Design List

29 Aug 2024
21 Minutes to read

Design List

Updated on 29 Aug 2024
21 Minutes to read

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The Design List View is the fourth stepper in Form Designer. A form list page will be generated dynamically for every form designed in the Form Designer. It allows you to configure the various properties of the list page. The list page will have visual cues, icons, color coding to differentiate and to identify the different type of records. It includes filters, views, grids and so on. The listed records will have clear and concise description.

Let’s explore the following use-case.

User Persona
{{variable.Role - Application Designer}}

Solution

Sam, the {{variable.Role - Application Designer}} wants to create an interface for their application where a page should display the list of all the logged incidents with details such as Incident ID, Logged Time, Status, Caller, Description.

It should be flexible to display them in list view or grid view, however the default view should be list view. It should have option to filter the records based on status.

Also, it should be able to display the list of records grouped by Tenant Type for the available Tenants for Incident module.

To achieve this functionality, Sam will navigate to the third stepper Design List View of the Form Designer.

Configure the properties on the page such as enable List View and Tile View options under Grid View Styles. Select Default View as List View.

Select Incident ID, Logged Time, Status, Caller and Description from the Available Columns list and move them to Default Columns.

Select Default Filters and define the Field, Operator and Value condition.

Configure Design List View Page

To configure the Design List View page, perform the following steps:

Navigate to Design Studio > Form Designer.

After configuring the first three steppers General, Design Form and Sequence Generator, the Design List View tab gets enabled for a new form. You can directly navigate to the Design List View tab for an existing form. A sample screenshot is shown below:

Figure: Design List View

The following table contains a brief description on the Design List View screen fields.

Field Name	Description
Custom Views
Custom Views	If selected, then the View section is displayed to the end-user. The following actions can be performed by the end-user: Create View Edit Existing View Delete Views If not selected then the View section is not displayed to the end-user.
Filters
Simple Filter	If selected then the end-user can perform the following: Add filters Remove filters Define AND operator between filters
Advanced Filter	If selected then the end-user can perform the following: Add filters Remove filters Define AND or OR operator between filters Group multiple filters Define AND or OR operator between multiple group filters
Grouping
Group Records	Select it to group the records on a list page based on the selected attribute under Group By. It will be useful to display a large number of records on a list page.
Group By	This field is visible only if Group Records is enabled. Select the required attribute from the Group By drop-down list based on which the displayed records should grouped by. Example: If Department is selected then the records get grouped based on the Department on the list page.
Indicators
Show Record Aging	Record age means the time since when the record has been created. Enable the Show Record Aging switch to display the age of the record on the record list page. The age of the record will be shown by a flag next to the details of the Created on column of the list page. Screenshot If record age < 48 hours, then color of the flag will be green. If record age >= 48 hours and < 120 hours, then color of the flag will be orange. If record age >= 120 hours and < 240 hours, then color of the flag will be purple. If the record age >=240 hours, then color of the flag will be red. While hovering over the flag, it will display the information regarding the record age. Screenshot
Refresh Interval
Refresh Interval	If selected then the Refresh Interval will be displayed for end-user with the following drop-down values to refresh the List View page. 1 min 2 min 3 min 4 min 5 min If not selected, then the Refresh Interval will not be displayed for the end-user.
Auto Refresh Time	Specify the time in minutes to auto refresh the page.
Grid View Styles
List View	If selected then the records will be displayed in list view or tabular format. Each row will represent a record with each column representing one of the properties of the record.
Tile View	If selected then the tile view will be available in grid or tile view for the end-user. Each tile will represent a record with its properties. It's one of the better visual presentation of the records.
Summary View	If selected then the records will be displayed in rows and column format with cell values. A sample screenshot is shown below: It will have following sections: Available Column - Displays all the available columns which can be dragged and dropped to the Summary View section under the individual row or column headers. Summary View- It consists of Columns, Rows and Values. Columns - Drag and drop the columns here which has to be displayed as columns in Summary View. Rows - Drag and drop the columns here which has to be displayed as rows in Summary View Values - Drag and drop the values under this section which has to be displayed in the cells. Click gear icon. The Functions popup is displayed. A sample screenshot is shown below: Figure: Set the functions Cell Values - Displays the added columns under Values. Functions - Displays the list of functions. Select the required arithmetic function to be applied on Cell Values value. Click Save to save the values. If a column is used under Row header then it can not be used under Column header. The Rows and Columns should accept the values up to 3 levels. If Summary View under Grid View Styles is enabled then Summary View icon will be visible on the list page for the consumer. The Summary View at consumer end will not have Filters, Views or Configure Columns. If the user switches from List View to Summary View then the Summary View list will not get impacted by the filters applied at List View level. A sample screenshot is shown below: Click on the count hyperlink and it displays the information in list view. Filters can be applied to view the required data. Example: If you want to view the assets with Tenant as Information Technology, Status as In Store and Category as Fixed/Firewall then we can apply the following filters: The result page after applying filters is shown below:
Default View	Select the view from the drop-down list which should be the default view for the end-user. Available options are as follows: List View Tile View
Default Columns
Filters/Columns	Select the columns name which you want to get display by default while generating list view of a form. Available Columns - Displays the list of all fields added on Design Form page along with default system defined fields (Auto ID, Created By, Created Time, Updated . Select the fields which you want to get displayed as default columns or other columns on list view page for end user. The Auto Sequence Column Name configured on Sequence Generator stepper name is also displayed under Available Columns section. Example If IncD is configured as Auto Sequence Column Name for New Incident form then the IncID will be displayed under Available Columns section on Design List View page of the New Incident form. Include Columns - This section contains the following two sections: Default Columns Other Columns Default Columns - Drag and drop or use arrows to move the selected fields to the Default Columns. The fields present under Default Columns will be displayed by default columns in list view of the forms. You can sort the order of the columns as in the Default Columns in the order it should appear in the consumer form. By default, ID column is displayed in the Default Column list. Screenshot
Card View	Click on Card View tab under Default Columns. The following popup is displayed: Screenshot
Default Views
Add Filter Set	A Filter Set is consisting of Field, Operator and Value. Field - Each field is a column in the table. Operator - Each field type has its own set of valid operators. Based on the field type the operators are displayed. An operator specifies how parameters are related to each other. Value - Each field has own set of valid values determined by the Field Type and Operator. Actions - Click Delete icon to delete the specific filter set or click plus icon to add a new filter set. Is Visible - Select it to make the filter set visible on the list page. Is Editable - This field is available only if Is Visible is enabled. Select it to make the filter set editable. When the Persona is selected as End User, the Default View Filter Set is displayed as follows: Field = Requestor; Operator = Dynamic; Values = Requestor When the Persona is selected as Analyst, the Default View Filter Set is displayed as follows: Field = Workgroup; Operator = Dynamic; Values = Workgroup
View Other Workgroups	Select it to allow the Analyst to view the records from other Workgroups as well within the same Tenant apart from the Workgroups an Analyst is mapped to. Note This field is visible only if Persona is selected as Analyst on the General stepper screen. By default, this field will be disabled. For Example:
Default Form
Default Form to be Opened	Displays the list of connected forms. Select the form which you want to display as a default form on the click of ID hyperlink configured in Sequence Generator tab. Example The User Incident Details is a read only form and should get displayed on click of Incident ID hyperlink for the end user. So, to achieve this, select Default Form to be Opened as User Incident Details.
Actions	To know more about Actions, see the Actions section below.
Default Records in Grid View
Pagination View	If selected then the pagination will be displayed on the list page to view the records if the number of records per page exceeds the defined Default Records per Page value.
Virtual Scroll	If selected then the virtual scroll will be displayed on the list page to display more records on the list page as the end-user scrolls vertically.
Default Records per Page	Specify the number of records from the drop-down list that should be displayed by default (grid view) on the list page for the end-user. The drop-down list displays the values in multiples of 5. For Example: 5,10,15 and so on.

Actions

The Design List View page will have following Actions:

Bulk Update
Bulk Approval
Export
Import

Click on Click Here hyperlink, the Configure Actions popup is displayed.

Properties
Display Actions in List Page - If selected, the actions will be displayed in the list page also.

Actions

Bulk Update - The bulk update feature is a critical capability that allows Analysts to modify multiple incidents, SRs, or other records. This feature is available across all modules such as Incident, Service Request, Problem, Change, Knowledge, and Asset Management. It is helpful in quick and consistent updates for a large volume of records, thereby improving operation efficiency and quality.
Let's explore the following use-case.

User Persona

Solution

Sam, the {{variable.Role - Application Designer}} wants to create an interface for their application that allows an Analyst to update the status of all incidents affected by a major outage once the issue is resolved for Information Technology department.

As there are multiple incidents for which the status has to be updated with same value, Analyst does not want do it one by one. Analyst wants to perform this activity in one go to apply updates uniformly across all selected incidents.

To achieve this functionality, Sam will configure the Bulk Update utility under Form Actions for the Tenant as Information Technology. It allows the Analyst to change the status of all selected multiple incidents quickly in one go.

To bulk update the records, perform the following steps:

Drag and drop the Bulk Update to the right panel either under Quick Action or Other Action. Click Configure, the Bulk Update popup is displayed.

Select the required Tenant from the Tenant drop-down list. Available options in the Tenant drop-down will be based on the Tenants configured in the Form Designer Design form.

Example: If IT, Human Resource, Asset are the Tenants configured at while designing a form, then only IT, Human Resource and Asset will be displayed in the Tenant drop-down list.

Note:

System generated fields such as Incident ID, Logged Time etc. can not be bulk updated.
If any child field is moved to Default Bulk Update Columns, the relative parent field will automatically be moved to Default Bulk Update Columns.
For Example: If Analyst is moved from Available Column to Default Bulk Update Columns then the parent field Workgroup to which the Analyst belongs to will automatically be moved to Default Bulk Update Columns.
If any field with dependent fields is moved to the Default Bulk Update Columns then all dependent fields will also get moved automatically to Default Bulk Update Columns.
For Example: If Status is moved from Available Column to Default Bulk Update Columns then the dependent fields of Status such as Assigned, Pending, Resolved, Closed will automatically be moved to Default Bulk Update Columns.

Once the Bulk Update configuration is submitted, the Bulk Update icon appears for the consumer. A sample screenshot is shown below:

Figure: Bulk Update - Consumer View

For End User, Bulk Update icon will be available either under Quick Actions or Others, based on the configuration done by the {{variable.Role - Application Designer}}.

As you keep selecting records for bulk approval, the count gets displayed along with Bulk Update icon.

Click on Bulk Update icon after selecting the required records. It provides two options Bulk Update and View History.

Click Bulk Update. The Bulk Update popup is displayed.

Figure: Bulk Update - popup

The following table contains a brief description on the Bulk Update popup.

Field Name
Tenant	Select the required Tenant from the Tenant drop-down list for which the bulk update feature has to be configured. Multiple Tenants can be selected. Example If the available Tenants are IT, HR and Finance and the selected Tenant is only IT then the records from the HR and Finance departments will not be available for bulk update.
Field	Select the required field on which the bulk update has to be implemented. The Field dropdown displays the list of all fields configured by Application Designer during Bulk Update configuration under Default Bulk Update Columns. Producer View - Fields Consumer View - Field
Value	Displays the corresponding values for the selected field. Example: If the Field is selected as Status then the displayed values under Value are New, Assigned, In-Progress, Pending, Resolved, Closed and Cancelled.
Override	If Override switch is active then it will bypass the original value of the field and will replace it with a new selected value. This means that instead of adhering to the default or pre-set value, the system will use the new specified or selected value. If switch is not active then it will not bypass the original value of the field and will not replace it with a new selected value. Only the fields with blank values will take the newly selected value. Example If the Override switch is on and Value for the Impact field is selected as High then all the selected multiple incidents Impact value will be replaced by High, irrespective of its original value. If the Override switch is off and the Value for the Impact field is selected as High then all the selected multiple incidents Impact value will not be replaced by High, and it retains its original value. Only the incidents with Impact field value as blank will adopt the new value as High.

After entering the required field values, click Apply. Bulk Update is done for the selected records and the system displays the following message.

Figure: Bulk Update Success

The End User can view the detailed history of bulk updates done using View History.

Click View History. The Bulk Update History popup is displayed.

Figure: Bulk Update History

The following table contains a brief description on the Bulk Update History popup.

Field Name	Description
S No.	Displays the serial number of bulk updated records.
Number of Records	Displays the total count of records selected for bulk update process.
Updated By	Displays the name of the persona who has done the bulk update of the records.
Updated Date	Displays the date on which the bulk update of the records is happened.
Status	Displays the status of the bulk updated records. Available options are: In-Progress Completed Screenshot
Result	Displays the result of bulk update process with the total selected records count, valid records count and invalid records count for bulk update. A sample screenshot is shown below: Screenshot
Show (Pagination)	Displays the number of bulk updated record history to be displayed on the page.

Bulk Approval - Bulk Approval action will allow the Approver to bulk approve the records on the list page. If Bulk Approval action is not configured from Producer end by Application Designer, the consumer (Approver) will not get the option for bulk approval.

Let's explore the following use-case.

User Persona {{variable.Role - Application Designer}}	Solution
Sam, the {{variable.Role - Application Designer}} wants to create an interface for their application that allows an Approver to approve the status of all Service Requests in one go. As there are SRs from the same Workgroup which all should be approved. The Approver does not want to do it one by one and wants to perform this activity in one go to apply updates uniformly across all selected SRs.	To achieve this functionality, Sam will configure the Bulk Approve utility under Form Actions for the Tenant as Information Technology. It allows the Approver to approve all selected multiple SRs quickly in one go.

Drag and drop the Bulk Approval to the right panel either under Quick Action or Other Action. Click Configure, the Bulk Approval popup is displayed.

Figure: Bulk Approval

The following table contains a brief description on the Bulk Approval popup.

Field Name	Description
Icon	Select the icon that should appear for Bulk Approval on the list page. Click onicon. The Icons List pop-up is displayed. Screenshot
Tooltip	Specify the content that will be displayed in the tooltip on mouse hover. This content is often crisp and concise, providing supplementary information about the Bulk Approval UI element.
Available Approval Types	Displays the available configured status for the respective form.
Bulk Approval Type	Select the Bulk Approval Type. Available options are based on the configured status in Stepper 2 (Design Form). The following are available options: Approve Reject Refer Back On Hold Only Approve and Reject options can be selected as bulk approval. The statues Refer Back and On Hold are not applicable for bulk approval.

For End User, Bulk Approval icon will be available either under Quick Actions or Others, based on the configuration done by the {{variable.Role - Application Designer}}.

Approver will only be able to view the Bulk Approval option if at least one of the transaction records has approval action required or configured. As you keep selecting records for bulk approval, the count gets displayed along with Bulk Approval icon.

Click on Bulk Approval icon after selecting the required records. The Bulk Approval pop up is displayed.

Figure - Bulk Approval - Popup

The following table contains a brief description of Bulk Approval pop-up fields.

Field Name	Description
Approval Status	Select the approval status for bulk approval. Available options are as follows: Approve - Select it to approve all selected records in one click. Reject - Select it to reject all selected records in one click.
Remarks	Specify the additional information for the bulk approval action on the selected records.

Field Name

Description

Approval Status

Select the approval status for bulk approval. Available options are as follows:

Approve - Select it to approve all selected records in one click.
Reject - Select it to reject all selected records in one click.

Remarks

Specify the additional information for the bulk approval action on the selected records.

After selecting Approval status and remarks, click Submit to proceed further and you will get a successful bulk approval or rejection message.

All records will not be available for the Bulk Approval action. The check box for the records which can not be selected for Bulk Approval will be disabled.

The records with one of the following conditions will be disabled for Bulk Approval.

Records without any Workflow
Records with Workflow, where Approver name is different from the logged-in user.
For Example: The Approver Name in the Workflow is mentioned as Kevin, however the logged in user is Sam. In this case, the record will be disabled for the Bulk Approval action.
Records with mandatory field configuration based on the Approval Type.
This means that when certain fields are dependent on the approval Type Status, they need to meet certain criteria before being selected for Bulk Approval. System displays the validation error as shown in the following screenshot.
Figure: Bulk Approval - Mandatory Configuration Validation
Export - The Export action facilitates the data sharing between different teams or external partners. It allows you to manage the data efficiently and accurately. It supports the file formats such as CSV and Excel.
- Configuration - Click Configuration, the Export popup is displayed.
  Figure: Export Popup
  - Export to Excel - If selected then the records will get exported in excel format. By default, Export to Excel is selected.
  - Export to PDF - If selected then the records will get exported in PDF format.
- Rename - Click Rename to rename the Export action name.
- Remove from action - Click Remove from action to remove Export as an action from the Action panel.

Once the Export configuration is submitted, the Export Action appears with green color line. Drag and drop the action from the right panel to left panel.

Import - The import utility allows uploading data from external sources into the Apex platform. It allows the Administrator to import the template of any Admin Form and use the values in another Admin Form. It is time-saving and a quick way for the implementation team to upload the values.
Let's explore the following use-case.

User Persona {{variable.Role - Application Designer}}	Solution
Sam, the {{variable.Role - Application Designer}} wants to create an interface for their application that allows to download the and import the template for an Admin Form. It should save the time and the manual efforts for an Administrator to add the values in the Admin Form again and again.	To achieve this functionality, Sam will configure the Import utility under Form Actions. It allows the Administrator to download the template either in Excel or CSV format and then to upload this file to import the required values in the Admin Form.

To configure the Import icon on the list page, perform the following steps:
Drag and drop the Import to the right panel either under Quick Action or Other Action. Click Configure, the Import popup is displayed.

Figure: Import Popup

The following table contains a brief description on Import popup.

Field Name	Description
General
Tooltip	Specify the content that will be displayed in the tooltip on mouse hover. This content is often crisp and concise, providing supplementary information about the Import UI element.
Icon	Select the icon that should appear for Bulk Approval on the list page. Click onicon. The Icons List pop-up is displayed. Screenshot

Field Name

Description

General

Tooltip

Specify the content that will be displayed in the tooltip on mouse hover. This content is often crisp and concise, providing supplementary information about the Import UI element.

Icon

Select the icon that should appear for Bulk Approval on the list page. Click onicon.
The Icons List pop-up is displayed.

Screenshot

Specify the Tooltip and select the required icon. Click Submit. The Import icon will be available for the Administrators on the List page. A sample screenshot is shown below:

Figure: Import Icon - Consumer End
For End User, Import icon will be available either under Quick Actions or Others, based on the configuration done by the {{variable.Role - Application Designer}}. Click on Import icon to import the template. It provides two options Upload File and View History.

Figure: Import - Upload File

Click Upload File. The Import Records popup is displayed.

Figure: Import Records

The following table contains a brief description on the Import Records popup.

Field Name	Description
Tenant	Select the required Tenant from the drop-down list for which the Import icon has to be displayed.
Download Template as	Select the format in which the template has to be downloaded. Available options are: Excel CSV

Click Download.

Figure: Save File

The success message is displayed after the template is downloaded.

Figure: Success Message
Click Next. Upload the downloaded file under Upload Data stepper either by clicking Upload File or using the Drag and Drop option.

Figure: Upload Data

Figure: Open Dialog Box
Upload the downloaded file.

Figure: Upload File

Click Submit. The import process is started and a confirmation message is displayed.

Figure: Confirmation Message

The End User can view the detailed history of bulk updates done using View History.
Click View History. The View History popup is displayed.

Figure: View History
The following table contains a brief description of the View History popup.

Field Name	Description
S No.	Displays the serial number of bulk updated records.
Uploaded File	Displays the name of the uploaded file. Click on the hyperlink to download or open the uploaded file.
Updated By	Displays the name of the persona who has done the import of the file.
Updated Date	Displays the date on which the import has done.
Status	Displays the status of the import process. Available options are: In-Progress Completed Display of error A sample screenshot is shown below: Screenshot
Result	Displays the result of total number of records selected for the import process, valid count of records got imported and invalid count of the records which are not qualified for import process. A sample screenshot is shown below:
Show (Pagination)	Displays the number of imported files to be displayed on the page.

Quick Actions - Drag and drop the required actions as to be displayed as quick actions on the top of the list page. You can add maximum 3 actions as quick actions.
Other Actions - Drag and drop the required actions as to be displayed under Actions Panel on the list page.

Sub Form List View - Consumer End

The end user can click the respective category type and can further navigate to open the required sub form.

Note

All field except Form Name, Form Image, Description, Tags are non-editable.

For Example: To open the sub form named New Email Account Creation, the end user needs to navigate to Category > Services > Email Services as shown in the below sample screenshot.

Figure: Sub Forms Navigation

Once the end user clicks New Email Account Creation, it opens up the Sub Form for the end user to filled up. The submitted request gets added to the Service Request list.

Click New on the respective list page to open the list of catalogs (Sub Forms). A sample screenshot is shown below:

For Example: Click New on Service Request list page to display all catalogs for Service Request module. A sample screenshot is shown below:

Figure: Sub Forms

Select the required Tenant from the Tenant drop-down.

For Example: If you select the Tenant as Human Resources, it displays all catalogs (Sub Forms) for the Human Resources Tenant of Service Request module, A sample screenshot is shown below:

Figure: Tenant wise Sub Forms List

The Category option includes all Sub Forms configured under the selected Tenant of the module.

Figure: Category

Click to expand the tree view of the Category option. A sample screenshot is shown below:

To view the Sub Forms based on Requestor, select the required Requestor from the drop-down on Sub Forms list page. the Requestor drop-down displays the Requestors from the logged-in users subdomain. It will allow the End User to raise an SR on behalf of the other Requestors. A sample screenshot is shown below: