Defining views and performing actions on Software Licenses

Default list views

The following table provides information about the default list views in the Software Licenses module:

Creating or customizing a view

You can customize your list views on the Software Licenses 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
• (2023 Release 01) To filter columns within a list view
• To configure formatting rules

To create a new view

1. On the header bar, expand the hamburger menu  and select Software Licenses.
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 Software Licenses.
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 Publisher.
   2. From the Select a Condition list, select a condition, such as equals.
      The list of conditions differs based on 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 preceding steps to configure multiple filters.
   6. Click Apply.

   7. (Optional) To delete a filter, click Delete .

      Important

      When applying filter for two or more of the same type of field, you must apply all Or conditions first. The filters work as a straight query and are not grouped together.

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 Software Licenses.
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.

(2023 Release 01) To filter columns within a list view

1. On the header bar, expand the hamburger menu and select Software Licenses.
2. From the list of views, select a view.
3. (Optional) Configure the preferred filters, list view fields, and formatting rules. Save the changes.
4. Click the arrow on the column headers to open the list of column customizing options.
5. Add or remove filters for each column in the workspace view.
   • All the columns, except the Date or Time columns and Boolean columns have the Contains text box. Enter the required field value in the text box to filter the column data.
     To filter the data in columns having numeric field values, you must enter the exact value in the Contains text box. 
   • The date and time fields have the following filters:
     • Before (selected date)
     • After (selected date)
     • On (selected date)
   • The boolean fields have the following filters:
     • Yes
     • No

To configure formatting rules

1. On the header bar, expand the hamburger menu and select Software Licenses.
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 BCM ID.
   2. From the Select a Condition list, select a condition such as contains.
      The list of conditions differs based on 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, or Text Style.  
   5. To apply the formatting to a single field column, clear the Apply to row check box.
      The Apply to row check box is selected by default, so the same formatting is applied to all field columns on a list view.
   6. (Optional) To add another filter, click Add .
   7. Repeat the preceding steps to configure multiple formatting rules.
      (2021 Release 02) The order of the formatting rules determines their precedence. If the field value of the first formatting rule is present in multiple records, then the first formatting rule is applied to all those records irrespective of the subsequent formatting rules. If, for the first formatting rule, the Apply to row check box is cleared, then the formatting is applied only to the single field corresponding to that rule and the remaining fields in the row are formatted as per the subsequent rules.
   8. Click Apply.
   9. (Optional) To delete a rule, click Delete .