Customizing List Views: Filtering and Sorting

Updated 3 months ago by Charlotte Klein

After reviewing existing, standard list views in Gradforce, you may want to adjust the information you see. List views are similar to a standard spreadsheet: records are represented by rows, fields are represented by columns, and the intersecting cells are the individual record field values. In this document, we will discuss customizing the "rows", or records, by filtering and sorting. To define the "columns", or fields, that you wish to see, take a look at this doc.

List views can be filtered by any field that exists on a record page. If you are working on an alumni list view, you can filter by any fields on an alumnus' record page. Take a moment to scroll through the details of any of your alumni. All of the fields you see - birthdate, most recent college, first college, email, high school GPA, race, gender, and so on - can be used in a filter. Before starting on your list view, consider jotting down exactly what you're hoping to see: do you want a list of just students below or above a certain high school GPA? A list of students from a certain demographic? All students attending a particular college? By jotting down your requirements ahead of time, you will be able to modify filters quicker and more accurately once you get going.

Adding and Adjusting Filters

If you have already cloned and saved a list view, skip to Step 4.
  1. Identify a standard list view to clone. You can choose a list view that comes fairly close to the records and fields you want to see to minimize the adjustments you need to make, but you will ultimately be able to customize any view to fit your requirements.
  2. Using the gear to the top right of the view, select Clone.
  1. Enter a name for your list view and click Save.
Only you will be able to see your private list views.
  1. Use the gear icon again to choose Edit List Filters.
  1. Take stock of the existing filters for your list view. If you cloned a standard list view, what you see will depend on the source list view. For example, a "Class of 20XX" list view will include a record type filter and a HS Graduation Year filter.
Do not remove the Contact Record Type filter on any contact list views.
  1. To add a new filter, click Add Filter in the Filters setup panel.
  1. Locate the field you wish to apply a filter to. For example, if you would like to see just your female alumni, scroll down to Gender (you can type "G" to jump to the G fields), select it, keep the "equals" operator, and select Female from the available values. Click Done when the field, operator, and value match your criteria.

For a detailed explanation of available filter operators, see this standard Salesforce help doc.
  1. Click Save when you have added all of the filters you need.
  2. To delete a filter, click the X in the top right of the filter you would like to remove and click Save.

Filter Logic

By default, the list view will only show records that meet all filter criteria you create. To further refine the records displayed in your list view, you can add filter logic.

  1. Click Add Filter Logic and use one or more of the following operands:
  1. The numbers in the filter logic box must match the numbered filters above. For example, if you wanted to show 1) students 2) from the class of 2019 3) who are not currently enrolled in college OR 4) who never enrolled in college, your filter view would look like this:

If you did not apply the filter logic to this, the default would be "AND" for all filters, which means your resulting list view would not find any records that meet your criteria (a student cannot simultaneously have a "no current enrollment" status and a "never enrolled" status).

  1. Click Save.
If your list view returns 0 items, your filters are too restrictive. Adjust your filters and/or logic to broaden the records your list view will include.

Sorting

Once you have filtered down your records, you can sort the list using any of the fields displayed in your list view.

  1. Be sure the field you want to sort by exists in the list view. If it does not, refer to this article.
  2. Click the column header. An arrow will appear and the list will be sorted alphanumerically. If you need the list to sort the other way, click the header again (for example, if the list initially sorts A-Z, click the header again for the list to sort Z-A).

Uses

Now that your list view meets your requirements, you can use it in a few ways:


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