ASSUMPTION

As the access to Views is controlled by security, the following section does assume that the User does have access rights to the Views.

Views to which a User does not have access to, are not displayed.

Accessing Views

For the task of ...

I need to ...

Accessing a View via the Menu

Since all Views are part of a "Workspace", you will need to navigate to the Workspace which contains your View.

• Start by selecting "Workspace", and then follow the path which will take you to the required Workspace.
  
  
  
  NOTE:
  The menu structure is only an example. Since each client can define their own menu, the content of your menu may be different to the one shown above.
  
• Once you have accessed the Workspace, select the required View.
  
  

Accessing a View via a Dashboard (this includes the Home Page)

Your View may be included on the Home Page, or on another Dashboard. If this is the case, simply click on the link on the Dashboard, and the system will take you directly to the selected View.

Directly accessing a View via "Smart URL"

Views can be directly accessed from outside the application by using the "Smart URL" functionality, for example:

http://server-name:8080/NetForms/list/Open-Incidents

These URL can be contained in an email, or they also can be used as Bookmarks in your Browser.

NOTE

Depending on the access rights, or the way the system is set-up, some of the options listed below (for example DELETE or NEW) may not be available to a User.

Working with Views

For the task of ...

I need to ...

Selecting a Record for editing

There are the following options:

• If the list contains an auto-number field, for example the Incident Number (INC-12345), you can
  - click on that number to open the record in the current window.
  - right-click on that number to open the record in a new browser tab, or in a new browser window.
• If there is no auto-number field, click on the first column.
• Double-click on the record.

Creating a New Record

Click on the New button

Resizing of Columns, or changing their order.

You have these two options:

• You can resize a column by clicking on and dragging the right hand side of the header.
• To change the order of the columns, click on and drag the header to the left or right, as required.

Sorting a single Column

Click on the Header of the Column you need to sort. Repeated clicking will toggle between Sort Ascending and Sort Descending.

NOTE:

• Some columns cannot be sorted. As a result, clicking on such columns will not affect any changes.

Quick Filtering of a List View

The "Quick Filter" for List View allows users to filter a List View across all currently visible columns - not just a single column.

Here are a few handy hints to make the best use of this functionality:

Filtering a Column

To sort on a single column, hover your mouse pointer over the column header.

If a filter can be applied to that column, a click on the "funnel" symbol. This will reveal an interface where you can define the filter condition for the column.

The layout of the interface will vary, depending on the field type.

Once a filter has been applied to a column, the header will display a funnel symbol.

Accessing a previous, or following page of the List View

Use the controls at the bottom of the List View, to either scroll forward or backward page by page, or the directly access a particular page.

Saving changes to a View

After making changes to the layout of a List View (resizing. rearranging, adding or removing columns) you can save these changes.

You can also "undo" changes to return the view into it's original state - just click on the Undo button next to the Save button.

To save, click on the Save button next to the List View Name and then name this view.

This new view will be saved as a sub-menu entry of the Designer View from which it originated:

These private User Views:

• apply only for the individual Users who created them. They cannot be shared.
  (If you want to share, see "Advanced User View" functionality below.)
• Can be renamed by clicking on the "pen" symbol.
• Can be deleted by clicking on the "x" next to the view.

Additional Options under the Wrench Menu

Add/Remove Columns

User can add or remove Columns to/from the current List View.

After selecting this option users will be presented with an interface like the following:

Selected Fields

• Fields which are currently shown in the List View
• De-select to remove from the List View
• You can rename the Field for the List View by clicking on the label.

Available Fields

• Lists all Fields which can be added to the List View.
  The system will only display fields and relationships which are on a Form, and accessible to a user.
• When selecting a field, it will be added to the above section Selected Fields.
• Users have option to either add the relationship (e.g. "Assigned By"), or a field from the relationship (e.g. "Assigned By : First Name").

Sorting on multiple Columns

Use the "Sort Multiple Columns" option under the wrench symbol.

You can add or remove additional "sort by" columns. The order in which you select the columns will be the order in which the content of the view will be sorted.

The ASC or DESC order can be toggled by clicking on the caret next to the name of the column.

Exporting the content of the current View

You can export the content of the current view, up to 100,000 records, by clicking on the Export button (which you find under the wrench icon).

You have the option to either export the records as

• an Excel document (format used: XLSX)
• a CSV file

To retrieve the records, users can select to

• Download:
  the system will prepare the file in a background process.
  Once ready, the user will receive a Notification in the browser, and they can initiate the download by clicking on the Notification.
• Email:
  the system will again prepare the file in a background process and, once ready, will email the file to the email address provided.
  (If the current User account [not the Person account] has an email address defined, then the email field will be defaulted.)

Only users with the Policy Role of List View Export will have access to this functionality.

Pinning or unpinning a View under Shortcuts

As a user you can add (pin) a View to the Shortcuts menu by clicking on the Pin button.

In the same fashion, you can remove it from your Shortcuts by clicking on Unpin.

Selecting one, or several Records for deleting

Click on the record(s) you need to delete, and then select the Delete button.

Note that this button is only available if the user has Delete access.

Updating of multiple Records

By clicking on Bulk Update Users can access the Bulk Update interface.

Check the Entering Data section for more details about this feature.

Advanced User View functionality

User with additional privileges can access Advanced Functionality for List Views:

• Advanced Filter
• Advanced View

Modifying the Filter which is applied to a View

To be able to perform this task, a User needs additional privileges.