List Views display records within SmartSimple in a configurable, tabular format. Each List View is associated with a specific record type and supports filtering, sorting, column selection, batch operations, and data export. Administrators can customize which columns appear and how records are organized within a List View. List Views are available as two types: System Views, created and managed by administrators for all users with access to the record type, and Personal Views, saved by individual users for their own use.
Who: System administrators and all users
When to Use List Views
Use List Views to:
- Browse or search a set of records without opening each one individually.
- Perform batch operations such as updating status, assigning reviewers or other users, or deleting records.
- Send group emails.
- Download files from records in bulk.
- Export a filtered set of records to an external file.
- Provide users with a saved, pre-filtered view of records relevant to their role.
- Display an interactive chart summarizing record data alongside the list.
List View Features
The following features are available within List Views:
| Feature | Description |
|---|---|
| Column configuration | Administrators select which fields appear as columns and in what order. |
| Sorting | Records can be sorted by a designated column in ascending or descending order. |
| Filtering | Users can apply filters to narrow the list to matching records. Filters can be combined. |
| Search | A search bar allows users to find records by keyword. |
| Batch Update | Administrators can configure Batch Update buttons to apply field changes to multiple selected records at once. |
| Group Email | Administrators can enable a Group Email button to send a single email to contacts associated with selected records. |
| Export | Records can be exported to a downloadable file. Administrators configure which fields are included. |
| Quick Edit | Inline editing of record fields directly from the list without opening the record. |
| Interactive chart | A visual chart can be configured to display alongside the list, summarizing record data. |
| Saved views | Administrators can save List View configurations for reuse. Users can save personal views. |
| Performance options | Settings such as disabling record count and limiting displayed columns can improve load times for large record sets. |
System Views and Personal Views
List Views are available as two types:
System View - Created and managed by system administrators. Available to all users with access to the record type.
Personal View - Created and saved by individual users. Visible only to the user who created it.
List Views vs. Reports
List Views and Reports both display record data, but serve different purposes.
List Views
List Views are interactive. Users can filter, sort, edit inline, and perform batch operations in real time. List Views can also serve as a report for most everyday querying and data export needs, and administrators can add a pre-defined search filter to make a List View behave more like a report.
Use a List View when users need to work with records directly.
Reports
Reports are generated outputs designed for analysis, printing, or sharing. Reports support more complex aggregations and formatting than List Views.
Use a report when the goal is to analyze or present summarized data. Consider a report when:
- Aggregating or summarizing data, such as payments, review forms, or progress report data.
- Creating a list of records sub-totaled by a specific criteria (i.e., per program area or fiscal year, including amounts).
- Listing data from Level 2s or Level 3s (such as progress reports, payments, disbursements) with specific fields pulled from the organization or contact, such as address or email.
- Pulling data from another UTA/module or from multiple organizations or contacts.
- Creating reports automatically on a schedule.
- Generating a nicely formatted PDF.
Resources
For more information about List Views, see: