Using Lists

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A list is a display of records of the same type, such as a list of tasks, calendars, users, and so on. When you click on an application or module in the left navigation pane, the UI displays a list of associated records in the center pane.

Contents 1 Breadcrumbs 2 Sorting and Filtering 2.1 To specify record sorting 2.2 To filter out a single record from a list 2.3 To create a filter 2.4 To run a filter 2.5 To save a filter 2.6 To run a saved filter 2.7 To remove filtering from a list 3 Specifying the Number of Records Per Page 4 Adding Records 5 Deleting Records 6 Quickly Displaying Records 7 Searching for Records 8 Generating Pie or Bar Charts from a List 9 Exporting Lists to an Output File

Breadcrumbs

All lists display breadcrumbs. Breadcrumbs keep track of your location within the UI, and what, if any, filters you have applied. The example below shows breadcrumbs that represent the application being displayed (Audits), along with a filter (Created on Today) that has been applied to the list.

To toggle breadcrumbs

Click on the icon next to the topmost breadcrumb, as shown in the example below.

Sorting and Filtering

To specify record sorting

• Click on the column name you want to sort on. A small arrow appears to the left of the name to indicate the direction of sorting. An up arrow indicates ascending alphabetical or numerical order; a down arrow indicates the opposite. Click again to reverse the direction of sorting.

or

• Position the cursor to the right of the column name you want to sort on and right click. The UI displays a menu that includes the following options:
• Click Sort (a to z) to sort objects in this column in ascending alphabetical or numerical order.
• Click Sort (z to a) to sort objects in this column in descending order.

To filter out a single record from a list

1. Right-click on the record name.
2. Select Filter Out. This quick filter is added as a breadcrumb.
3. To filter the object back in, click on the prior breadcrumb.

To create a filter

You can create a filter and either run it immediately or save it to apply it later.

1. Click on the plus sign in the upper left corner.



The UI displays the filter dialog.




The dialog allows you to specify a condition consisting of:
• A field from this record type
• A relevant comparison operator, and
• A relevant object or field to compare the field with.
2. Make your selections from the drop down menus. Examples include:
• Create Time before Today
• Owner is Username
• Enabled is False
• Created by starts with S
3. Optionally, you can enhance your filters using any of the following:
• To add an AND condition, click
• To add an OR condition, click
• To sort, click

To run a filter

1. To apply the filter to the list, click Run. Note that the filter name is added to the breadcrumb.

To save a filter

1. Click Save.
2. Specify the filter name.
3. Specify which users are allowed to use the filter.
4. Click the Save button.

To run a saved filter

Select the saved filter you want to run from the Show drop down just below the title bar. The UI applies the filter and adds the filter name to the breadcrumbs.

To remove filtering from a list

Click on the previous breadcrumb, as shown on the example below.

Specifying the Number of Records Per Page

From the dropdown in the upper right corner, select the number of records per page you want to display.

Adding Records

Adding a new record is a simple uniform procedure through the environment. From any list, click the New button.

Deleting Records

You can delete one or more records as follows:

• To delete one or more specific records, click on the box associated with those records and select Delete from the Actions on selected rows... menu.



• To delete all records, click on the box next to the Actions on selected rows... menu and select Delete.

Quickly Displaying Records

You can display the contents of a record without opening it. Hover over the paper icon to the left of the record name, as shown in the illustration below.

Searching for Records

You can perform searches from any list, using the Go to boxes, shown below.

The options in the Go to box vary depending on the module and the columns selected to display on the list. To perform a search:

1. Select the field you want to search on. For example, Assigned to.
2. Enter a value appropriate to that field. For text fields, you can search on a full or partial string.
3. Click the search icon. The search jumps to the first match and displays that record at the top of the list.

Generating Pie or Bar Charts from a List

This feature allows you to quickly generate a pie or bar chart that groups and displays objects in the list according to which column you click. For example, the pie chart below was generated by right-clicking the "Invoked By" column on the Activity History list:

1. Click in the column header from which you want to generate a chart.
2. Right-click and select Pie Chart or Bar Chart. The UI generates the chart.
3. Optionally, click the Print icon in the upper right corner to print the chart. To escape the chart, select any menu option.

Exporting Lists to an Output File

This feature allows you to save the contents of a list to one of the following file types: Excel, PDF, or CSV (comma-separated values in an Excel file).

1. Right-click in any column header of the list.
2. Select Export.
3. Select Excel , PDF , PDF - Detailed , or CSV. To export to Excel or CSV, you must have Excel running on your machine; to export to PDF, you must have Adobe Acrobat running on your machine.
4. Follow the prompts to download and save or open the output file.