List View is a way of viewing data when you click on one of the following items in the main menu: Accounts, Contacts, Leads, Deals, Quotes, Sales Orders, Projects, Products, Price Lists, All Activities, Tasks, Meetings, Events, Emails, Calls, Letters.
There are many features in list views. In this article, we will explain how you can work with them. Specifically, you will learn more about:
- what you can find in list views,
- column settings,
- editing fields in list views,
- mass edit of records,
- mass deal creation,
- mass activity creation,
- list view export,
- mass record invalidation.
We will demonstrate all the features in the Accounts list view, but almost everything also applies to other record types.
What you can find in list views
In addition to a list of Accounts themselves, list views also include a search box, pinned filters, a green button for creating new records, a blue button for filtering, and a button with three dots for exporting and list settings.
In the bottom row of the list view, you can see the summary values of business relationships, the number of items displayed per page, and the page number you are currently on.
You can find all these features without having to turn them on. The only thing you need to turn on, if you wish to use it, is the Alphabet filter that will be added to the left side of the list. It can be turned on by clicking on the three dots button » Show / hide Alphabet filter.
Every row in the list itself also has a three dot icon, which you can use to perform the following actions:
- Create related record (Contact, Deal, Quote, Sales Order, Project, Task, Meeting, Event, Email, Phone Call, Letter),
- Show Security window,
The list of actions differs for Activities. The three dots icon also allows you to set the activity as Completed, Canceled, or to Duplicate the activity.
The three dots icon will only appear when a single row is selected. If you use checkboxes to select multiple rows, the icon will not appear.
Each list view consists of columns. Those correspond to each field that exists for Accounts. These columns can be added and removed freely by clicking on the pencil icon. Select which columns you want to have displayed and confirm everything with the Save button.
You can change the order and width of the columns by dragging the mouse.
Filtering in list views allows you to create a filter based on your criteria, save it for later use, and share it with other users. With a saved filter, you also have the option to save the column selection and the column order. Next to the dropdown of your saved filters, you will also find pinned filters, which you can customize to your liking.
To create a custom filter, click the blue Filtering button. The filter will appear on the right side of the screen. You can specify the filtering criteria by clicking the Add Condition button.
Once you define the filter, you will immediately see the results – a filtered list of Accounts. To save the filter for future use, click the Save Filter button. If you no longer have a use for it, click the Reset Filter button.
You can find your saved filters above the list view, in the My Filters dropdown. You can also Manage your saved filters. Within filter management, you can share a filter with other users, set it as default, edit it, or delete it.
Next to the My Filters dropdown, you will also find your pinned filters. These are used to quickly filter the list according to a specific parameter, for example, Category (see picture). Add or remove these filters by clicking on the pencil icon.
Editing fields in list views
In all List Views, you can also change data in individual fields if you do not want to use Mass Edit. This is done by clicking the pencil button that appears after hovering the mouse over any of the fields. You can edit data in a specific field directly, without having to open a record.
If you notice, for example, that you have the wrong Status for an Account in the Accounts list view, you can easily change it. After hovering your mouse over the relevant field, click on the pencil icon. A dialog box will open. Select the correct Status and Confirm the change.
Important: Only one parameter per field can be changed at a time, and editing is only possible for fields where Mass Edit has been enabled. You can identify these fields by the pencil icon appearing when you hover your mouse over them.
Mass edit of records
You will find a checkbox at the beginning of each row of the list. If you select at least one row, green buttons will appear. One of them is the Edit button, which can be used to mass edit records.
You can also use the SHIFT key to help you select records quicker. Select the first record, hold down the SHIFT key, and then select the last record you want to edit.
You can edit – change the content of a specific field, for example, the Category, as part of the mass record edit. You can also change the owner, add or remove tags, edit the Security Level, and lock or unlock records. For detailed instructions on how to mass edit records, see our separate article HERE.
Mass deal creation
Another green button that appears when you select rows is + Create. This button will create new Deals with identical parameters for all the selected Accounts. Detailed information about this action can be found in our article HERE.
Once you select Create Deal, a dialog box will appear on the right. Enter the Name, Final Price, Stage, Category, Probability and, if relevant, the Project to which the Deals will be attached. Click on the Confirm button to complete the action.
Mass activity creation
Just like with the above-mentioned Deals, you can use the + Create button to add an Activity to multiple Accounts at the same time. Detailed information about mass activity creation can be found in our article HERE.
After clicking on Schedule Activity, a dialog box will appear on the right. Select the Activity Type, specify the Subject, Category, and Owner. Continue by clicking Next. You will then be prompted to schedule the Activity. Finalize the process by clicking Confirm.
List view export
You can easily export Accounts to an .XLSX file from the list view. You have two options. You can export a selection of Accounts or all the Accounts from the list.
1. If you choose to export a selection of Accounts, you must first select the rows you want to export by checking the boxes, and then clicking the green Export button. Next, select the export option you need.
2. If you need to export the whole list, do not select any rows and just click the three dots button » Export. Then select the desired export type.
Mass record invalidation
Invalidating records is the last action that can be performed within list views. For more information on why to invalidate Accounts, see our article HERE.
In the list view, first use the checkboxes to select the rows (Accounts) you want to invalidate. Then click on the Invalidate button and confirm the change.
You can also mass renew the validity of records. But first you need to add Validity to pinned filters. If you do not have the validity filter set up yet, you can add it by using the pencil icon.
Use the Validity button to show the list of Accounts including invalid ones.
Select the invalidated Accounts and click on Edit validity » Renew validity.