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Manage Lists

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Workflow enables you to view, edit, and delete your custom lists, and enables you to activate or inactivate static lists.

View List

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Select an available list from the List tab and Workflow will display the list results. You can drill down into a case by selecting the case link, or you can export the file using the Export menu.

Workflow also enables you to unfollow, or follow a static list, which is convenient if you wish to monitor when cases are added or removed from the list. You can also edit the list to add or remove columns that will display, and you can rearrange the order of the columns.

See Edit Columns for more information on changing the columns that appear in the list table.

Edit List

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Note: You can edit only lists that you created.

To edit a list:

  1. Select the Lists  tab.

  2. Select the Edit  link next to the name of the list you want.
    The Edit link appears only for the lists that you can edit.

  3. Update the form fields with your desired changes:
    • Name: Enter a name.

    • System ID: A unique identifier automatically generates when you add the name. You should not change this ID.
    • Description: Add a brief description. This is used as an internal note for administrators.
    • Who has access to this List: Select from these options:
      • All Users
      • Only Users from your Company
      • Only You
    • Featured List: When enabled, the list will display at the top in a table of all lists.

    • Active: Check the checkbox to activate the list, or uncheck to make inactive.
  4. Click the Save button.

Delete List

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Note: You can delete only lists that you created

To delete a list or smart list:

  1. Select the List  tab.

  2. Select the Edit  link next to the name of the list you want.
    The Edit link appears only for the lists that you can delete.
     

  3. Click the Delete button.

  4. Click Yes on the confirmation message.

Translate List

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Note: You can translate only lists that you created

To delete a list or smart list:

  1. Select the List  tab.

  2. Select the Edit  link next to the name of the list you want.
    The Edit link appears only for the lists that you can delete.
     

  3. Click the Translate button.

  4. Click Yes on the confirmation message.
  5. Select the custom dictionary from the Translate To list.
    The translation will be added to the selected dictionary. You cannot add a translation to a system dictionary.
  6. Type the translation in the Translation Value field.
  7. Click Save.

For more information about translations, see Dictionary and Translations.

Follow List

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You can follow a static list, and receive notifications when another user adds or removes a case in the list.

To follow a static list that was shared with you by another user:

  1. Select the List  tab.

  2. Select the name of the list you wish to follow.

  3. Select the Follow  or  Unfollow  link from the toolbar.

Edit Columns

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To edit the columns that appear in your table:

  1. Select the Lists  tab.

  2. Select the list name from either the List  or Smart List panels.

  3. Click on the name of the list.

  4. The results display in a collapsible panel to the right of the list panel.

You can include up to 12 columns in a table. When you customize a table:

  • Columns are color coded to identify which are standard fields and which are custom fields.

  • You can use the Display Results per Page option to select the number of results to display in the panel.

You can click the following links on the toolbar when customizing the table: 

  • Reset: Resets the table to your last saved settings.

  • Clear All: Clears all columns from the table.

To reset the columns to the default setting, click the Reset to Default button.

To configure columns:

  1. Click the Edit Columns link in the header of the table you want to customize.

  2. Search for a column name by typing the column name in the search box, or select the column from the list of Available Columns.

  3. Do any of the following:

  • To add a column, drag it from Available Columns to the Currently Selected Columns section.
  • To remove a column, drag it from the Currently Selected Columns to the Available Columns section.
  • To rearrange selected columns, dragg them into the desired position.
  1. Click Save.

When you customize the columns of a List or Smart  List  table, Workflow also displays these options that define to which lists the changes will apply:

  • Use for this list
  • Use for this list for all users
  • Use for all lists

Export List

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To export data, click the icon of the format in which you want to export:

  •  CSV

  •  XLS

  •  XML

  •   PDF


Important: We restrict you to exporting 5,000 items.