Overview

'List Views' form an essential part of the Actionstep user interface and can be found wherever a large amount of information needs to be displayed. Lists are useful for sorting, searching, and filtering the data to help you find what you're looking for.

You can export the lists to spreadsheets for even more detailed analysis if required.

Note: Actionstep has updated since the creation of the videos in this article. New navigation to list views is Admin > Custom List Views.

If you have administrative permission then you can create any number of custom lists. The custom lists can include the standard list columns as well as columns for any custom data elements that have been defined for the various action types.

Go to

Admin > Custom List Views > Select the type of view (list) you want to create > Create New List

When you create a new list you can set basic properties of the list. These include the name, order, and menu group for the list, which system roles can see the list, which system roles will have this list applied as the default list of that type and some hard coded filters that will be applied to the list.

If you make a list a default list for a system role, it will replace the default value of that list type for users who use that role. For example, if you are creating a custom matters list and you make it default for your "full User" system role, anytime a user with that system role goes to Matters > Matters List (the default matters list) it will show this list instead.

If you want to ensure that a custom list view is the default for users and they should not also see that view in the remaining menu of list view options, then set the sort order to -1.

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Once you have saved the list then you can define the columns by clicking on the list view in the list views list.

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A new list is automatically populated with some of the most common columns 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.

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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 click the "Add Column" button above the list. The column editor will open and you can enter a name and default position for your new column. You will also need to select a "Data Source" for the column as shown below.

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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 options below might be slightly different in your system.

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Under each data source there are a number of options that you can choose from that relate to the data source you have selected. Below we give the list of all data sources explanations of the option under them.

Data Sources Overview Video

When you create a new list you can set basic properties of the list. These include the name, order, and menu group for the list, which system roles can see the list, which system roles will have this list applied as the default list of that type and some hard coded filters that will be applied to the list.

If you make a list a default list for a system role, it will replace the default value of that list type for users who use that role. For example, if you are creating a custom matters list and you make it default for your "full User" system role, anytime a user with that system role goes to Matters > Matters List (the default matters list) it will show this list instead.

If you want to ensure that a custom list view is the default for users and they should not also see that view in the remaining menu of list view options, then set the sort order to -1.


Once you have saved the list then you can define the columns by clicking on the columns link in the list of custom lists.


A new list is automatically populated with some of the most common columns 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.


You will notice that the columns are automatically created with default positions spaced 10 positions apart. This allows you to insert columns between these columns by selecting position numbers in the gaps.

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