Creating a Custom Task List View (Admin)

In this article:

• Preparing to Create a Custom List View
• Setting Up a Custom Task List
• Adding Columns to a Custom List
• Editing, Deleting, or Copying a List
• Understanding Data Sources

When accessing the different areas of Actionstep, you may want to customize your view to show you only those items you are most interested in. For example, you may want to organize your to-do list into logical groups and then display those groups in the Tasks menu. To do this, you create a customized task list. When you select that group from the menu, you will see only those tasks that qualify to be in the list. 

For example, say you want to create a series of task lists based on AML status (e.g., Complete, Exempt, Incomplete, etc.). You can create a task list based on each of these statuses and then group them under a AML Compliance group name. You can choose which specific properties of a task determine which list the task is included in. 

Preparing to Create a Custom List View

Before creating a custom task list view, it helps to consider the following:

• What specific task details need to be included in the list? (These represent the columns in a list.)
• Is this list part of a larger group of related tasks? If so, how should all of these lists be grouped together (i.e., in what order should these lists appear)? How should this group be labeled in the menu?
• What conditions (locked filters) should trigger a specific task being included in this list? 

Setting Up a Custom Task List

To set up a custom list:

1. In Actionstep, go to Admin > Custom list views. The Custom List Views page appears.
2. Click Manage in the Task list views section. The Custom Tasks Lists page appears.
3. Click Create New List. The Edit List View page appears.
4. In the List Setup section, enter the following information:
   • List Name: Enter a name for the list of tasks you want displayed. This should be meaningful since it can be viewed by others in your system.  
   • Description: Enter details about the types of tasks that will be included in the list, for example, "Lists all tasks showing their AML status".
   • Sort Order: If you will be adding multiple lists to a menu group, indicate where in the list you want this list to appear. For example, if you plan to set up three conveyancing-related task lists Conditions due next month, Conditions due this month, and Conditions due this week, those lists with a lower sort order number will be listed first. If you do not specify an order, multiple lists will appear in alphabetical order. 
   • Menu Group Name: Enter the name for the group you want to assign the list to. If you plan to include multiple lists in a group, note the spelling and case you use for the name so that you can reuse it for the other lists in the group. If you do not enter a group name, lists will appear alphabetically in the main Tasks menu.
5. In the System Role Permissions section, select at least one role you want the custom list to be available to. 
6. In the System Roles Default List, choose whether the custom list view is a default view for the associated role. 
7. In the Locked Filters section, choose the data that will "trigger" whether the task will be included in the list. For example, if you want your list to include only incomplete tasks, select Incomplete in the Task Status list. Select as many filters as you need. 
8. When finished setting up your list, click Save. The Column Definitions page appears showing the default data that will be included in the list.
9. Review what columnar data will be shown in the list view. You can either add columns to this list or delete columns:
   • To add a column, click Add Column and then provide the required information in the window. Click Save when you are finished. (See Adding Columns to a Custom List (below) for more help with this.)
   • To remove a column, select the checkbox for the column and click Delete Column. 
10. Once your custom list is created, click Preview (while on the Column Definitions page) to see how your list looks. If needed, you can continue to make changes to fine-tune it. 
    
11. When finished reviewing and optionally updating the column definitions, close the Column Definitions window. 

Adding Columns to a Custom List

By choosing your columns, you indicate what data you want included about the task in the list view. 

To choose your columns:

1. Access the Column Definitions page for your custom list by doing one of the following:
   • Create a new custom list (as described in the previous section), save it, and click Add Column on the Column Definitions page. 
   • On the Custom Actions Lists page, select the checkbox for an existing custom list and click Edit Columns. Then click Add Column. 
2. In the Column Setup section of the Column Definitions page, provide the following information:
   • Enter a Label for the column. 
   • Select a Data Source. A new section of options appears below the Column Setup section. This is where you will select the specific data you want displayed. (See Understanding Data Sources (below) for more information.)
   • Click Use Related Matter to use data from a similar matter.
   • Enter a Default Position for the column.
     NOTE:  Columns are automatically created with default positions spaced 100 "positions" apart. This allows you to insert columns between these columns by selecting position numbers between these values. So, for example, if you want a new column to be shown between the columns with default positions of 100 and 200, you would enter a number like 150.
   • Based on the Data Source you selected earlier in this step, select the specific data you want shown in the column.
     
3. Click Save to save your changes.
4. Close the Column Definitions window to return to the Custom Actions Lists page.

Editing, Deleting, or Copying a List

While working with your custom task lists, you can perform additional tasks, like editing or deleting a list. 

To do this: 

1. In Actionstep, go to Admin > Custom list views. The Custom List Views page appears.
2. Click Manage in the Task list views section. The Custom Tasks Lists page appears.
3. Select the checkbox for the list you want to work with and complete any of the following tasks:
   • To edit the list (i.e., change sort orders, permissions, etc.), select Edit List Properties.
   • To delete a custom list, select Delete.
   • To edit the columns you're currently showing for a custom list, select Edit Columns.  
   • To make a copy of a list view, select Create Copy. (This option is useful if the new list you want to create has a lot of similar properties to an existing list. This way, you can create the list and then just make a few small adjustments.)

Understanding Data Sources

Data Sources allow you to "pull" data from tasks within your Actionstep system and display that information in the list view. When you're choosing which columns to include in the list, you can choose a data source and have all of the data associated with that source available to choose from. The data sources shown below have the following meanings:

Related Articles:

• About List Views in Actionstep
• Getting to Know the List View Feature
• 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 Disbursement List View (Admin)
• Creating a Custom Contact List View (Admin)
• Creating a Custom Appointment List View (Admin)