List views allow you to see a specific set of contacts, properties, deals, etc. For instance, by creating a list view of properties with a particular zip code, you can narrow down on specified prospecting for an area in particular. Another example could be a list of soon to expire tenants for the Space/Unit object. Additionally, you could create a list of contacts for an email marketing campaign at a later time.
By default, list views appear in a similar fashion as spreadsheets. This list view is present by default in all of the Objects within Rethink (Contacts, Companies, Properties, Space/Unit, etc.) Another default to bear in mind is that the list view is typically set to "Recently Viewed". However, you can easily change this default setting at any time.
List View Overview
In the example below, we'll modify an existing list to create a list that is more narrowed and tailored. These same steps can be used within any other Object (Properties, Deal Pipeline, Companies, Comps, Etc) to create a more specified list for any other use case. For this example, we will modify a list within the Contacts object.
1. Access the Contacts object.
2. As seen in the image below there is a drop-down arrow located right next to the list view name. This drop-down menu will provide you a list of all the available lists for this object. When you click on this drop-down arrow it will display all the currently available List Views. By default, this list should contain several list views that are ready for use. To the right of the drop-down arrow, you will find a Pin icon (). This icon is used to select a default List View, when a list is "pinned" it becomes the default list, which means this list will appear automatically anytime you open that object.
Note: The "Recent Viewed" list is not customizable and does not allow for filtering. As this list is meant more to reference previously viewed records within the object. If you would like to modify a list or create a new list, you'll have to select another list to modify from within the drop-down menu described above. Additionally, system admins have control over which list/records are accessible to each user. If for any reason you are unable to view a list it may need to contact your system admin to alter your permission in order to access these list/records. When creating a new list we recommend you use the "All" list as a starting point.
3. Next, we'll switch to "All Contacts" list for this example. When the "All" list has been opened, click the Gear icon ()to the right, under the quick action buttons. Within this drop-down menu, you'll find options for creating a New List View.
Below I have listed these options, along with a description of their use.
1) New - This will provide a minimal selection of columns for sorting, without any applied filters.
2) Cloning - This will allow you to duplicate an existing list. This may be useful if you want to use the same list but further narrow the results by adding more filters or changing the visible columns. Cloning a list will allow you to make these changes without compromising the initially created list.
2) Rename - This allows you to change the name of the list you are currently viewing
3) Sharing Settings - This will provide you the option to chose whether this list is private, visible to all other users, or only visible to a particular group of users. If you choose the last option and do not pick a group of users to share the list with, then it defaults the list to private (visible only to you).
4) Edit List Filters - Clicking on this option will open up the filter's panel. (seen below). The Filter panel will allow sorting based on 3 factors.
Below I have described these 3 filter options and how they work.
- Field: this selects the column in your list view which you would like to sort by
- Operator: This will allow you to use logic when you're filtering.
The options for Operator are as seen below:
- Value: This is used to determine the result you are looking for. For instance, you can have a filter combination that states field is company name operator is equals and the value is "Aimco" this will narrow the list to only show contacts where the company name is "Aimco".
4) Select Fields to Display - This option will allow you to customize which fields (columns) are displayed in your list view. The option displays 2 columns
- Available Fields: Unused fields which can be added using the left or right arrows in between the two columns (highlighted below)
- Visible Fields: These are the columns currently displayed within your list view.
5) Delete - This options will delete the list view.
6) Reset Column Widths - This option will resize the columns widths so that all the fields are spaced equally.
Creating a List View
Click the Gear icon ()to the right, under the quick action buttons. Within this drop-down menu, you'll find an option for "New". Choosing the New option will allow you to create a new list view. This default list does not include filters and includes only a minimal selection of fields currently displayed.
When clicking New It will prompt you to provide a name for the list and the API name as well. In respects to the API name, this part you won't have to worry about as rethink automatically provides this based on the name you provide for the list. Beneath these 2 fields you'll see an option for selecting whether the list is private or if it's to be shared with all users, or if it's to be shared only with a particular group. After picking a share setting click "Save"
Once you've said your list you will be presented with a basic version of the list (as seen below) you'll have to add filters and customize the visible fields as described above to better scope the information displayed on the list.
To add or change Filters, click the Funnel icon to the far right - Add Filter - Select the Field you'd like to filter - Adjust your Operator - Then add your Value.
To change Fields to Display (columns), click on the gear icon again and choose Select Fields to Display. Use the to arrows to move fields back and forth between Available Fields and Visible Fields.
Cloning a List View
Another great way of creating list view is by modifying a pre-existing list. The clone option will allow you to duplicate an existing list then add extra filters or modify field views. By cloning a list you are able to duplicate a list and further narrow what information it displays, all while having left the original list view intact.
For instance, below I have a list view within contacts. The list is one of contacts who have a mailing state/Province which equals CA.
By cloning the list below I can further narrow the scope to split up the list so it only displays clients within a city in particular. In this example, we'll narrow our selection to only clients who live in Los Angeles California. We'll accomplish this by completing the steps illustrated below:
As I stated at the beginning of the article, any of these steps and actions can be used to create, edit and modify the existing list for all of the availability objects within Rethink.
Please reach out to Product Support (firstname.lastname@example.org) if you have any questions about List Views.