Lists Overview

A list is a view that displays a number of connected items in a list format. Lists are used throughout BST11 to show groupings of information, inquiry and search results, and other listings of information. There are two list styles in the system, read-only and editable, and the available actions for each list are dependent on the list style and the type of item stored.

When information is in a list format, you can control how the data is displayed and can change display format like column selections, sort order, groupings, column order, filters, and column width. In addition, most lists can be exported to Microsoft Excel format.

Note: This is a general description of how lists work in the system. Some lists may have different options and functionality. For more detailed, specific information about a list, see the specific Help topic.

Types of Lists

There are two list styles in the system. The available actions for each list are dependent on the type of list and the document instance or item type that you are viewing.

  • Read Only: Read only lists are for display and selection purposes only. Items in these lists cannot be edited. For example, in the Open dialog box, the search results are available so you can review a list of search results and then select an item.
  • Editable: Editable lists allow you to add, edit and delete the items on the list. For example, for each Client, you can add and maintain a list of addresses in which you can add, edit, and delete each item as needed. For each address, all editable fields can be changed directly on the list. For most editable lists, you can switch to Detail view, which allows you to edit the fields and sometimes provides additional fields. For more information, see Manage List Items.

Further, the organization of a list may be:

  • Sequential: Sequential lists are organized by an element within the list. An example of this organization is any list generated from input data documents. These documents maintain a sequence number of the transactions entered and display the list in that order. Such documents are editable and an implication of these two conditions is that the list items can be reordered at will.

  • Unordered: Unordered lists are displayed in the order that the selected data exists in the database. If it is editable, existing items may be altered and new items are added at the end of the list. An example of this organization is the client address list.

  • Hierarchical: A hierarchical list is a complex list with multiple levels of organized information. Most hierarchal lists have the same functions as editable lists, but they also allow you to move, organize, and reorder items into a hierarchy. For example, hierarchical lists are used on Project - Tasks tab and on the map screens. For more information, see Manage Hierarchical Lists.

List Functionality and Display

Generally, lists are contained within an area or a pane on a screen. To the top-left of the area, the name of the list is displayed. Additionally, the number of list items is displayed in parenthesis next to the name.

  • Restrict Results: For most lists that include search capabilities, an expand button displays to the left of the name of the list. This displays a Restrictions area, which is used to enter criteria to restrict data. For more information, see Restrictions. When a list includes a search, the specific functionality is described in the Help topic for the document.
  • Manage Columns: At the top of the list, is a set of columns, which define what information is available on the list. Each list has a default set of columns that display, but many lists have a set of optional columns that are not automatically displayed; for more information, see Manage Columns.
  • Filter, Sort, and Group Columns: The column headers can also be used to filter, sort, or group information on the list. For more information, see Filter and Sort Lists and Group Columns.
  • Freeze Columns: In addition, when lists have many columns, you can freeze certain columns to stay in view while you scroll vertically through the list; to freeze a column, drag the freeze control from before the first column, to after the last column that you want to stay in view.
  • View Tooltips: Each list item includes various columns of information. While each column can be resized, lists still provide a limited space to view the information. To see the full value of a cell or column header, hover over the cell and the value will display as a tooltip.
  • Export to Excel: In addition, most lists in the system can be exported to Microsoft Excel format; for more information, see Export List to Excel.