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Using List Controls

 

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This is also linked to this article: https://workfront.zendesk.com/hc/en-us/articles/222450207

Understanding List Controls

Any list of items in Workfront is displayed using a combination of three reporting elements:

  • Views
  • Filters
  • Groupings

These reporting elements are visible at the top of every list in Workfront, including in reports. For more information about reporting elements, see "Reporting Elements: View, Filter, Grouping."

By using list controls, you can create a uniform look of your lists in your Workfront web application by determining which filters, views, and groupings display in the corresponding drop-down menus at the top of each list.

As the system administrator, list controls allow you to do the following:

  • Share filters, views, and groupings that other users in the system have created with everyone in the system.
  • Remove default filters, views, and groupings that are not pertinent to your organization, to avoid confusion.
  • Share custom tabs with everyone in the organization that they can then add to their own interface. For more information about custom tabs, see "How to Set Custom Tabs." 
    IMPORTANT Only custom tabs built before 2012 (prior to the Anaconda release) can be shared with all the users in the system using list controls. Any custom tabs built after that release need to be shared with users using the layout template functionality. For more information about layout templates, see "Creating and Managing Layout Templates."
    Only the following object types allow for custom tabs to be added to list controls:
    - Project.
    - Task.
    - Issue.

Editing List Controls

Adding Filters, Views, and Groupings to List Controls

When you add filters, views, and groupings, you are making them available system-wide, to all users. The users can now see them as options in their drop-down menus, for their lists of objects and they are not able to remove them. 

To add filters, views, and groupings to list controls:

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand the Interface menu, then click List Controls.
  3. Click Edit List Controls.
  4. From the Object Type drop-down menu, select your object type.
    You can now see four columns displaying the following:
    Filters: This is a list of filters associated with the object type you selected. If the filter is displayed in the list, it shows for every user in the system, when they are viewing a list of objects of the type you selected. 
    Views: This is a list of views associated with the object type you selected. If the view is displayed in the list, it shows for every user in the system, when they are viewing a list of objects of the type you selected.
    Groupings: This is a list of groupings associated with the object type you selected. If the grouping is displayed in the list, it shows for every user in the system, when they are viewing a list of objects of the type you selected.
    Custom Tabs: The tabs you see listed in this column can be found by all users in the system and they can add them to their own interface. 
    IMPORTANT Only custom tabs built before 2012 (prior to the Anaconda release) can be shared with all the users in the system using list controls. Any custom tabs built after that release need to be shared with users using the layout template functionality. For more information about layout templates, see "Creating and Managing Layout Templates."
    Only the following object types allow for custom tabs to be added to list controls:
    - Project.
    - Task.
    - Issue.
  5. Click the +Add Filter/ +Add View/ +Grouping buttons to add more filters, views, or groupings to your list controls.

    If your object is a project, a task or an issue, you can also click +Add Custom Tab to add custom tabs to the list controls, only if you have custom tabs built before 2012. 
  6. Start typing the name of a filter, view, grouping, or custom tab in the Name field, then click Search.
    You can also leave the Name field blank and just click Search, to search for a list of all filters, views, groupings, or custom tabs. You must have at least one custom tab built before 2012 in the system before you can see any results when searching for custom tabs in list controls for projects, tasks, or issues. 
  7. Click the plus sign to the left of the name of a filter, view, grouping, or custom tab that you would like to add in your list controls. 
  8. Click Save.
    This adds the filter, view, grouping, or custom tab to the list controls for the selected object. 
    All the users in the system can find the filters, views, and groupings in their drop-down menus at the top of lists that display the selected object. In the case of custom tabs, they can now add the custom tabs in their interface, for the object specified. 

Removing Filters, Views, and Groupings from List Controls

Using list controls, you can remove filters, views, and groupings, including default ones from the list of options available to users in those respective drop-down menus, at the top of their lists of objects. You can also remove custom tabs from being available to everyone in the system. 

To remove filters, views, groupings, and custom tabs from list controls:  

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand the Interface menu, then click List Controls.
  3. Click Edit List Controls.
  4. From the Object Type drop-down menu, select your object type.
    You can now see four columns displaying the following:
    Filters: This is a list of filters associated with the object type you selected. If the filter is displayed in the list, it shows for every user in the system, when they are viewing a list of objects of the type you selected. 
    Views: This is a list of views associated with the object type you selected. If the view is displayed in the list, it shows for every user in the system, when they are viewing a list of objects of the type you selected.
    Groupings: This is a list of groupings associated with the object type you selected. If the grouping is displayed in the list, it shows for every user in the system, when they are viewing a list of objects of the type you selected.
    Custom Tabs: This is a list of custom tabs that all users in the system can view and are able to add to their own interface. 
    IMPORTANT Only custom tabs built before 2012 (prior to the Anaconda release) can be shared with all the users in the system using list controls. Any custom tabs built after that release need to be shared with users using the layout template functionality. For more information about layout templates, see "Creating and Managing Layout Templates."
    Only the following object types allow for custom tabs to be added to list controls:
    - Project.
    - Task.
    - Issue.
  5. Click the trash can button to the left of a the name of a filter, view, grouping, or custom tab, to remove it. 
  6. Click Save.
    This removes the filter, view, grouping, or custom tab from the list controls for the selected object. All users in the system can lo longer see the filter, view, grouping, or custom tab you have removed.