Changes

:: ... 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==

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&nbsp;[[Global User Administrator|System Administrator]]&nbsp;are able to edit list views.&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;

::: [[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: 

:* '''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. 

|-

||'''Batch Update'''

:* '''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. 

|-

||'''Export'''

:* 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 and Personal Views===

:* '''Note:&nbsp;'''Multiple System Views can be defined for each role

:* Useful for [[Portals]], [[Reports|reporting]], dashboards, etc

|-

||'''Personal Views'''

:* 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&nbsp;'''list chart 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.

::: [[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. 

::: {{Icon-Menu}}

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

:* '''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.

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

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

{| class="wikitable"

|-

:* '''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]]'''

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

|-

||'''Role Permission'''

:* 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;

|-

||'''Card View Style (Mobile/Grid)'''

:* 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]]

::: 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"

|-

:* '''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. 

|-

||'''Text Align'''

:* '''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. 

|}

Multiple values can be added in each column. Once you click a field, a new '''left arrow icon''' will appear on the right of the other standard fields. To add another field into one column, select that icon.

::: [[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. 

:* 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;

====Sort Order====

::: [[File:Sort order for list views.png|445px|border]]

'''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.

====Export====

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;

::*: [[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;

::* '''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:'''

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

==Configuration - Advanced==

===Combining Filters and List Views===

::: {{Icon-Menu}} 

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

::: [[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. 

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

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

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

|-

||'''Value'''

::: [[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]]. 

::: {{Icon-Menu}} 

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

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'''.

===Group Email===

The '''Group Email '''function is available for List Views and must be separately enabled.

::: [[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.'''

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

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

::: [[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. '''

7. Click '''Save. '''

For [[Level 2 Entity|Level 2 Entities]] (and Level 3 or higher), this feature can be enabled following the same process. Simply click onto the next tab, which will be labelled differently depending on your UTA.

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

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

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

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

::: [[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.

:* Great for granular views of data 

:* Useful for on-the-fly presentations or meetings 

::::: [[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|Accessing the List View Configuration Page]] for a table of how to access different list views for configuration.

::: [[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.

::: {{Icon-Menu}}

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

::: [[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.

::: [[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"

|-

:* 3D Pie

:* 3D Donut

|-

||'''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'''

::: [[File:Portal pie chart.png|400px|border]]

You can enter into a record by clicking its column/slice (depending on which Chart Type is displayed). This will open a list display of all the associated records in that column.

::: [[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.'''

:::: [[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) '''

'''Table''': Displayed as tabular data.

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

==Helpful Tips with List Views==

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

::::: [[File:Edit list viewes.png|600px|border]]

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

:* You need formulae or calculations

:* You need more complex aggregations, than a simple total (e.g. count distinct, minimum, maximum, sum, group by, total by)

'''Note:'''

:* [[:Category:Reports|Reports]] are more sensitive because: 

:** only 5 criteria are permitted compared to limitless criteria on a List View