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Creating and Refining Lists

After you access the Create List page or Refine List page for the list that you are creating or refining, you enter the criteria for filtering the records.

Before you begin. When you create a list, you need to enter the fields and values for the criteria that you set up. You might want to go to the record Edit page, and write down the exact field names and values as they are used in your application. Otherwise, your filtered list might not pick up the correct records. Alternatively, you can print the record Detail page to capture the exact field names. However, the printout does not capture the field values for drop-down lists.

To set up a list

  1. In the Search In section, select one of the following from the drop-down list:
    • All records I can see. Includes records that you have at least View access to, as defined by your reporting hierarchy, the access level for your role, and the access level for shared records.
    • All records I own. Includes only records in the filtered list that:
      • You own
      • Are shared with you by the owner through the Team feature
      • Are shared with you through the group assignment feature (for tasks, accounts, contacts, and opportunities)
    • All records where I am on the team.
    • All records I or my subordinates own.
    • All records where I or my subordinates are on the team
    • My Default Look In. Your default setting for the Look in selector, as defined by your company administrator.
  2. If the Book feature is enabled for your company, select a book, user, or delegate from the Look in selector, if required.

    For more information, see Using the Look In Selector.

    NOTE: The Search In section is not displayed for record types that do not have owners (for example, Products, Users).

  3. In the Choose Case Sensitivity section, select the Case Insensitive check box, if required.

    If this check box is selected, columns that are queried irrespective of case are shown in blue. Case insensitivity can affect performance; use the option that works best for you.

  4. In the Enter Search Criteria section do the following:
    1. Select a field from the Field drop-down list.

      The fields are pre-populated with the targeted search fields for the record type, see Default Search Fields.

      If the address field you need does not appear in the drop-down list, select the corresponding one shown in this table or in About Countries and Address Mapping.

      To filter your list on this field

      Select this field from the drop-down list

      Street Number
      Address 1
      Chome

      Number/Street

      Ku

      Address 2

      Floor
      District

      Address 3

      Shi/Gun

      City

      Colonia/Section
      CEDEX Code
      Address 4
      URB
      Township

      PO Box/Sorting Code

      MEX State
      BRA State
      Parish
      Part of Territory
      Island
      Prefecture
      Region
      Emirate
      Oblast

      Province

      Island Code
      Boite Postale
      Codigo Postal

      Zip/Post Code

    2. Enter the conditions, filter values, and operators (AND, OR) that define the filter.

      If you are refining a list, the fields are already populated with criteria that you can refine further.

      For information about using filter conditions, see About Filter Conditions.

      TIP: To create a list of service requests that do not have an owner, select the Owner ID field, the Equal to filter condition, and leave the value blank. You can create other null lists using this general approach.

      CAUTION: When entering Filter Values, check to make sure that you are following the rules described in About Filter Values. Otherwise, the correct records might not be included in the list.

      Examples

      Accounts: If you want to create a filtered list of accounts in Canada with annual revenue over $100,000,000.00, complete the form as follows:

      Field

      Condition

      Value(s)

       

      Annual Revenue

      Greater than

      100000000

      AND

      Country

      Equal to

      Canada

       

      Leads: If you want to create a filtered list of leads with potential revenue over $100,000.00 and ratings of A or B, complete the form as follows:

      Field

      Condition

      Value(s)

       

      Potential Revenue

      Greater than

      100000

      AND

      Rating

      Less than

      C

       

  5. For the Display Columns and Sorting Order section:
    1. Choose the fields to display as columns in the search results by moving fields from the Available Fields list to the Selected Fields list. Use the up and down arrows to change the order of the selected fields.
    2. In the Sort by drop-down list select a default sort field, and click Ascending or Descending to select a sort order.

      NOTE: You cannot select a field that is a check box as the sort field in this step. However, after the list is created, you can click the column header to sort the fields based on the values in the check box.

  6. (Optional) To see the results of your search criteria without saving the list, click Run.

    The List page appears displaying the results of your search criteria, You can then click the Menu button in the title bar, and select Save List or Refine List to save your list.

  7. Click Save, and complete the fields in the Save options section:

    Field

    Comment

    List Name

    Type a name for the list (50-character limit). You can use any symbols or punctuation marks except quotation marks ("") in your List Name.

    Created lists are arranged alphabetically. Therefore, consider putting the most pertinent word at the beginning of the name.

    Description

    Enter a description of up to 251 characters.

    List Accessibility

    If your user role includes the Define Public Lists privilege, select one of these options:

    • Private. Allows you alone to see the filtered list.
    • Public. Makes the list available to all employees. Public lists appear on the record Homepage for all employees at your company.
    • Role Specific. Make the list available only to users with a specific role.
  8. Click Save and Run.

    The filtered list you created appears in the drop-down list in this page's title bar and in the Lists section of the record Homepage.


Published May 2008