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What is the List View

This article allows you to understand more about List View, and the different actions possible from it that will help you save your time.
R
Rashmi Kashyap
21 Dec, 2020 - Updated 4 months ago

 Introduction to List View 
 

Trying to assign a few records to your sales agent present at a customer location? or 

Want to edit a large number of records simultaneously?

You can do all these actions in a jiffy from the List View.

Where can you find the List View in Vtiger CRM

List View is the default view for every module. 

Click the Menu icon and select a module under any tab to display a list of all the records present in that module. Since the view displays a list of records, it is called the List View. 

Vtiger CRM comes pre-packaged with a set of lists for every module. You can also create an ideal list of recipients that help with filtering records in a module. Do not misunderstand the List View to be just a list of records; you can perform a lot of quick actions in the List View like:

  • Use different conditions to filter a set of records in a module

  • Perform operations on the lists like edit, delete, duplicate, etc

In the List View, you can temporarily sort your records using the filters in the Search bar or you can create a permanent list using the Lists on the left-hand corner of the page.

Want to learn more? Hop on to the next section...

Lists in List View

Using the list option, you can create lists to sort and store the records displayed in your List View and save it for future reference. This feature enables you to create different lists for multiple purposes.

There are three lists available by default:

  1. Recent Lists: Shows the lists which you have used recently.

  2. My Lists: These are the lists created by you with different conditions and you own them.

  3. Shared Lists: As a user, you can create lists, add conditions, and share the lists with other users or groups in your organization. Shared Lists are visible to the list owner and the users with whom you share the list.

 

Note: 

  1. Only the list owner has the right to edit shared lists while the users with whom you share the list can only view them. 

  2. The top five frequently used lists will appear under My Lists and Shared Lists. 

How to create lists

Let us begin by learning how to create lists manually. 

For you to understand the process, we will create a list in the Contacts module. You can follow the same steps to create lists in other modules. 

While creating lists, you can add fields from the primary module (which is Contacts in our example) as well as other related modules.

Follow these steps to create a list from a module:

  1. Click the drop-down present on the left corner of the List View screen.

  2. Click the + button along the Search for List bar.

  3. Enter the name of the list in the List Name field.

  4. Provide List Information:

  1. (OPTIONAL) Enable the Set as Default checkbox to set the list as default. This helps you and other users to view only the most important records.

  2. (OPTIONAL) Enable the List in Metrics checkbox to view the list in the dashboard.

  3. Choose the Default sort column and sort order from the given options.

  4. Select columns from Available Fields to be shown in the list. Selected columns appear under Choose columns and order.

  5. Sort the fields under Choose columns and order using the drag-and-drop action.

To learn about columns in detail, jump to this section.

  1. Click Next.

 
  1. Choose List Conditions:

  1. You must specify a set of conditions based on which the list will be created. The list will be available in the Lists drop-down in the List View.

  2. Add conditions in the ‘All Condition’ field or ‘Any Condition’ field or both based on which the list will be sorted.

Get to know more about conditions in the List View by clicking here.

  1. Choose a field on which you want to apply the condition from the Select Field field.

  2. Choose List conditions from these options:

    • Equals

    • Not equal to

    • Starts with

    • End with

    • Contains

    • Does not contain

    • Is empty

    • Is not empty

  3. Add users and groups according to which the list has to be sorted.

  4. Click on Save to finish the list creation process.

  5. Click Next to continue.

 
  1. Provide Sharing Information:

  1. Select the users or roles with whom you want to share the list.

  2. Click Save and Share.

  3. Add users only if you intend to share the list with them.

 

A confirmation message saying ‘List saved’ will pop-up after the list is added.

Note:

  1. If you have too many lists, you can use the search bar present in the Lists drop-down to find a specific list.

  2. The People icon appears beside a list to signify that the list has been shared with other users.

List conditions 

  1. All Conditions: Lists based on the AND condition.

For instance, 

Condition 1  

AND 

Condition 2 

AND 

Condition 3

.

.

.

Displays the results if and only if ‘all’ the conditions are matched. If one condition fails, other queries will not be executed.

 
  1. Any Conditions: Lists based on the OR condition.

For instance,  

Condition 1 

OR 

Condition 2 

OR 

Condition 3

.

.

.

Displays the results if at least ‘one’ condition is matched. If one query fails, other queries will be executed.


 
 

Note: The List View also displays all the tags under My tags and Shared tags in the Lists drop-down; these will show you the lists related to a particular tag.

To know more about tags, click here.

Search Bar in List View

The search bar in the List View is a unique feature on its own. It is one of a kind because it filters, searches, and delivers the result in a very intelligent way.

The search bar helps you search for a record as well as filter the rest of the records using field names that you specify. This feature comes in very handy if you have a large number of records in the CRM.

The functionality of the search bar

The search functionality is based on the keywords that you type. It also tries to match your keyword to the fields available in the List View columns and creates a filter for you.

When you start typing in the search field, the system tries to identify the words and auto-suggests a list of all the available filters. It matches your search phrases to the values in the picklist or multi-select field options. You can use these filters to find the desired records.

You can have more than one filter to sort and find your choice of records. 

If you search multiple times on the same field, then sorting happens based on the OR condition but if you search in different fields then the sorting happens based on the AND condition.

If your search includes:

  • A character that is a part of a picklist, then those fields are displayed first.

  • A 'Yes' or 'No', then the checkbox fields are displayed.

  • An integer, or a decimal, then you will see multiple less than, equals to, and greater than options along with the currency, integer, and decimal fields in the filter.

  • The ‘@’ character, then the email field is displayed first in the filter options.

  • A ‘+’ character, then phone number fields are given priority in the filter options and then the rest.

  • A date, then the following fields are displayed in the filter options:

    • Today

    • Tomorrow

    • Yesterday

    • Previous Financial year

    • Current Financial year

    • Next Financial Year

    • Previous Financial Quarter

    • Current Financial Quarter

    • Next Financial Quarter

    • Last Week

    • Current Week

    • Next Week

    • Last Month

    • Current Month

    • Next Month

    • Last 7 days

    • Last 14 days

    • Last 30 days

    • Last 90 days

    • Last 120 days

    • Next 7 days

    • Next 14 days

    • Next 30 days

    • Next 90 days

    • Next 120 days 

 At last, the matching field labels are shown.
 

Note

  1. Click Clear All to clear all the filters and start a new search.

  2. Switching between lists, adding new lists, and editing the current list will clear search filters.

 
List View Columns

Add or remove columns 

You have the flexibility to customize your List View by adding and removing columns in the List View.

You can add up to 15 columns to your List View.

Follow these steps to add or remove columns:

  1. Click the Menu icon.

  2. Select and open any module.

  3. Click the Manage Columns icon on the left side of column names.

  4. Select the Edit column.

A Configure Columns window appears.

  1. Remove the columns by clicking the X button on the field name in the Selected fields section.

  2. Add the columns of your choice by selecting the columns from the Available fields section.

  3. Click the Update List button to view the changes in your List View.

Rearranging columns

You can rearrange the columns available in your List View according to your priority.

While creating a list, you can drag and drop the column names to rearrange them.

Sorting

You can also sort columns in the List View by clicking the column names. This will sort the records in ascending or descending order.

Resizing columns

You can resize the columns by dragging the vertical bar beside each column name. You can see the vertical bar when you hover over the column names.

List View Actions

You can perform many quick actions from the List View. Knowing and remembering these actions will help you save some time when you are in a hurry.

Actions possible in lists drop-down

You can perform the actions listed below when you click the More icon beside the list name in the Lists drop-down.

  1. Edit: You can edit the list.

  2. Duplicate: You can duplicate the list and create a new list.

  3. Share: You can share the list with other users.

  4. Delete: You can delete the list.

  5. Default: You can make any list as a default list.

 

Note: Shared lists will have only Duplicate and Default options.

Individual or mass actions on a record

In most modules, the default view is the List View. 

You can perform these basic actions on an individual record or on all the records:

  1. Edit - You can edit a record.

  2. Comment - You can comment on a record.

  3. Delete - You can delete a record.

  4. Export - You can export a record and save it as a PDF or email the record.

  5. Print - Print a record into a hard copy.

  6. Tags - You can assign tags to records to categorize them.

 

Did you know?

You can also perform a few module-specific actions on the List View such as:

  • Contacts

    • Transfer ownership in contacts by clicking the Arrow icon.

    • Send Emails to the contact by clicking the Email icon.

  • Tasks: Change the owner of a task by clicking the Person icon.

Jump to the desired page 

Switching between pages in the list view in Vtiger CRM is very simple.

You can jump to the desired page by just entering the page number.

 

For example, assume you have 100 pages of records, with only 50 records displayed per page. If you want to jump to the 40th page directly, just type 40 and have a safe landing on the 40th page. 

Follow these steps to jump to the desired page:

  1. Click the page number on the top right of the List View.

  2. Here, you will see the total number of records in that module and the number of pages.

  3. Enter the number of the page you wish to go to.

  4. Click Go.

You will be redirected to the page number you have entered.

Hovering over a record

When you hover over a certain record, you can perform quick actions on it, such as:

  1. Available in all the modules

    • Follow: You can follow a record to receive notifications about all the updates that happen on the record.

  2. Available in Deals, Quotes, Contacts, Organizations module

    • Call: You can call the contact.

    • Email: You can send an email to the registered email address.

    • Chat: You can send an SMS to the contact’s number.

  3. Available in Documents module

    • Share: Share a document with the contact.

    • Download: Download a PDF document.

 

Note: 

  1. When you click on a particular record in the List View, the Summary View of the record loads as a preview.

  2. Clicking the hyperlink of any related module of any record in the List View will open the Summary View of the related record as a preview. 

 

 
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