Configure List Views

List View configuration controls how records display, sort, and export for UTA/module Level 1, Level 2, and Level 3 records, Organizations, and Users in SmartSimple. This includes setting the List View's Properties, Columns, default sort order, and export options. List Views also allow browsing and searching records without opening each one individually, performing batch operations such as status updates or reassignments, sending group emails, downloading files in bulk, and displaying an interactive chart alongside the list.

Who: System administrators

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.

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Access the Configuration Page for List Views

Navigation to the List View configuration page depends on the record type.

UTA/module Level 1

To access the List View configuration page for a UTA/module Level 1 record type:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Level 1 tab.
4. Locate the List View Settings section, and click List Views.
5. Click the New List View [+] button to create a new List View.
   • Click the edit [pencil] icon to edit an existing List View.

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UTA/module Level 2

To access the List View configuration page for a UTA/module Level 2 record type:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Level 2 tab.
4. Locate the List View Settings section, and click List Views.
5. Click the New List View [+] button to create a new List View.
   • Click the edit [pencil] icon to edit an existing List View.

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UTA/module Level 3

To access the List View configuration page for a UTA/module Level 3 record type:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Level 3 tab.
4. Locate the List View Settings section, and click List Views.
5. Click the New List View [+] button to create a new List View.
   • Click the edit [pencil] icon to edit an existing List View.

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Organizations

To access the List View configuration page for Organizations:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and click the Organizations tab.
2. Locate the List View Settings section, and click List Views.
3. Click the New List View [+] button to create a new List View.
   • Click the edit [pencil] icon to edit an existing List View.

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Users

To access the List View configuration page for Users:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and click the Users tab.
2. Locate the List View Settings section, and click List Views.
3. Click the New List View [+] button to create a new List View.
   • Click the edit [pencil] icon to edit an existing List View.

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Configure Properties for List Views

The Properties tab controls the overall behavior and display settings for the List View.

To configure properties for a List View:

1. Navigate to the relevant List View using the instructions in the Access the List View Configuration Page section of this article.
2. Click the Properties tab.
3. Click the View Name field and enter a name for the List View.
4. Click the relevant fields and update the default settings as needed:
   • Role Permission — Defaults to everyone. External users typically cannot access the List View unless they have direct access to the UTA/module.
   • Filter — Select a saved search filter to apply to the List View, if needed.
   • View Style — Defaults to List. Grid can also be toggled on.
   • Card View Style (Mobile/Grid) — Defaults to Default.
   • Default Buttons — Toggled on by default.
   • Color Code Based on Status — Selected by default for Level 1, Level 2, and Level 3 List Views only.
   • Buttons — The Open button is enabled and labeled Open by default.
   • Feature Options — Open in Edit Mode is toggled on by default for Level 1, Organization, and Contact List Views.
   • Open Record In — Defaults to Main Window.
5. Click Save.

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Configure Columns for List Views

The Columns tab controls which fields appear as columns in the List View and in what order.

Add Columns to a List View

To add columns to a List View:

1. Navigate to the relevant List View using the instructions in the Access the List View Configuration Page section of this article.
2. Click the Columns tab.
3. Click the Add to new column [+] icon next to the field to add the field as a new column.
   • The field will be added to the list of fields to be added to the List View.
   • The field's label automatically populates the column caption.

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Configure Column Settings in a List View

To configure column settings for a List View:

1. Navigate to the relevant List View using the instructions in the Access the List View Configuration Page section of this article.
2. Click the Columns tab.
3. Click the name of the column to edit settings.
   • A list of settings will appear.
4. Configure the following column settings as needed and click Save.
   • Header Caption — Defaults to the field's name.
   • Text Align — Defaults to left. Set to right or center if needed. Applies to the whole column, including the header.
   • Font Color — Select a color using a hex code.
   • Bold Text — Toggle on to bold the column text.
   • Hide Column — Sort by a column without displaying it.
   • Show Total — Sums the column's values in a summary row at the end of each page, based on the records currently displayed rather than the full record set.

Reorder Columns in a List View

To reorder columns for a List View:

1. Click the relevant field to drag and drop it in the desired order.
   • Repeat with each field until the desired order is achieved.
2. Click Save.

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Set Default Sort Order for List Views

To set the default sort order for a List View:

1. Navigate to the relevant List View using the instructions in the Access the List View Configuration Page section of this article.
2. Click the Sort Order tab.
3. Select the Field to sort by from the drop-down menu, and then select Ascending or Descending from the drop-down menu.
   • Fields that do not store data cannot be used to sort a List View.
4. Click Add to add additional fields and order for sorting, and then click Save.

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Enable Export for List Views

Enabling export allows users to export all records and columns in the List View to an .xlsx file. Additional custom export settings are available for specific file formats.

To enable export for a List View:

1. Navigate to the relevant List View using the instructions in the Access the List View Configuration Page section of this article.
2. Click the Export tab.
3. Toggle Enable Export on, and then click Save.

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Tips for Faster Performance in List Views

The following tips can improve List View loading speed and performance:

• Limit List Views to 10 columns. Beyond 10 columns, users must scroll right to view additional columns. Column spacing adjusts automatically.
• Avoid using display text fields and variable fields in List Views.
• Additional system settings can also help improve List View performance.

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