Working with List Views

Overview

List views can be created to display specific columns and items in a list. A list can have multiple views and each list will have a default view. The default view is the view that is displayed when a list is selected.

Requirements/Dependencies

• Login with ShareVision Administrator permissions
• A list 

Creating a List View

Follow the steps below to create a List View:

1. Login to ShareVision with a user account that has Site Administrator permissions. 
2. Select the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
   
4. In the Lists and Libraries section, select: View All Lists and Libraries
   

5. Enter the name of the list you will be importing data to and select Search. In this example, we will use the Daily Journal.

6. Any list matching the search criteria you entered will appear below the search window. Select the list. 

7. Select the List tab.

8. Select Create View.

9. Next, select Standard View.

10. Enter a name for the view in View Name. 

11. You will now need to create the view that will be used to export the data from your ShareVision list. Scroll down to the Columns section and select the Columns you would like to include in the view. Refer to the recommendation for the number of columns to include in a list view. Please do not select all columns.

12. To set the order of the columns, adjust the Position from Left for each of the selected columns. 

13. Scroll down and set the sort order for the items in the view (optional) in the Sort section. For this example, the view will be sorted by the ID in ascending order.

14. If you would like to filter the view so that only specific items in the list are included, you can add one or more filters in the Filter section. In this example, only the list items where the Shift: column is empty will be included. 

15. Scroll down to the bottom of the window and select OK. 

16. The view of the list is displayed. Only the columns that were selected and the list items for the filter that was set up on the view are displayed. 

Editing an Existing List View

Follow the steps below to edit a List View:

1. Login to ShareVision with a user account that has Site Administrator permissions. 
2. Select the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
   
4. In the Lists and Libraries section, select: View All Lists and Libraries
   

5. Enter the name of the list you will be importing data to and select Search. In this example, we will use the Incidents.

6. Any list matching the search criteria you entered will appear below the search window. Select the list. 

7. To view a list of the existing views, select the List tab.

8. Then select the arrow on the drop down menu in the toolbar. The existing views are listed. Note: Views can be Public or Personal. Public views are available for all users and Personal views are available to the user that created them.

9. To edit a view, first select the view you would like to edit. In this example, the All Items view will be edited to include the Content Type column. Select the All Items view. 

10. The webpage will refresh and the view will be displayed. Select the List tab.

11. Select Modify View.

12. Edit the view as needed. In this example, the Content Type column will be added to the view. For this, scroll down to the Columns section. Add or remove columns by checking or unchecking the boxes next to each column name. 

13. Scroll to the bottom and select OK.

14. The modified view will be displayed. 

Editing Items in a List View

Follow the steps below to edit items in a List View:

1. Login to ShareVision with a user account that has Site Administrator permissions. 
2. Select the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
   
4. In the Lists and Libraries section, select: View All Lists and Libraries
   

5. Enter the name of the list you will be importing data to and select Search. In this example, we will use the Incidents.

6. Any list matching the search criteria you entered will appear below the search window. Select the list. 

7. Select or create a view of the list to include the columns you would like to edit. 

8. Once you have the view displayed, select edit.

9. Update the items (rows) as needed. When you make a change to an item and then select another row, the system will automatically update the item. A refresh icon will appear briefly at the far left of the row. Note: Some columns cannot be edited from the list view. If the column cannot be edited, it may be editable from the form view. 

10. When you are done making changes to the list items. Select stop editing this list. The changes will be save and edit mode will be closed.

Important Information About the Number of Columns in a List View

While the system will allow you to select all columns in a list view, list views with many columns may be difficult or impossible to work with. Here are some examples of views where fewer columns should have been selected:

View Shifts to the Right

No Columns are Displayed

In the example below, the Testing view was selected and no columns are displayed because the view has too many columns selected.