Getting to Know the List View Feature

In this article:

• Working with a List View
• Filtering a List View 
• How-To Video

List views are one of the most powerful features in Actionstep. They provide, in table form, data points that can be filtered and sorted to display the information you need on a wide range of information, like matters, contacts, and expenses. While viewing these lists, you can often select items in the list and view the related details. (For example, if you're viewing a contact list, you can click on a name and view their contact record.) List views provide an easy way to view and interact with data inside your Actionstep system. 

Actionstep includes many default list views but an admin user can also create custom list views in these workflows:

• Matters (Matters menu)
• Contacts (Contacts menu)
• Time entries (Timesheet menu)
• Task lists (Tasks menu)
• Disbursements (Timesheet > Disbursements menu)
• Appointments (Calendar > Appointments menu)

All list views have general functions and uses that apply to both default and custom views alike. This article explains many of these different options. 

Working with a List View

To access a list view (in this case, the default Matters List list view):

• In Actionstep, go to Matters > Matters List. The Matters List page appears. 
  NOTE:  The following describes the different features of a list view. Specifically, this demonstrates a Matters List view, but the functionality described applies generally to all other list view types.

No Items in List Selected

When no items are selected in the list, the following options are available:

A. Menu bar (with no items selected): When no items are selected (using the checkbox in the leftmost column), the menu bar provides options for choosing different Views as well as options to Filter the data being shown.  Additionally, since others can be working in the system at the same time as you, clicking the Refresh icon can update the list with any new data since you first launched this list view. 

You can select the checkbox above the table and it will select all items in the list. Additionally, you can hover over the global checkbox to use additional options, like Select All (which selects all items in the list), Select None (which clears all current selections) and Select Invert (which clears current selections and selects items not currently selected). 

B. List table: Data the type of list you are viewing is displayed in a table with rows and columns. In the above example, each matter is listed on its own row. Columns provide details about that record. In this case, it shows the matter name, File Ref., Primary Participant, etc. for the specific matter.

You can click column names to sort the information. You can also click and drag on a column name to reorder the columns. Finally, you can click links in the list to view more details that specific item. For example, clicking a Matter Name will open the matter's home page. Clicking the Primary Participant will display that user's contact record.

C. Create Matter button: Frequently, list views include options for creating a new instance of whatever you're viewing (in this case a matter). For example, if you were viewing a contact list view, you would see a Create Contact button, which you click to add a contact to your system.

D. More drop-down list: Click this drop-down list to either Export the current list to a CSV file, or print the current list. Ideally, you would use the options described above (especially the Filter option) to create a list of data you are most interested in  saving and then use these options to create the "ad hoc" report. 

By choosing the Heads Up option in this drop-down list, you can schedule this list to be generated and emailed to you on a regular basis. For more information see Setting Up Heads Up Rules.

Items in List Selected

When one or more items are selected in the list, the following options are available:

E. Menu Bar (with items selected): Once you select one or more items in the list, the menu bar changes to show different options. These options will be different based on which list view your viewing. In the Matter List example above, the options include Open, Add, Change, and Trust Accounting, but if you're viewing a Contacts List, your only option is Open Contacts. Click the menu option to see what options are available and make your selection.

Filtering a List View 

A list can be filtered to show items that meet criteria you specifically select. 

Each list view includes multiple columns, which represents the data you can filter on. When you click the Filter drop-down list, the List Filters window shows fields for each of the columns in the list table. This allows you to find and isolate only the data you are most interested in viewing. For example, if you're viewing a Matters List and you want to view only those matters assigned to a specific person, you can select that person in the Assigned To list and your list will be updated accordingly. 

When hovering over the Filters drop-down list, you can view additional options for filtering the list:

• Clear Filter: Removes all selected values from the filter.
• Default filter: Resets filters to their default values. Which values are specified as default depends on the specific list view.
• Save Current Filter: Save the current filter values. A name can be specified. Selecting the name of the filter will apply those settings.
• Show Available Filters: Displays all filter options. You can also get to this list of filters by clicking directly on Filter.
• Reset Layout to Default: Resets the column layout and sorting. If columns have been repositioned, they will return to their original location.

How-To Video

Related Articles:

• About List Views in Actionstep
• Customizing the Appearance of Custom List Views (Admin)
• Setting Up a Heads Up Rule
• Creating a Custom Matter List View (Admin)
• Creating a Custom Time Entry List View (Admin)
• Creating a Custom Task List View (Admin)
• Creating a Custom Disbursement List View (Admin)
• Creating a Custom Contact List View (Admin)
• Creating a Custom Appointment List View (Admin)