Creating Contact List Views

Modified on Thu, 26 Jan 2023 at 07:58 PM

This article explains how to create contact list views. 

Go to:

  1. Click on Admin.
  2. Scroll down and click on Custom list views tile.
  3. Click Manage in the Contact list views section./helpdesk/attachments/150002489720
  4. Click on the green Create New List button./helpdesk/attachments/150002489721
  5. Now, you will need to enter the follow details to the List Setupsection.
    List NameA name for the list that you are creating.
    DescriptionA description of what information is held in the list  - it is good practice to detail here exactly what your list contains, for example: "A list of initial consultations and income generated."
    Sort OrderWhere you would like to list to appear in a Menu group name, for example if you are creating three lists that you want to appear under a group heading called "Contacts" you can give them sort orders of 10, 20 and 30 this means that the list with sort order 10 will appear first and the one with 30 will appear. If you do not specify any order they will appear in alphabetical order. 
    Menu Group Name

    The name of the menu where you would like the report to be inserted this will appear under the Contacts heading in the main menu. Examples, of Group Names are shown below. You can have multiple list views in one Menu so you can keep them organised (remember this is case sensitive, and optional). If you do not insert a menu group name the list will appear individually under the Contact heading in the main menu. 


  6. Select what system roles can "see" your contact list view by ticking the boxes next to the system roles. /helpdesk/attachments/150002489723
  7. Next choose whether you want the custom list view you are creating to be a default view. The default view is the list you see when you click on Matters and then Matter list. By default, this list contains all matters that are assigned to ourselves however this can be changed to any list view that you want. If you are creating a contact list view that you want to be a default for a specific system role then you can use the tick boxes below to enable this. /helpdesk/attachments/150002489725
  8. Choose your filters. If you leave the box empty then all the options will be shown in the list view.
  9. Click Save./helpdesk/attachments/150002489728
  10. A new list is automatically populated with some of the most common columns/task elements to save you the effort of setting these up each time. If you don't want any of these columns, simply remove them in the column editor by using the checkboxes and selecting the Delete Column button. /helpdesk/attachments/150002489731
TIP: You will notice that the columns are automatically created with default positions spaced 100 positions apart. This allows you to insert columns between these columns by selecting position numbers in the gaps.


Adding Columns

To add a new column:

  1. Select the Add column button at the top right of the screen.
  2. The column editor will open and you can enter a name and default position for your new column.
  3. You will also need to add a "Data Source" for the column as shown below./helpdesk/attachments/150002489732


Data Sources

"Data Sources" are used to group fields from the same area of the ActionStep database to make them easier to find. New data sources and fields are added from time to time so the screenshot above might be slightly different in your system. The data sources shown below have the following meanings:

Data SourceContainsExamples
Participant Information in relation to any contact on a matter. For example, Client.Name (remember to search for display name), phone, email.
Participant default custom dataWhere you have set up any custom data for a participant for e.g. Client - you search for the name of the data field that you created and would like to add to your list view.Custom data that you have created for any participant.




Q. Why/how is this useful  to my business?

A. Examples of how businesses use these reports in a practical sense are:

  • Marketing or newsletter recipients (based on a certain participant type) used for bailouts or importing into mail chimp on a monthly basis.
  • Creating a report of visa expiries in relation to your clients - to send them a marketing email when their visa expires are upcoming asking them if they would like assistance in relation to their next visa application.
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