List views are useful to monitor items in a group to follow up their status, workflow queue, priority, or any other specific attribute. For example, you may want to track Today’s or Past Due items in your Inbox or defects in your project that are marked with ‘Critical’ priority.

The List view of a feature displays the work-items created in a grid view with columns based on the work-item attributes.

By default, the List view displays all work-items that with ‘Open’ status along with corresponding attribute values such as Open, Medium, etc. The column headings such as Status, Priority, etc. represent the attribute values. The column headings are actually the fields configured for the work-items. You can scroll through left and right to view all the columns, and up and down to view all work-items.

Drag and Drop Columns

To reposition columns back and forth for better viewing, click the column header you want to move, hold the mouse, and drag to the placeholder where you want to drop it. Release the mouse button. The column is now positioned at the new location.

Adjust the Column Width

All columns have a uniform width by default. You can resize the column-widths as required to view the complete column value. To adjust the width of a column, drag the boundary on the right side of the column heading,  hold on to the double-headed arrow, and drag it to your left to reduce the column width or to the right to increase it until the column is the width that you want. The adjusted column widths persist across sessions.

To view specific work-items or columns, you can customize the default views or create custom views grouped on a few attribute values. When any filter is applied, the column heading for that specific column is highlighted in Bold and Italics font. This is seen in the ‘Overall Status‘ column heading.

Following are the various ways to customize the List view:

To view specific work-item group, select:

To view specific columns, define:

To view work-items in a specific order:

Filtering the List Views

You can use Column Filters to view specific work-items, for example, critical priority items, or Open Items. When a column is showing filtered records the column header is highlighted in a bold and italics font.

To filter the list view with a combination of logical conditions, use the Advanced Filter option. For example, you may want to view Defects that have their Due Dates between a particular date range and not with ‘Low’ Priority, and so on.

Column Filters

Column Filter helps to filter the list quickly based on the existing columns.

Prerequisites

Ensure that the List view displays the columns related to that attribute, for example, Status. If the column is not displayed, define the Table View to include that column. It is better to select a few columns to avoid too much horizontal scrolling in List View.

Mouse-hover on the column to be filtered and click the arrow to specify the conditions for filtering. In the Filter option menu, select one or more values. Click Apply. The list view now displays work-items with the selected attribute values. When a column list has been filtered the column header has a filter icon against it to highlight the same. Clicking the filter icon brings up the filter options.

Note: If there are more than 500 instances of a work-item including All and None, then filter option provides a search box. Enter the value in the search box based on which you want to filter the list and click Apply.

The applied filter is displayed with a tick against it to distinguish it from other unapplied filters. To reset the filter, click the Filter icon,  clear the selection for unwanted values, and select new  values.

To remove all the applied filters and view all work-items, click the Clear All Filters icon at the top-right corner.

Advanced Filter

You can create custom List views for viewing specific work-item group using the Advanced Filter option. Create a filter where you can set a combination of filter criteria and then apply. Next time, you can select this existing Filter and apply to the list.

To create an Advanced Filter, click the Advanced Filter icon on the right and select Create. Provide a name and enter a brief description.

To set the Filter criteria, in the Filter Criteria pane, define a criteria in the row by selecting eForm fields, condition, and field values in the lists. This should be enclosed within a bracket. To define multiple conditions, click the Add icon and select the logical operator –AND/OR. In the new row, define the nested criteria.

For example, to view items in a specific release and Critical priority:

  1. Select ‘{‘ in the Open Bracket list column.

  2. In the Property list, select Release.

  3. In the Condition list, select ‘=’.

  4. In the Available Values list, click   and select the value, for example, Release 1.0.

  5. Select blank (for specific search using AND operator) in the Closed Bracket list. Use single or multiple open and close brackets to define an expression, as required to set precedence within.

  6. Click the Add  icon.

  7. In the Operator List, select AND.

  8. In the new row added, define the new expression, as explained in above steps. Select blank in the Open Bracket list, Priority as Critical and a single Closing bracket. To remove an expression, click the Delete icon for the required expression.

  9. Click Save or Save and Apply. Click Save As and enter a new name to clone an existing Pre-defined Filter.

Notes:

The operator precedence will be taken into account if you specify nested brackets. For example, you can specify the criteria as ((1 or 2) and 3).

If you add more rows in the editor and delete rows later, there will be additional brackets displayed in the pattern. For example if there are 5 rows added and if you delete the 4th row, the expression will read as ( ( ( ( 1 and 2 ) or 3) )or 4 ), hence select the open an close brackets again to match.

Examples of Filter Criteria

Custom Condition Syntax

Description

(Condition 1 AND Condition 2) OR Condition 3

 

Example: Apply the following criteria to a Defect List view.

1. Release = Release 1. 0

2. Defect Type = Customer Reported Defect

3. Priority = Critical

The result displays all ‘Customer Reported Defects’ tagged for Release 1.0 or all defects with a Critical priority.

Condition 1 AND (Condition 2 OR Condition 3)

 

Example: Apply the following criteria to a Defect List view.

1. Release = Release 1. 0

2. Defect Type = Customer Reported Defect

3. Priority = Critical

Using the same Custom Conditions shown above, but with this syntax, the results display all defects that are tagged for Release 1.0 that are either ‘Customer Reported Defects’ or tagged as ‘Critical’ priority.

(Condition 1 AND Condition 2) OR (Condition 3 AND Condition 4)

Example: Apply the following criteria to a Defect List view.

1. Release = Release 1. 0

2. Defect Type = Customer Reported Defect

3. Priority = Critical

4. Reason Code = Data Error

The result lists all defects tagged for Release 1.0 that are Customer Reported apart from defects that are critical and resulted on account of Data Error. Developers can use this filter to identify defects to be worked on priority.

(Condition 1 OR Condition 2 OR Condition 3) AND Condition 4

 

Example: Apply the following criteria to a Defect List view.

1. Reason Code = Data Error

2. Defect Type = Customer Reported Defect

3. Priority = Critical

4. Release = Release 1. 0

The result displays list of all defects that are tagged to Release 1.0, and either resulted due to Data Error, were Customer reported, or with critical priority.

Editing Filter Criteria

To edit predefined Advanced  filter criteria, click the Advanced Filter icon at the top-right corner, select the filter in the Advanced Filter list and click Edit. Make the necessary changes and save.

In the Pre-Defined Filter list, if any value in the list is displayed in red, it indicates that the filter is created using a custom field that is deleted. The search result will display the item even if the Search String is entered in a mixed case format.

Define Global Filters for Custom List Views

You can share the filter you created for others use. In the Advanced Filter window, select the Global Filter option for the Advanced Filter you create or have already created . Other users will be able to view the filter in the Pre-defined Filter list for this List view.

Clear Applied filters

To clear the filters and see all the work-items, click the Clear Applied Filters icon on hovering after you apply a filter.

Sorting the List View

Work-items in a List view can be sorted in an ascending or an descending order using the Column Filters available for columns separately. For a nested sorting, you can use the Multiple Sorting option that  enables viewing items with three levels of sorting: Primary, Secondary, and Tertiary.

Single Column Sorting

Column Sorting helps to sort the list quickly, alphabetically in ascending or the d descending order. By default, the list is arranged in the ascending order of the item Id.

Prerequisites

Ensure that the List view displays the columns related to that attribute, for example, Status. If the column is not displayed, set the Table View to include that column. It is better to select a few columns to avoid too much  horizontal scrolling in List View.

Click the required column heading based on which you want to sort the list. The small arrow on the column heading indicates if the list is sorted in ascending or descending order.

Multiple Sorting

You can have the list sorted with columns sorted within sorted columns in a particular order.

For example,

<Priority>

<Due Date>

<Complexity>

Click the arrow on any of the column heading and select the Multiple Sort option. Select the column names in the Primary, Secondary and Tertiary Sorting lists. Select Ascending or Descending order for every column. Click Clear to select values again.

Thus, the sorting of all the items will apply first on parameter specified in Primary Sorting list. Among these sorted items, the second level of sorting will be applied, and then third level of sorting based on parameters specified for tertiary sorting fields.

Defining Table View

The default List view displays pre-selected columns. You may want to set your own view displaying attributes you want to  track for work items in columns. Depending on the List view of the Module, different fields will be available for selection. Once you create a Table view, it will persist the next time you log on. The applied Table View  is shown in with a check against it to distinguish it from other views.

Create a filter where you can select the required columns and then apply the Table view. It will persist the next time you log on.

To create a new Table view:

  1. Click the arrow next to the Table icon at the top-right corner. The Default view is always available for applying.

  2. Click Edit in the Table menu.

  3. In the Table View window, in the Unselected Columns list, select the required column, and then click Add. The column name appears in the Selected Columns list. To remove a selected column, select the required column name in the Selected Column list, and then click Remove. Select Add All or use CTRL/SHIFT and select multiple columns. Similarly, you can select Remove All or select multiple columns to remove columns from the Selected columns pane.

  4. Set the sequence of the columns using the Move Up or Move Down buttons.

  5. Click the Save As button. Enter the new Table View name and save. Click Return to return to the List view, which now applies the new Table view.

Share the Table view with Team Members

You can share the Table view you created for your team members’ use. Click the Make View Available To All Team Members option in the Table View window to make it a global table view.

Note: The user with either Create or Delete access right to the eForm will only be able to create a global table view.

Editing the Table View

To edit an existing table view, click the Table icon at the top-right corner and select the Table view from the required Table View menu. Click Edit. Make the changes and then save.

Set up Page Scrolling

When a large number of work-items are created in a module, the List view will display them across multiple pages. To move from one page to another, click the various Page scrolling options. To reduce the number of pages, define the page setting. These are located in the Status bar.

Navigate through multiple pages in list views by clicking the First Page, Previous Page, Next Page, and Last Page buttons on the Status bar.

To limit the items to be listed in a single view, you can select the Item Count in the Page setting option at the bottom right corner.

You can select values from the list, which can be maximum up to 100. The list refreshes and lists items accordingly; the current page number against the total number of pages is displayed next to the Page Setting list, which changes as you change the item count in the Page Setting option.

 

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