Lists

Introduction

Path: Admin > My Company > Lists

A list refers to a list of dropdown items that will appear in a field on a page within a module. The Lists page maintains a list of fields (or a list of lists) to which you can add your list of dropdown items. These dropdown items will then appear in the respective field under the form (i.e. the page where the field appears) within a module. You cannot create a new field for a page within a module. You can only add dropdown items to the fields which are already listed in the Lists page. Not all fields throughout BMS are configurable. Some of them are hardcoded.

Searching for a list (field)

You can search for a list using one or more of the following search criteria:

• List Name (field)

• Form (page name)

1. Navigate to Admin > My Company > Lists. The Manage Lists page opens.
2. List Name: Enter the name of the list or the first few characters of the list that you want to search for.

3. Form: Select Check All to select all available forms or select the appropriate forms to search for.

4. Click Search. The search results will be displayed. To clear the search results, click Clear Search.
   
   

Creating a list

When you create a list, you are actually creating a list of dropdown items for a field. The list name that you see in the Lists page is the name of the field.

The following example shows how to create a list of dropdown items for a field called Asset Manufacturer in a page called Hardware Assets within a module called Service Desk. Sometimes, the field in the particular page may not have exactly the same name. In the above case, the name of the same field in Service Desk > Assets Management > Hardware Assets page > New > Asset Details tab is Manufacturer (and not Asset Manufacturer).

Follow the same steps to create a list of dropdown items for any field that you choose from the Lists page.

1. Navigate to Admin > My Company > Lists. The Manage Lists page opens.

2. Click the Service Desk-Hardware Assets-Asset Manufacturer row in the grid.

3. Click Add. The Add/Edit dialog box appears.

4. Enter the brand name of the hardware asset.
   
   

5. Active: By default, Yes is selected. If you do not want the brand name to be active at this moment, click No.

6. Default: By default, No is selected. If you want the brand name to be the default brand name, click Yes.

   NOTE  Once you mark an item in the list as a default item, you will not be able to delete it. If you want to delete it, you will have to set the Default option to No, save, and then delete it.

7. Click Save. You will find the new brand name under the List column. If you want to cancel everything that you have entered and/or selected so far, click Cancel. Clicking Cancel will take you to the New List page.

8. Repeat the above steps for adding another brand name.

Editing a list (deleting and adding items)

You can add an item to an existing list or delete an item from a list. You can also delete an entire list of items. (See step 3.)

1. Navigate to Admin > My Company > Lists. The Manage Lists page opens.

2. Click the row of the list name that you want to edit. The New List page opens in edit mode. You will see the current list.

3. If you want to delete some items in the list, select the individual checkboxes next to the List Name, and click Delete. BMS asks for confirmation.

4. Click Yes. The items are deleted.
   
   

5. If you want to delete the entire list of items, click the checkbox next to the List Name column (in the header) and then click Delete. BMS asks for confirmation.

6. Click Yes. The items are deleted.
   
   

7. If you want to add an item to the list, follow the process mentioned in the above section.

Saving a customized view

The grid that you see beyond the search area shows the default view; however, you can customize a view and save it. You can then click the saved view and the grid will show the customized view with rearranged columns. In the case of Lists page, you cannot use the column chooser icon to move columns from Available Columns to Displayed Columns on the right. You can only move the columns in the Displayed Columns up or down.

1. Navigate to Admin > My Company > Lists. The Manage Lists page opens.

2. Click the Column Chooser (open book) icon which is next to the settings icon. The Column Chooser window opens.
   
   

3. Displayed Columns: Move columns up or down as required.

4. Click Save. The rearranged columns will now appear in the grid.

5. Click the sprocket (settings) icon and then click Save As.

6. Enter a name for your customized view.

7. Public: Click Yes or No according to your choice. If you select Yes, the view will be made public. If you select No, the view will be made private.

8. Default: Click Yes or No according to your choice. If you select Yes, the view will be made the default view. If you select No, the view will not be made the default view.

9. Click Save. You will now see that the name of the view has been added to the Views dropdown.
   
   

Sharing a customized view

You can share your custom view with others. Once you create a custom view, other options will appear as dropdown in the settings icon.

1. Navigate to Admin > My Company > Lists. The Manage Lists page opens.

2. Select the view from the view dropdown.

3. Click Share. The Share View window opens. You will see two tabs - Queues and Employees. The Queues tab is open by default. You can use one of the tabs or both the tabs.

4. Queue: Select a queue from the dropdown and click Add. The queue is added to the list below.

5. Click to select the relevant checkboxes.

6. Click Save.

7. If you wish to share the view with certain employees, go to the Employee tab.

8. Employee: Enter the first few letters of the employee. The employee name appears.

9. Click Add. The employee name is added to the list below.
   
   

10. Click to select the relevant checkboxes.

11. Click Save. The customized view is shared with the selected employee. If you want to cancel everything that you have entered and/or selected so far, click Cancel. Clicking Cancel will take you to the Manage Lists listing page.

Exporting the grid

You can export the grid as an Excel file. You can export the current page or all the pages together as an Excel file. Though the Export option has All Pages as a suboption and since you cannot add to the current list of lists, the current page is the only page that shows a list of lists.

1. Go to Admin > My Company > Lists. The Manage Lists page opens.

2. Click Export > Current Page or All Pages.

3. In the Save As window, enter an appropriate file name.

4. Click Save. You will see a downloaded Excel file at the top right corner of your browser. This file contains tabular data from the grid.