Using Custom List Views

Modified on Tue, 30 Apr at 1:18 PM

List views are one of the most powerful features in Actionstep. They provide many data points to be filtered and sorted to display the information you need. They can be thought of as custom reports or drill-down-style searches. For whatever your needs, they are a great way to see the data in your system in an easily readable, filterable, exportable, and generally useful format.

This article explains the general functions and use of the list view screen. These concepts are applicable to built-in and custom views alike. They also apply to any type of view. 

NOTE: Actionstep has built-in and customizable list views for matters, contacts, tasks, time entries, and expenses. There are also several other places in the system where information is displayed in a list view.

For the purposes of this article, we will use the default matters list as an example. By default, the matters list is located at Matters > Matters list.


The List View table

List views output a table of columns and rows.



The columns are headers for the information in that column. For instance: if a column is for Matter Name, all subsequent values will be names of matters. 



The rows make up the information for a specific list item. Each row of information relates to one another. A row with a Matter Name and a Client Name means that the named client is the client of the matter; also, that the named matter is the matter of the client.



Selecting Rows


The leftmost column displays checkboxes. Each checkbox corresponds with the selection of data in its row. 

To select a row, check the corresponding box.


Bulk Row Selection

Select all rows

To select all rows on the screen, check the box in the Viewbar.


Deselect all rows

To clear the current selection, uncheck the box in the view bar.

Select inverse

The Select inverse option clears the currently selected rows and selects all rows that are not selected.



Viewbar Options


Once a row is selected, options will appear on the Viewbar. These options vary based on the list view. For instance: there will be different options on a matter view vs. a contact view.


The list can be filtered to display items that meet filtered criteria. Each column on the list (aside from HTML Block custom data) will receive a filter. Values can be entered or selected based on the data type.  Once a selection is made, or text is entered, submitting the value will filter the list to only return results containing that selection or text.


NOTE: In the above GIF, the ID is being filtered to display results with an ID of 17. Once submitted, the returned value is the matter row with an ID of 17.

Special filtering

  • To exclude a specific number, for example, to find all amounts not equal to zero use an exclamation mark in the first box of the number range. E.g. enter "!0" in the first box (the second can be left blank).
  • To find text values that are blank type "EMPTY" or "NULL" or "" (double empty quotes) into the text filter.
  • To find non-empty fields use "NotNull"



Columns can be sorted by value by clicking the column header. Numbers will switch between being sorted ascending numerically to descending numerically. Words will switch between being sorted ascending alphabetically to descending alphabetically.



Changing Column Position

The order of columns can be changed by dragging the column by its header to the desired location.



List Settings

List settings can be accessed by hovering over Views or Filter in the view bar. These values will change, depending upon the list. For instance: An invoice list will have different options than a Matter list. While the Views button may differ, the Filter options remain largely the same across different list view types.


Filter options

Clear FilterRemoves all selected values from the filter.
Default filterResets filters to their default values. This is dependent upon the specific list view, as to which values are defaulted.
Save Current Filter

Save the current filter values. A name can be specified. Selecting the name of the filter will apply those settings.


In the image above, the saved filter is My Filter.

The filter can be deleted by selecting the red X.

Show Current FiltersOpens filter options the same way as selecting Filter on the view bar.
Reset Layout to DefaultResets the column layout and sorting. If columns have been repositioned, they will return to their original location.


Export Options

List views can be exported to CSV or printed by selecting More > Export or More > Print, respectively. 


Heads Up

Most list views can be given Heads Up rules to be delivered by email on a regular basis. For more information see Setting Up Heads Up Rules.


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