Defining views and performing actions on Purchasing

The Purchasing workspace grid enables you to manage your purchase orders and perform various actions, depending on the permissions assigned by the system administrator.  Based on the permissions assigned for technicians, you can:

• Create and track purchase orders
• View purchase order details
• Receive ordered items
• Link tickets to purchase orders
• Email purchase orders
• Copy purchase orders
• Print purchase orders
• Cancel purchase orders

This topic covers the following topics:

• • Overview of Purchasing workspace grid features
  • Creating or customizing a view
    • To create a new view
    • Sorting columns within a list view
    • Grouping column data within a list view
    • To filter records
    • To configure fields displayed in the list view
    • To configure formatting rules

Overview of Purchasing workspace grid features

The following table provides information about the Purchasing workspace grid features:

Creating or customizing a view

You can customize your list views on the Purchasing dashboard by managing filters and columns, and defining formatting rules. After you customize an out-of-the-box or custom list view, the view icon of a list view changes from a black icon  to a blue icon .  

• To create a new view
• Sorting columns within a list view
• Grouping column data within a list view
• To filter records
• To configure fields displayed in the list view
• To configure formatting rules

To create a new view

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view.
3. Configure the preferred filters, list view fields, and formatting rules.
4. From the Views list, select Save Current View As.
   1. In the Save Current View As dialog box, in the View Name field, enter an appropriate name for the view.
   2. From the Sharing Type list, select a preferred sharing type:
      • Private - View is available only to me
      • Public - View is available to all
   3. Click Save.
5. (Optional) If you do not want to save the changes, from the Views list, select Abandon Changes to Current View.

Sorting columns within a list view

1. On the header bar, expand the hamburger menu and select Help Desk.
2. From the list of views, select a view.
3. Click the arrow on the column headers to open the list of column customizing options.
4. Select Sort Ascending or Sort Descending to sort the column data in ascending or descending order.
   You can sort up to three columns on the workspace grid and the sorting rule applied to the first column has precedence. Once the data is sorted as per the first column, the data in the second and third columns is sorted. 

Grouping column data within a list view

1. On the header bar, expand the hamburger menu and select Help Desk.
2. From the list of views, select a view.
3. Click the arrow on the column header of the field according to which you want to group the records.
4. Select Group By This Field.

To turn off data grouping, clear the Show in Groups check box.

To filter records

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view on which you want to apply the filters.
3. Click Manage Filters .
4. In the Manage Filters dialog box, perform the following actions:
   1. From the Select a Field list, select a field, such as Date Ordered.
   2. From the Select a Condition list, select a condition, such as equals.
      The list of conditions differ based on the the field that you select in the Select a Field list.
   3. In the Select/Enter a Value list, either select a value from the list or enter the value that defines the selected field and condition.
   4. (Optional) To add another filter, click Add .
   5. Repeat the above steps to configure multiple filters.
   6. Click Apply.
   7. (Optional) To delete a filter, click Delete .
5. (Optional) To view the applied filters on a list view, click Filters Applied.

To configure fields displayed in the list view

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view for which you want to configure the fields.
3. Click Manage Columns .
4. In the Manage Columns dialog box, select the fields to be displayed as columns.
5. Click Apply.

To configure formatting rules

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view for which you want to format records.
3. Click Manage Formatting
4. In the Manage Formatting dialog box, perform the following actions:
   1. From the Select a Field list, select a field such as IP Address.
   2. From the Select a Condition list, select a condition such as contains.
      The list of conditions differ based on the the field that you select in the Select a Field list.
   3. In the Select/Enter a Value list, select or enter a field value such as 101.
   4. In the Preview list, select a Background Color, Text Color, and Text Style.  
   5. If you want to apply the same formatting to all field columns in the list view, select the Apply to row check box.
   6. (Optional) To add another filter, click Add .
   7. Repeat the above steps to configure multiple formatting rules.
   8. Click Apply.
   9. (Optional) To delete a rule, click Delete .