields. See [[Accessing the List View Configuration Page|this page]] for information on accessing the list view configuration pages for specific [[Entity|entities]].
<br data-attributes="%20/"><br data-attributes="%20/">
==List Views in a Universal Tracking Application==
:* Similarly the Level 3 list view applies also to the Level 3s listed at the bottom of a Level 2 record.
<!span id="bs_comment:@@@CMT0@@@" class="mceNonEditable comment" data-bs-type="comment" data-bs-::* id="0"> If '''Display as Tab''' has been enabled for a Level 2 [[Type]] you can personalize the '''List View''' for the items listed on that tab.::* If you use the same Tab Label for more than one Level 2 [[Type]] (thus grouping multiple Types onto the same Tab) it will also use the '''List View''' configured on the Settings page, the same List View as the '''Other Level 2 Types''' tab.* Within most other [[Applications]] you can set the '''List View''' via the '''Settings''' page.::''Some list views contain special items and cannot be configured, such as the list of Applicants on an Opportunity within [[Sales Tracking]].''* When viewing the list of '''Contacts''' you can set the '''List View''' by clicking on the '''Edit View''' tab:<br>::[[Image:Editviewimage.png]]:'''Note:''' changes here will affect the Contacts List View throughout [[SmartSimple]] (UTA Contacts Tab, Search People, Sales Tracking, etc.)   as well as the Accounts and/or Contacts sections on the Level 1 records (if the Contacts/Accounts Standard Fields have been enabled)--</span>
'''This page gives a general definition of the SmartSimple list view.
For instructions on configuring list views, visit [[Configuring List Views|this page]].'''
<br data-attributes="%20/">{{ListViewFooter}}</span>
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