Using SysAid Lists

Most pages in SysAid that show many records at once, such as assets, configuration items, users, and settings, use the same list layout and the same controls. Once you know how to search, filter, sort, and act on one list, you know how to work with all of them. This article covers those shared controls.

The Service Record Queue is the exception. It has its own column panel, filters, and views, and its own set of articles. To learn more, see Service Record Queue.

How it works

Every list opens in a view. A view controls which columns appear, in what order, and which filters sit above the list. SysAid provides a set of views out of the box, and you can create your own. Switch between views with the View drop-down above the list.

Above the list you'll find the Advanced Search box, the filter icon, and the three-dot menu. Below it, the page count tells you where you are in the results. Selecting one or more rows reveals the actions available for that list.

What you can do with a list entry once you open it, and which bulk actions the list offers, varies by list. This article covers only what's shared. Each list's own article covers the rest.

Access and permissions

Anyone who can open a list can search, filter, sort, and switch views on it.

Creating or editing a view requires the SysAid Administrator permission. To learn more, see Managing Agent and Admin Permissions.

Limitations

• The Customize view and Create Filter windows open as separate browser windows, so allow pop-ups from your SysAid address.
• Some built-in views are used by other parts of SysAid rather than for everyday browsing. Customizing one changes behavior elsewhere in the product. Create your own view rather than editing a built-in one. Each list's article names the views this applies to.

Finding entries

Searching

Type in the Advanced Search box above the list to search across it.

Sorting and filtering by column

Hover over a column header to reveal its sort and filter icons.

• Click the sort icon to sort by that column. Click again to reverse the direction.
• Click the filter icon to open that column's values, then select one. To filter on more than one value, click Multiple selection, select the values you want, and save.

Select All to clear that column's filter.

Not every column has a filter. A column filter appears only when a filter menu exists for that column in the current view. To add one, see Customizing Table Columns in SysAid.

Reviewing and clearing filters

Click the filter icon above the list to open the Filters panel. It shows two things:

• Selected filters, with a count of the column filters currently applied. Click Reset to clear them all at once.
• Advanced filters, for filtering on almost any field rather than one column at a time. Click the edit icon to open the Create Filter window, build a statement, and click Create Filter. Click Reset on this row to clear it.

Both Reset links stay inactive until a filter of that kind is applied, which is a quick way to tell whether a filter is narrowing your results.

Advanced filters use the Expression Builder. To learn more, see Expression Builder.

Paging through results

The count at the bottom right tells you where you are, for example 1 to 15 of 219. Use the arrows next to it to move between pages. The number of entries per page differs from list to list.

Working with views

To switch views, use the View drop-down above the list.

To change which columns and filters a view shows, or to create a new view, click Customize view next to the View drop-down. In the Customize View window, set up the columns under Configure Columns and the filters under Filters, then click Update. For the full procedure, see Customizing Table Columns in SysAid.

Acting on several entries at once

Select one or more rows using the checkboxes at the left end of each row to reveal the actions for that list.

• Select the checkbox on any row to add that entry to your selection.
• Select the checkbox in the column header to select every entry on the current page.

The header checkbox selects only the entries on the page you're viewing, not every entry matching your filters. To act on more, narrow the list with a filter first, or repeat the action page by page.

Selecting rows opens an action bar at the bottom of the page. The actions differ from list to list. To export only the selected entries, open More Actions on the action bar and click Export selected to PDF or Export selected to Excel. To export the whole list, click the three-dot menu above the list and select Export to Excel or Export to PDF. For the full set of actions on a given list, see that list's article.

Next steps

• Customizing Table Columns in SysAid: columns, filters, and views.
• Expression Builder: building advanced filters.
• Creating a Drop-down Filter: adding a filter menu for a custom field.
• Working with the Asset List: a worked example of these controls on one list.