Lists and Filters

Group by>

*Allows us to group records by a column --None-- Active Approval Assigned to Assignment group Business resolve time Caller Category Caused by Change Change Request Child Incidents Company Configuration item Contact type contract Correlation ID Correlation display Delivery plan Delivery task Domain Domain Path Escalation Impact Incident state Knowledge Last reopened by Location Made SLA Notify On hold reason Opened by Order Parent Parent Incident Priority Problem Reassignment count Reopen count Resolution code

Creating a FAVORITE

*Creating a favorite captures any filter conditions currently applied to the list, not just a predefined filter. *Creating a favorite adds a link on the Favorites tab to the currently displayed list ***Because this name appears in the Favorites list as a link, it's a good idea to customize it to reflect any applied filters. We can also change the color and icon

How to Create a FAVORITE:

*List Title Context Menu * Select the Star icon adjacent to an Application or Module in the Application Navigator *Drag the Breadcrumbs into Favorites section in the Application Navigator *Drag and drop the Record name and number in the List Title bar next to the Hamburger menu (List Controls icon)

Components of a List Interface:

*Title Bar *Filter *Breadcrumbs *Columns of data

Contents of the List Title Menu

*View> *Filters> *Group by> *Show> *Refresh List> *Create Favorite>

We can also add a default sort option

1. Click on Filter icon 2. Click on Add Sort to the left of the pin icon 3. In the Order Results by the following fields sort option field drop-down menu, select the desired condition, such as, 'Assignment group.

How to access list controls in 2 ways:

1. List Title Menu icon (Hamburger) 2. Right-clicking the Title bar

Filter

A filter is a set of conditions applied to a table to help you find and work with a subset of data in that table.

List

A list displays a record from a data table such as the Incident, Problem or User table. Lists appear in the Content frame of the UI interface.

Quick Ways to Filter a List:

A quick way to filter a list is to right-click a value we want to exclude and select Filter Out. Or, select Show Matching in the Column Context Menu to display matching records.

UI Context Menus

Administrators can configure the content and behavior of these menus, including which users have access to each option, by role. The base system includes default configurations for most of them. Path: UI Context>System UI>UI Context Menus

List Editor

Allows us to edit field values in a list without opening a form, by double-clicking beside the value to be changed.

Assign Tag

Allows you to create a new tag or assign an existing one to the record. Users can filter records by tags, and the system administrator can configure notifications to be sent out when records with specific tags are updated

Show Visual Task Board

Allows you to create a new visual task board based on the list of records. The visual task board is a collaboration tool with a special user interface for presenting the tasks in the list. This option is only available on lists of task records, such as incident, problem, or My Work

Import

Allows you to insert new records or update existing records in a list, using data from a Microsoft Excel file

Assign to me

Assign to me assigns a record—such as an incident, problem, or change—to the logged-in user. See the product documentation for details about these options

Personalize List icon (Gear icon)

Click the gear icon to personalize your list *Notice that a green dot appears to the right of the gear if you've personalized the list.

Clicking a Condition

Clicking a condition removes all conditions to its right.

Opening a Record

Clicking a linked item in a list opens that record

Magnifying Glass icon

Clicking the magnifying glass icon hides or displays the column search fields, which allow us to search on multiple fields.

Configure

Configure provides advanced list configuration options, which allow users with the admin role to set up a list display for all users. Role: Admin

List, column, and field context menus

Context menus provide three different levels of list control: The list title menu, which we've already seen... ...The list column context menu, which appears for each column... ...And the list fields context menu, which is available for each value in the list.

Column

Each Column corresponds to a field on the record. *The list doesn't necessarily display all fields from the table.

Components of a Filter Condition

Each filter condition consists of a Field, Operator, & Value

Filter>

Edit personal filters --None-- Active Active-Unassigned Assigned to me Closed Incident Mobile Incident Portal My Open Incidents *Selecting 'None' removes the filter

Condition Builder icon

Filter icon underneath the Hamburger Menu that looks like a funnel in shape.

When a table is defined with a Text index:

If the table was defined with a text index, we can run a keyword search across all its fields—even those not visible in the list—by searching for text.

List Layout

Where we configure the default column display for each View. We can configure the default column display for any View by selecting the view name, making changes, and saving them. These views correspond to those appearing on the View menu: Default view, Indicators Panel, Major incidents, Mobile, portal, Self Service, Workspace, New.... Individual users can still personalize the list columns to display the fields they want, as we did earlier

Export

With Export, you can save all currently displayed records and columns in several formats, like: Excel (.xlsx) CSV (comma-separated values) XML JSON PDF (Portable Document Format) Export Set

How to tell how a list is filtered.

You can always tell how a list is filtered by looking at the breadcrumbs.

Personalize a list view

You can personalize your view of a list without affecting other users.

Wildcards

You can use wildcards to construct complex searches. Refer to product documentation for a list of available wildcards. Wildcards are also reflected in the breadcrumbs and in the Condition Builder (Filter icon)

Ability to Save filter

You may save the filter for future use and make it visible as follows: Visible to: Me, Everyone, or Group *The saved filter will then appear on the Filters list You can delete a filter or edit it through "Edit personal filters along the following path: Path: Column Context Menu>Filters>Edit personal filters

Best Practice on personalizing a list view:

It's best not to change the first column in a list—Number in this case. That's because lists are usually configured so that when a user clicks an item in the first column, the system opens a record from that list.

Contents of the Title bar:

List Title Context Menu (Hamburger) Paging Controls (Numerical # of the records) Search Activity Monitor icon (heartbeat) Number of records

We can change the number of rows per page by:

List Title Context Menu>Show This will allow you to choose from 10 to 100 rows per page in increments of 5 (10, 15, 30, etc.) Hint: More records take longer to load

Clicking the rightmost item:

Refreshes the list.

Select Multiple consecutive values with:

Shift + Down arrow Shift + Up arrow *Then open the list editor to update the highlighted values

List Fields Context Menu components

Show Matching Filter Out Copy URL to Clipboard Copy sys_id Assign Tag> Archive Record Assign to me Follow on Live Feed Show Live Feed Add to Visual Task Board *Is available for each value in the list

Components of the List Colum Context Menu

Sort (a to z) Sort (z to a) Show Visual Task Board Ungroup (May be greyed out) Group by Number Bar Chart Pie Chart Configure Import Export Update Selected Update all Create Application Files Import XML Show XML

How would you filter on any field, not just those displayed on the list?

The Condition Builder allow you to filter on any field, not just those displayed on the list.

How to search a List

The Search option allows us to perform a quick search on one column. Our choices include all visible fields in the list Search option choices: for text Number Opened by Opened Short description Priority State Category Assignment group Assigned to Updated Updated by *If we don't enter a wildcard along with the search term, the system automatically applies a default wildcard.

Activity Stream

The activity stream icon appears in the List Title bar for all tables that track activity—for example, the Incident, Problem, and Change tables. Clicking this icon displays a real-time, sequential account of activities for the currently listed records

All (Breadcrumbs)

The breadcrumbs start with All, where there are no filters and all records are displayed. Each filter condition further refines the results, from left to right. Clicking ALL would remove every condition, to display all records.

Text Searches

The text search supports Boolean operators, which must be entered in uppercase. You can also search for exact phrases by enclosing them in quotation marks.

(The right arrow symbol in the breadcrumbs) >

This symbol separates the conditions.

Refresh list

To ensure we are viewing the latest updates to items on the list. Path: List Title Menu>Refresh list

glide.ui.per_page

To help improve ServiceNow instance performance, system administrators can set the glide.ui.per_page user interface system property to limit the paging control options available to users. These options determine the number of list rows displayed per page.

Update Selected

Update Selected allows you to update one or more fields on multiple records at a time Ex. Bert is out on disability leave, so we need to reassign all of his incidents to someone else. Steps: 1. Navigate to the 'Assigned to' column header 2. Click on Bert's name listed in a column field 3. Select 'Show Matching 4. Click the 'Assign to ' column header 5. Click 'Update All' 6. Click Okay in the pop-up that confirms that we want to update all the listed records (For Bert) 7. Fill in the Assigned to field with the name of the User who will be filling in for Bert in his absence. 8. Click Update 10. Bert is no longer assigned any active incidents

Preview a Record

We can preview a record, in this case an incident, by clicking its reference icon.

Sorting and filtering lists

We can sort the list by any column, by clicking the column name. Clicking the name again reverses the sort order. You can also access sort options through the list column context menu.

To remove a condition from the middle of the filter without affecting those to its right:

We click the condition separator at the left of the condition we want to remove.