List views and searching and filtering information

List views are how you conduct searches for information within your Grant Toolbox system.

TABLE OF CONTENTS

• System List Views
• Basic search
• Advanced Search and Personal Filters
• Personal List Views

System List Views

Your system is already configured with some System List Views. These are available when viewing:

• Organisations
• Contacts
• Applications
• Activities (Payments, reports, Reviews etc)
• Funds
• Grant Rounds

Select the List View selector and you will see all the system views available to you.

If you select the Default System View you can specify your own Types and Status to filter the list. 

If you select one of the pre-defined System Views the type and status will already be selected by default.

Basic search

As long as the list view has the information you need to search, enter your search term in the search box.

If you have added Hashtags to your applications you can also search for these by using the # tag in the search.

Example searching for text

Example searching for an application hashtag

Example searching for an organisation Hashtag

Advanced Search and Personal Filters

When using the Default or pre-defined System Views, you can specify additional search criteria to narrow the results.

Step 1: Select the Advanced Search icon

Step 2: Enter one or more search criteria. Contact Grant Toolbox if you need help determining which fields to use.

Here is an example that displays payments within a particular payment date range.

This is an example that will show approved applications where the grant amount is over $1000

Step 3: Select the Search button

If you perform the same search on a regular basis, you can save the search filter to use in the future.

Select Save Filter and give it a name.

It will then appear under the Filter dropdown.

Personal List Views

If the system list views do not contain the information/columns that you require, you can create a Personal List View with the information you need.  

Note: A Personal View is only visible to the person who has created it

Step 1: Select the Configuration icon next to the System List Views.

Step 2: Create a new Personal List View by selecting the Plus icon.

• Enter a View name that will make sense to you
• Optionally enter a description so you remember what the view is for
• You will need to add at least 1 column before you can save your view

Step 3: Add columns.

For a list view where you are showing applications, you can select fields from the application form, the organisation and the primary contact.

For a list view where you are showing activities (payments, reports, reviews, agreements), you can select fields from the activity and the parent application.

Each column can also be styled. You can change the name displayed in the header, the alignment, the colour and numeric columns can have a total show at the bottom.

Step 4: Save your list view

Step 5: Configure any other setting you require and save again

• Add a sort order
• Enable the export if you wish to export the data to an Excel file. The remaining fields can be left blank. 
  
  
• Enable the file download if you wish to downloaded associated attachments (Eg. Invoices, Receipts, application additional information files)

Your view will now be available to select from the List View selector.