With the use of lists, you can display large amounts of information in a convenient and organized way. All contacts, tasks, deals, finance and spaces in Livespace may be viewed in the list form. Each list has its own settings, by which you can show only the data you want and need to see – which will translate into better efficiency and speed of your work.
In this article, we have described:
Basic actions on lists
List of actions you can perform on lists:
Sorting data;
Filtering data based on selected criteria;
Using different views;
Creating custom views;
Making bulk changes to multiple objects using List Operations;
Exporting selected data (if you have the appropriate permissions);
Saving selected list filters (saved filters are not visible in the column view).
Sorting and filtering information in lists
Objects in Livespace lists can be sorted or filtered. The difference between these two functionalities is that sorting arranges all visible elements in a list (e.g., contacts) according to a specific hierarchy based on the selected sorting option (e.g., alphabetically). Filtering, on the other hand, hides list elements that don't meet the selected criteria (e.g., displaying only items that start with the letter "A").
Sorting objects
You can sort information on lists based on parameters such as name, creation date, or last activity date. Sorting options vary by list type - tasks, for example, can be sorted by deadline, an option that is unavailable in contact lists. Lists can be sorted in ascending or descending order.
To sort a task list (for example):
Go to the Tasks tab.
2. Expand the sorting menu in the list header.
3. Select one of the options, e.g. sort by start date.
4. You can also sort the list descending or ascending. To do this, open the sort menu again.
5. Tap the exact same option again to reverse the sort (in this case from ascending to descending).
6. The list will be sorted in the new order.
Filtering information in lists
In Livespace, you can filter information by specific criteria, meaning you will only see the data you want and need to see, and all the rest of the information that does not meet the filter criteria will be hidden.
To use filtering, select the Filter button:
You can use several filters at the same time.
Remember to confirm all selected filters using the Filter button on the right side of the list.
You can remove filters with the Clear button.
The section on the left contains default system filters, which allow you to display your preferred objects, e.g. those belonging to a selected group or segment, with a single click.
Additional information: If you are interested in cross filters, read the article available here.
Views in lists
You can adjust the view of any list, so the data will be presented in different ways. Altering the view changes also the amount and type of displayed information. Although the types of views are the same regardless of whether the list contains people, tasks or spaces, not every list has all available Livespace views – for example, the list of deals has five views option, while the task list provides only two views.
In general, Livespace provides the following list views:
Simple– presents basic information such as the name and phone number.
Extended – provides some additional information such as the date of last activity.
Column – displays information in a spreadsheet-style and allows you to quickly sort them using the active headers.
Tiles – show information as tiles in a checkerboard pattern. In this view, there is a quick alphabetical filter on the right, useful for contacts (like a phone book).
Company view – used only on the list in the deals tab. It is very similar to the extended view, however, the name of the company (not the deals name) constitutes its most important information. This is useful if you do not enter unique names for deal projects and distinguish them primarily on the basis of the customer.
Kanban board - a view available on the list of deals. You can read more about Kanban here.
Important note: You can choose how many objects you want to see in a given view on the list. By default, you see 20.
Creating your own list view
Livespace lets you see only the most important data by creating your own views in lists. This feature lets you see only the information you need the most. To create a custom view:
1. Expand the view list and select the Create custom view button.
2. In the View Settings window that opens, enter a name for the view and decide whether the view should be available only to you or to all users (Public option).
Then drag the selected items to the section under the name or click the lower right corner of the box to add them to the view.
3. Click on Save to save the new view.
4. The view you added will be found in the list of default views.
5. Select Manage views to add additional views or edit, copy, or delete existing ones.
List operations
Livespace offers you to carry out mass changes across multiple list elements by List operations option. Every list, regardless of whether it is a list of tasks, contacts, deals or spaces, supports the List operations option, however, the types of operations you can perform are different for each of them.
Types of available list operations
Contacts
Select All – selects or deselects all contacts on the list.
Delete – moves all selected contacts to the Deleted list.
Restore deleted elements – undoes the process of deleting contacts.
Add to group – adds multiple contacts to a specific group.
Remove from group - removes contacts from a specific group.
Add tags – allows you to tag tagged contacts.
Delete tags - removes tags from contacts.
Add tags to deals - allows you to tag deals assigned to selected contacts.
Remove tags from deals - removes tags from these deals.
Add tags to companies/people - tags companies or people assigned to given contacts (you can tag people on the companies list, companies on the people list).
Remove tags from companies/people - removes tags from related contacts.
Merge – combines selected contacts (most often duplicates) into one contact.
Invite users - allows you to add a contact's owner or participant.
Change user – allows you to mass change the user who is the owner or participant of selected contacts.
Remove users – removes the owner or participant from selected contacts.
Create deals – creates deals associated with selected contacts.
Add a task – add a task to remember to call/send an email or meet with the customer.
Add tags to ties – assigns tags to specific ties.
Remove tags from ties – removes tags from specific associations.
Add ties – adds associations to selected contacts (depending on the association options created).
Change the visibility – changes the visibility of the object (if enabled).
Edit additional field – allows you to edit additional fields in multiple contacts at once.
Send e-mail campaign – allows you to send mass messages as part of an email campaign.
Tasks
Select all – selects or deselects all the tasks on the list.
Mark as done– allows the mass mark the tasks that have been completed.
Mark as undone – useful when you want to mark a lot of unexecuted tasks.
Invite users - allows you to add an owner, author or participant to the task.
Change user – change a person responsible for the task.
Remove users - allows you to remove a responsible person, author or participant.
Remove – permanently removes selected task.
Deals
Select all – selects or deselects all deals on the list.
Delete – move marked deal processes to the Removed list.
Restore deleted elements – restores the deals moved to Removed.
Add Tags – allows tagging many tasks simultaneously.
Delete tags - removes tags from selected opportunities.
Add to group - adds multiple deals to a specific group.
Remove from group - removes deals from a specific group.
Add tags to companies/persons – allows to tag companies that are mentioned in the selected deal processes from the deal’s list level.\
Remove tags from companies/persons -
Change status – mass changes the deal status (for example Open to Won).
Invite users - allows you to add an owner or participant to the deal.
Change user – lets you assign a new owner to selected deals.
Remove users - removes an owner or a participant from deals
Add a task - add a task to remember to call/email or meet with the customer associated with this deal.
Add tasks from a template – add tasks from template (available from Automation package).
Remove tags from ties - removes tags from ties.
Edit additional field – allows editing additional fields in multiple deals at once.
Finances
Select all – selects or deselects all processes on the list.
Remove – permanently removes the selected processes.
Mark as done - changes the forecasted value to done (if you have selected the option to distinguish between forecasted and realized values).
Spaces
Select all – selects or deselects all spaces on the list.
Delete – allows you to delete selected spaces.
Restore deleted elements – moves the removed spaces from the Removed list to the main list of spaces.
Add tags – allows tagging many spaces simultaneously.
Delete tags - removes tags from spaces in bulk.
Invite users – allows you to grant access to multiple spaces to selected employees of the company.
Change user - changes the participant of selected spaces.
Remove users - removes participants of a space.
Add tags to ties – assigns tags to specific ties.
Add tags to ties – assigns tags to specific associations with selected spaces.
Remove tags from ties - removes tags from associations.
Add ties - adds associations to selected spaces.
Add task - adds tasks to selected spaces.
Edit additional field – allows editing additional fields in multiple spaces at once.
Important information: in list operations you can select all selected objects or only those currently visible in the list.
You don't see some of the operations related to ties or additional fields? This may mean that ties have not been configured or additional fields have not been added.
Performing List operations
If you need to make massive changes to a number of elements, for example – on the list of people in the Contacts tab:
Go to the list.
Select the option List operations from the list header.
There will be operations available for the given list.
If you want to select all items, click checkbox next to Select
If you want to select specific items, check the checkbox next to the chosen contacts.
Choose the operation you want to perform, for example Remove.
Livespace will ask you to confirm the operation.
You will receive a confirmation of changes made.
In a similar way, you can perform the other list operations on every list available in Livespace.
Saving and removing filters
Let's assume that you are only interested in open deals, worth up to 25,000, which are in the data collection stage. In order not to filter the same results every time, you can use saving filters.
If you want to save the filter set for future use, select Save Filters.
2. Give the saved filters a name and select whether the saved filter should be public (available to all users) or not.
3. Click the Save button.
You can find your saved filters in the section on the left and in the filter list.
If you want to remove saved filters, click the pencil icon in the left-hand section and then the cross icon.
The saved filter will be deleted.