Managing Lists

This article explains how to manage lists by using the features available in the List view. 

Count the number of Instances or Tasks in a List

To count the number of tasks you have in your list, click on Item count.

After clicking on Item count you will see the number of items in the list.

Date filter

The date filter next to the free text search bar in the list view allows you to apply a date filter to the list results from the List View without editing the list. This is helpful for end users who do not have permission to edit the list they are working in.  

This will allow you to filter tasks or instances in the list by their start date. For example, if you choose the Date filter: Last 7 days, you will see all tasks or instances that were started in the last seven days. 

Copy text from lists

Information can easily be selected with your cursor and copied.  

List actions

The list actions menu is available in the left-hand corner of every list. 

Set as default

Setting a list as your default means it will be the first list displayed when you first the List view.

Create new list

See the article How To: Create Your First List to learn how to create a new list. 

Save as new list

Selecting the option Save as new list will duplicate the current list. This feature saves time; instead of creating lists from scratch, you can quickly make a similar list without starting over. This will also allow you to use the same list for other applications or filters. To learn 

Edit list

You can edit a list if you have editing permission. Read the section, List Permissions, to learn about List permissions settings. Selecting Edit list will open the list editor you see when you first create a list. 

Here you can select and configure columns, add filters, choose which columns you will see in the list view, edit permissions to share the list, and configure Export settings. Read more about these settings in the article, How To: Create Your First List.

List Permissions

The List Designer allows you to set permissions to your own lists and lets you share them with others. In the same way, other users can share their lists with you.

The groups and users of your choice will only see information that they are entitled to. They will only see tasks they are allowed to perform or monitor, and only instances that they either are or have been a part of or have permission to see. If a space administrator has access to a list as a user or part of a space group, they have the possibility to edit the list properties as well.

Configure List permissions

1. In Lists open the list settings by selecting the list you wish to share, click on List actions, and Edit list.
2. To share your list with other users, navigate to the List permissions tab.
   
   
   
3. Choose groups and/or users to share your list with. You can add any group or user from the space you are currently working in.
4. Choose which kind of permission you want to give. You can share the List via List permissions, but the user can only see the content of the list if they have Instance Permissions to the instance featured in the list. If the user you have shared an article with is not seeing the content of the list as you would like them to, please see the article: NEW ARTICLE. 
   View: Share the list content. Make sure the user has Instance Permissions set to View at least.
   Edit: Share the list content and allow alteration and improvement of the list. The user must also have Admin rights in the space. 
   Full control: The same rights as Edit and the ability to delete the list. The user must also have Admin rights in the space. 
5. The Allow/Deny setting allows you to activate or deactivate the chosen permissions for the selected user or group. This is useful if you have a group or user that will need to have permission to the list on occasion. For example, summer workers. Add your group of summer workers to the list and set the desired permissions. Then you can Allow or Deny their access to the list seasonally without having to add and delete the group and reset permissions each time.
   
   
   
   
6. Save your list.

Export

Simply click on the Export button to download the list as an Excel file.

Lists are restricted to showing a maximum of 32 500 characters and 10 001 rows when exporting to Excel.

Delete a List

To delete a list select Edit list from the List actions menu. 

Once you are in the editing view, you can select Delete list in the right-hand corner. 

A pop-up will ask you if you want to delete the list, select Yes. 

List Categories

To sort and manage your lists they can be categorized. There are two default groups My lists and Lists shared with me and you can also create your own categories.

The list categories are shared within the space and everyone with access to a list in a category will see that category in the list viewer. 

How to create a list category

1. Either create a new list or select an already existing one and open the settings
2. Write a new category name or browse among the existing categories of the space
3. Save the list
   
   
   
4. The list will appear under the category in the list viewer. All categories can be expanded or collapsed to easier find among the lists.
   
   

   

Process Automation will remember which list categories you had expanded or collapsed the last time you visited your lists.