List views are common across the application and are efficient ways of displaying data. Although list views may look different across the application, they have standard features to help you use them, such as filtering, sorting, customising, and exporting data.
Frequently Asked Questions
Expand the sections below for answers to each question.
How do I filter my data by column header?
Click on the column at the top of the list view to filter your data. Depending on the type of data in the column, the filter will change to give you the best search option.
How do I sort my data?
Click the top of the list view to choose the sorting option, depending on whether the column can be sorted. Use the sort ascending / sort descending option to sort your data.
How do I change the data displayed in the list (choose columns)?
If you have been given access to do so, you can change the columns in your personal list views.
In the top right-hand corner of the list view, there is a three-lined button that allows you to select ‘Choose columns’.
Where your administrator has given you access, you can choose the columns that appear in your list view from the list of available columns and add them to the list of bound columns.
If you want to revert to the standard list view, click Reset columns to default.
How do I export data from my list?
Where you have the privileges to do so, you can use the export data button to export data from your list into Excel / CSV format.
Selecting items in the list exports just those items. To export the entire list, make sure no individual items are selected.
How do I perform bulk updates on my list items?
On the left-hand side of most list views is the option to select one or more of the items shown in the list view.
Once you have selected some items, you can use the bulk change menu to make a change. The changes you can make will depend on your configuration, but common bulk actions are change phase or reassign work.
Once you select the action you wish to perform, the system will show you items on which the action can be performed or items on which the action is impossible. You can then confirm that you want the bulk update to take place.
How do I save filters I've applied to a list view's columns as a new View tab?
When you apply filters to columns in the list view, you can save the view, retaining your filters, by clicking the ellipsis (3 dots) next to the tabbed views at the top right of the list and selecting + Create as a view…
How do I turn column totals on or off for numerical columns?
A new option has been introduced when configuring columns in a list view to provide more insight into list view data through column-level totals.
New: Show a total for this column setting
- A new Totals option is now available for numerical columns in list views.
- Found in the column properties panel, this setting enables a total to be displayed for that column.
- Totals represent the sum of all matching records in the list view, not just those visible on the current page.
Smart Behaviour
- Totals are shown consistently across all pages of a paginated list view.
- When users apply filters, totals automatically recalculate to reflect the filtered data set.
- Totals are formatted to match the column’s display format as defined in the column settings.
How do I stop list views from remembering my filters?
You can now control whether filters in list views are remembered or cleared when users navigate away and return.
To do this, adjust the Restore previous filters when returning to the list view setting in the list view widget configuration:
- On (Default): Filters are remembered when returning to the list view.
- Off: Filters are cleared each time the user returns.
This gives you flexibility to tailor filter behaviour based on the needs of your users and specific list views.
List View Quick Filters and Views
ShareDo List Views have been enhanced for end users in the following ways:
- Common filters can be applied via Quick Filters, which appear above the list.
- Lists remember any filters that were previously applied.
- Multiple tabs (or Views) can be defined for each list, which, when clicked, will apply a specific set of filters.
- Users can create their own Views, or edit filters via an advanced filtering blade.
Quick Filters
Quick Filters are available from the filter icon on the top-right menu if configured for a list. The state of the filter icon shows whether Quick Filters are available:
Quick Filters are a way to filter a list by a commonly used field, which isn’t necessarily shown in the list itself.
Remembering List View Filters
ShareDo remembers any filters that you apply to a list view and automatically reapplies them when you return to the list. A small dot will show on the filter button to show that filters are applied to the list. If any Quick Filters are applied, the Quick Filter panel will be automatically expanded on your return. Otherwise, it starts off as collapsed.
Your View selection will also be preserved.
Tabbed Views
List views in ShareDo can now have pre-defined tabs, or Views. Each View applies a different set of filters, enabling you to quickly switch perspectives without leaving the page.
If you've applied your own filters to a list, you can create your own personal view from the “…” menu that appears next to the tabs.
The Manage my views blade lets you edit and re-order any personal Views.
Edit a View to change its title, choose any columns to hide, and change the filters.
Note that your personal views are private and cannot be seen or modified by anyone else.
Advanced filtering blade
You can access the advanced filtering blade from the Quick Filters panel, by clicking on “…”. If no Quick Filters are defined, the filter button itself will open the blade.
Access the advanced filtering blade from the Quick Filters panel.
The advanced filtering blade lets you see and change filters currently applied to the list view, either via column headers or Quick Filters.
You can save these filters as a private View by clicking Create as View in the ribbon menu. This will let you specify a title before confirming the operation.