Some of the links in your Navigation Menu, (and, provided your environment is configured with a Suite, in your Suite Widgets), will lead you to a Dashboard where you can view a grid containing each of the records you have access to that belong to that App.
Provided the permissions, users will also be able to filter and sort Records from this grid to quickly find the records you need to access or export sets of Record data to an .XLSX file.
Filtering Data and Clearing Filters
Filtering Your Data:
To filter the data select the line below the column name, type in the box that opens on selection, and hit Apply or the Enter-Key.
Top Tip: Press Shift + Enter to apply the filter and keep the filter dialogue box open.
Clear a specific filter by selecting the 'x' to the right of the filter text.
To clear all filters applied to a grid, select the Filters dropdown in the toolbar and click Clear all filters.
You may find yourself needing some more dynamic filters. For instance, you may want to filter for any records whose Phase is not Completed or find any records whose PO Number Field is empty. See our article on handy grid filters for information on different ways to filter for data.
Simple and Advanced Filters
Users have the option to choose either Simple or Advanced filters when filtering the grid. Simple filters present the user with predefined options on certain Fields (e.g., Phase), while Advanced filters have an open text area regardless of the Field type.
To use Advanced filters click the Filters dropdown and select Advanced.
For a list of Handy Grid Filters see this tutorial.
Adding and Removing Fields from the Grid
Users can add or remove Fields by using the Field Selector. Open the Fields Selector from the right-most icon in the toolbar and drag and drop Fields between the Available Fields and Displayed Fields columns.
Grouping the Grid by Field Value
You can also group rows of data by their values. Grouping functionality is also accessed from the Field Selector.
Exporting Grid Data
You can quickly export the data you've organized and filtered for to an .XLSX file by selecting the Export icon from the toolbar and selecting Export.
Selecting Different Grid Views
Views are saved sets of grid data. Your Administrator has likely configured a few different Views for your data viewing convenience. To select different Views, used the View Selector in the top left of the grid.
Creating New Grid Views
Once you've got your data all organized just how you like it, you may want to save your own personal Views. To save a View, select the Save View button next to the View Selector, provide a name for your new View, and select Save.
Changing the Transaction Type Filter
Some grids will have a Transaction Type Filter enabled, which allows you to toggle between all the Records you have permission to access and the Records you are a participant on or have pending endorsements on:
- All Transactions: When this filter is applied, all the Records you have permission to access will be displayed (provided no other column filters are set to restrict data results).
- My Transactions: This filter narrows down the grid to just the Records you are a participant on, including those that you requested.
- My Pending Work: This filter only shows Records you have a pending endorsement on (i.e., you need to provide an approval or rejection on).
When made available for an App, this special filter is available to the right of the View Selector.
Executing Bulk Actions
Provided necessary permissions, you can execute bulk actions on Records from the grid. Select the Records you wish to perform an action on with the checkbox to the Record's left, select the Action from the Actions dropdown, and confirm you want to execute the action.
The bulk actions available in any given App will vary.
Other Handy Grid Tools
Refreshing the Grid:
If you've made changes to Records you may need to refresh the grid. Select the refresh icon in the toolbar to refresh.
Adjusting Column Width:
You can adjust column widths by grabbing the handle on the right edge of the column's header and dragging to the desired width.
To sort a column in descending/ascending order, you can click the column name.
To reorder columns, grab the column header and move it.