Smart-lists
When any record is added to PeopleSafe, for example a story told, gear or a safety plan added, it is stored in a list. These lists are mostly accessed from the tabs in the top menu bar. You can view the records in these lists in many different ways, we call them Smart-lists. Smart-lists give you lots of options to view and report on your data/ records. PeopleSafe takes ordinary list views, e.g the Stories list, your Staff list, Training etc and provides you with options to display additional columns of data, or filter your data by any criteria. You can also produce reports directly from this data, or output the data itself to PDF or CSV.
Note: Smart-lists vary in the display options they give you, but the principles are the same and each list has it’s own default settings which reappear each time you go into that list.
Key parts to a Smart-list
- List Display Options
Date Range, Displaying Columns, Search, Show Advanced Options, Hide Advanced Options,( My Tasks / All Tasks, Task Types, Status) - List Display Filters
Hide Filters / Show filters, Clear Filters, Reset All - List Output Options
- Your Data/ Records
Details,View - Get to your Records
- Pages in the List + Records shown per page
Smart-lists in PeopleSafe
Key parts to a Smart-list
List Display Options
We are using the Tasks Smart-list to explain this feature
Date Range: This allows you to select the date range of data shown in the table which appears below. All other filters that you apply will be within this Date Range. Note, lists vary, for example in the Tasks List, you have the option to choose whether it refers to the Due Date or Completed date. For Stories, the date range only applies to the date the story was Reported.
Display Columns: This is a list of the columns that are available to be displayed in the table. You can show or hide any number and combination of columns, using the drop-down list.
Search: Search performs a keyword search on main fields within the data in the selected Date Range.
Date Based On: In Tasks, the Date Range can be filtered by tasks Due or Completed.
Show Advanced Options: This link displays an additional list of filters and outputs that are relevant to the list of data you are viewing. For examples, in Tasks you will see filters related to Task Type, whereas, in Stories, you will see filters related to Story Type.
Hide Advanced Options: This is all you will see when you click Hide Advanced Options.
My Tasks/All Tasks: You can choose if you look just at your own tasks or all tasks.
Task Types: This is a pre-populated list of tasks.
Status: You have the option to filter your view by looking only at eg Overdue tasks.
List Display Filters
Hide Filters / Show filters: This displays a row of real-time filters for each column. The data set displayed will be filtered as you type, based on what is displayed in that column.
A Clear Filters link is displayed once you’ve entered data in any of the filters. You can delete from filters individually, or use the Clear Filters link to clear them all. The Hide Filters link closes the filter row.
Reset All: The Reset All link reloads the entire list view, restoring all options to their default which can be very helpful if you get tangled with what your list is displaying.
List Output Options
Output Data: These links allow you to output the list view’s data as either:
- Print: Simply prints the page contents, as it appears on screen
- CSV: Creates a CSV (Comma Separated Values) file containing the data set that is currently displayed on screen. A CSV file can be opened in a spreadsheet application such as Excel, where you can perform further analysis, or can be imported into other applications as required.
- PDF: Creates a PDF file, which can be printed or emailed, containing the data set that is currently displayed on screen.
- Create Report: Create a One-Click report based on the data displayed.The Create Report button opens a new Tab, where the report will be displayed. You may then choose to print the report, or save to PDF.
- Hide Zero Counts: This option gives you the ability to not display on your graph items that do not include any data.
Your Data / Records
Details
View Button: When you hover over View a drop-down menu appears.
Get to the Data / Record
There are 3 ways to view the full detail of an individual record :
Option 1
Right hand click on View, click Open link in new window. Once you have finished with the record, you can close the window, and your list view will still be displayed.
Option 2
Click on View in the drop down menu
Option 3
Click on the Row (but not on a blue “link”)
To Edit the Record : Follow option 2 and click Edit in the drop-down menu.
Pages in List + Records shown per page
The Smart Lists contain a footer; this includes page numbering / navigation, and a selector for the number of records to display on the page, either 10, 25, 50, 100, which you can select to suit.
Smarts-lists in PeopleSafe
Remember Smart-lists vary in that they are different but have the same principles.
Stories
StoryAnywhere
People
Training
Safety Plans
Emergency Plans
Risks
Gear
Tasks
