ServiceNow Lists and Filters

Summary

This video script from ServiceNowSimple.com offers an in-depth guide to navigating ServiceNow's list views, a crucial interface for displaying and managing database records. It covers essential features like sorting, searching, filtering, and analyzing data, as well as creating saved views and filters. The tutorial also introduces commands for accessing lists and explains how to customize list views, use the condition builder for advanced filtering, and leverage context menus for additional functionalities. Aimed at both new users and those preparing for the CSA certification exam, the script is a comprehensive resource for mastering ServiceNow's list interface.

Takeaways

• 📋 ServiceNow uses lists and list views to display database table contents, with every table having a corresponding list view.
• 🔍 The list interface in ServiceNow is designed for easy sorting, searching, filtering, and analyzing of list data.
• 📊 Users can access lists through the application navigator, or by using commands like 'dot list' to open the list interface for specific tables.
• 🔑 Knowing the table name is crucial for using the 'dot list' command to access the list view of a specific table.
• 🔍 'sys_db_object.list' is a trick to open the list interface for the 'sys_db_object' table, which contains records for each table in the ServiceNow database.
• 🛠 The list control menu (hamburger icon) provides options to manage the entire list view, including saved views, filters, grouping, and paging.
• 👀 The 'view' option allows users to select or save custom views with specific filters, sorting, and displayed fields.
• 📈 The list view supports data grouping by any column, and the 'show' menu item adjusts the number of records displayed per page.
• 🔎 The search tool in the title bar enables searching for specific values within a chosen column across the entire table's data.
• 📝 The 'Personalized List' tool lets users customize the list view by adding, removing, or reordering columns for personal use.
• 🔄 The 'Condition Builder' is a robust tool for applying complex filters with multiple columns and sorting options.
• 📊 The list header includes tools like multi-column search, breadcrumbs for applied filters, and column context menus for further customization.

Q & A

What is the primary function of a list view in ServiceNow?

The primary function of a list view in ServiceNow is to display the contents of database tables in a user interface page designed to present lists of records, including tools for sorting, searching, filtering, and analyzing list data.

How can you access lists in ServiceNow using the application navigator?

In ServiceNow, you can access lists using the application navigator which includes links to various lists. For instance, navigating to the 'Incident' item in the app navigator opens the list interface for the incident table.

What is the dot list command in ServiceNow and how is it used?

The dot list command in ServiceNow is used to open the list interface for a specific table by entering the table's name followed by '.list'. For example, 'task.list' opens the list interface for the task table.

What is the purpose of the 'sys_db_object.list' command in ServiceNow?

The 'sys_db_object.list' command in ServiceNow opens the list interface for the 'sys_db_object' table, which is a table that stores a record for each table in the ServiceNow database, effectively allowing you to view a list of all tables.

How do you create a saved view in ServiceNow?

In ServiceNow, you can create a saved view by setting up the list with desired filters, sorting, and fields displayed, and then saving that view. Once saved, it becomes available for selection via the list control menu's 'View' item.

What is the role of the hamburger icon in the list view title bar of ServiceNow?

The hamburger icon in the list view title bar of ServiceNow is known as the list control menu. It is the context menu for the entire list view, and its menu items affect the entirety of the list.

How can you group data in a list view in ServiceNow?

In ServiceNow, you can group data in a list view by using the 'Group By' menu item in the list control menu. This allows you to group the data by a single column from the table, such as by category, to see how many records exist for each category.

What is the purpose of the 'Show' menu item in the list control menu of ServiceNow?

The 'Show' menu item in the list control menu of ServiceNow allows you to set the number of records displayed per page. This is related to the paging tools and assists with performance by managing the load time of the page.

How can you add a quick link to your favorites tab in ServiceNow?

In ServiceNow, you can add a quick link to your favorites tab by setting up the list with appropriate sorting, filtering, and fields, and then adding it as a favorite. This allows for quick access to the list with those settings applied.

What is the condition builder in ServiceNow and how is it used?

The condition builder in ServiceNow is a robust tool for applying filters to the list view. It allows you to include and/or operators, multiple columns, and sorting as part of the filtering process. You can choose operators and values for one or more columns to build conditions and locate specific data.

How do breadcrumbs function in ServiceNow's list view?

In ServiceNow's list view, breadcrumbs indicate any filters that have been applied to the list. They are functional, allowing you to clear filters by clicking on filter conditions or the breadcrumb divider, and to refresh the list or clear all filters.

What additional functionalities can be accessed through the column context menu in ServiceNow's list view?

The column context menu in ServiceNow's list view provides options such as creating a visual task board, viewing data in bar chart or pie chart formats, accessing advanced configuration options (if admin role), exporting data, and updating multiple records at once.

Outlines

00:00

📋 Understanding ServiceNow Lists and Views

This paragraph introduces the concept of lists in ServiceNow, emphasizing their importance in navigating through various elements such as tables, apps, incidents, problems, and tasks. It mentions the platform's use of list views to display database table contents and highlights the availability of a list view for every database table. The paragraph also introduces the ServiceNowSimple.com resource for learning about ServiceNow and encourages subscription for new content. It outlines basic navigation methods, such as using the application navigator and the 'dot list' command to access list interfaces for different tables. The paragraph concludes with a trick to access the 'tables' table using 'sys_db_object.list', allowing users to explore every table within the ServiceNow platform.

05:01

🔍 Navigating and Customizing ServiceNow List Views

The second paragraph delves into the functionalities of ServiceNow's list interface, explaining how it presents records from database tables with tools for sorting, searching, filtering, and analyzing data. It describes the list title bar, list header, and data rows and columns, and how they contribute to the list view's user interface. The paragraph also covers how to access lists through various methods, such as the application navigator and the 'dot list' command. It explains the list control menu's features, including saved views, filters, grouping data, and paging tools. Additionally, it touches on the ability to add quick links to the application navigator's favorites tab for personalized list access and the use of the search tool to find specific values within the table.

10:02

🛠️ Advanced List View Tools and Features

This paragraph focuses on the advanced tools and features of ServiceNow's list view, starting with the personalized list tool that allows users to customize column display without affecting others. It explains the condition builder for applying complex filters, the column search row for quick filtering, and the use of breadcrumbs to track and manage applied filters. The paragraph also discusses the list header's role in providing additional customization tools, such as the sort indicator and column context menu. It mentions the activity stream icon for tables that track activity and the paging controls for navigating through the list. The summary highlights the importance of understanding how filters are applied by experimenting with different methods and observing the changes in the breadcrumbs.

15:04

📊 Exploring Context Menus and Bulk Actions in ServiceNow

The final paragraph discusses the context menus in ServiceNow's list view, including the list control menu, column context menu, and field context menu, each offering specific actions related to the list, column, or field, respectively. It explains how to use these menus for tasks like exporting data, updating multiple records, and accessing advanced configuration options. The paragraph also covers the functionality of the field context menu, which provides actions related to individual fields or records, such as applying filters, copying URLs or sys IDs, and assigning tags for organization. It concludes by describing the use of checkboxes for selecting multiple records and the actions that can be performed on these selections, as well as how to access record details through list view links or previews.

Keywords

💡ServiceNow

ServiceNow is a cloud-based platform that provides a range of services for IT, human resources, and other departments within an organization. In the video, it is the main subject, with the focus on how to navigate and utilize its list views and interfaces effectively. The script mentions various features of ServiceNow, such as its list views, filters, and the ability to manage incidents and tasks.

💡List Views

List views in ServiceNow are user interface pages that display the contents of database tables. They are essential for presenting records in a structured format and include tools for sorting, searching, filtering, and analyzing data. The script explains that there is a list view for every database table in the platform, highlighting their importance in navigating ServiceNow.

💡Database Tables

Database tables are the structured collections of data within ServiceNow that organize information into rows and columns. The script discusses how ServiceNow uses lists and list views to display the contents of these tables, emphasizing the relationship between list views and the underlying database structure.

💡Filters

Filters in ServiceNow are tools used to refine the data displayed in list views. They allow users to apply conditions to the data, such as showing only records with an active status. The script provides examples of how to use filters, including saved filters and the condition builder, to customize the data view.

💡Incidents

Incidents in ServiceNow refer to records that represent events or issues that need to be addressed, typically in an IT service management context. The script mentions incidents as one of the types of records that can be managed and viewed using list views in the platform.

💡Form View

Form view in ServiceNow is an interface that allows users to interact with individual records in more detail. The script explains that selecting a single item from a list view can display it in form view, providing a more comprehensive look at the data.

💡Dot List Command

The dot list command is a specific syntax used in ServiceNow to open the list interface for a given table. The script introduces this command as a way to navigate to list views directly by appending '.list' to the table name, such as 'incident.list'.

💡Sysdb Object

Sysdb object is a table within the ServiceNow database that stores records for each table in the ServiceNow database. The script uses 'sys_db_object.list' as an example to demonstrate how to access the list view for the tables table, which is a meta-listing of all tables in ServiceNow.

💡Paging

Paging in ServiceNow refers to the method of navigating through large sets of data in list views. The script discusses how the list interface uses next and previous paging to traverse through data and how users can adjust the number of records displayed per page for performance reasons.

💡Activity Stream

The activity stream in ServiceNow is a feature that tracks and displays all related activity for a given record. The script mentions that clicking the activity stream icon opens a sidebar showing a sequential account of all activity related to the list, providing a historical view of actions taken.

💡Condition Builder

The condition builder is a robust tool within ServiceNow's list views that allows for complex filtering of data. The script describes how it enables users to include logical operators, multiple columns, and sorting as part of the filtering process, enhancing the ability to locate specific data.

💡Breadcrumbs

In the context of ServiceNow's list views, breadcrumbs are used to indicate any filters that have been applied to the list. The script explains how breadcrumbs can be interacted with to understand and manage the current state of the list view, including clearing filters and refreshing the list.

Highlights

ServiceNow platform extensively uses lists and list views to display database table contents.

Every database table in ServiceNow has a corresponding list view.

List views simplify sorting, searching, filtering, and analyzing list data.

Accessing lists can be done through the application navigator or using the dot list command.

The dot list command opens the list interface for a specified table.

Sys_db_object.list opens the list interface for the tables table, providing a meta view of all tables.

List views include a title bar, list header, and data rows and columns.

The list control menu, accessed via the hamburger icon, is the context menu for the entire list view.

Saved views and filters can be created and are available to all users with the appropriate permissions.

Grouping data by a single column provides a summary view of records.

The show menu item allows adjusting the number of records displayed per page.

The activity stream icon, when available, displays a sequential account of all related activity.

Personalized list tool allows users to customize column display without affecting others.

Condition builder is a robust tool for applying complex filters with logical operators.

Breadcrumbs in the list view indicate applied filters and can be used to clear them.

Column context menus offer specific actions related to the column, like visual task boards and charts.

Field context menus provide actions related to a specific field or record, like copying URLs or sys IDs.

Checkboxes in list views enable multi-record selection for batch operations.

Information icons offer a quick preview of records without navigating away from the list.

List views are integral to navigating and understanding data within ServiceNow.

Transcripts

in servicenow you're going to spend a

lot of time looking at lists there's

lists of tables and lists of apps lists

of incidents problems and tasks

throughout the platform servicenow uses

lists and list views to display the

contents of database tables in fact

there's a list view for every database

table

in the platform there's lots of great

stuff to learn from this lesson but no

need to worry we're here to assist

it's time to get simple

with filters and lists

hey it's jeff here from

servicenowsimple.com where we help you

understand the ins and outs of

servicenow keeping it simple all the way

if you're new here we would love it if

you'd subscribe to the channel just hit

the subscribe button so you can get

notified as we add new video content to

the channel also like you to know that

any of the resources that i mentioned in

this video you will find links to in the

description box below now let's get busy

with filters and lists

servicenow's list interface or list view

is a user interface page displayed in

the content frame that's designed

specifically to present lists of records

from database tables

it includes tools that make it easy to

sort search

filter and analyze list data quickly and

simply

it also provides the ability to select a

single item from the list to display in

more detail via a form view

there are many ways to access lists in

servicenow

the application navigator for example

includes links to lots of different

lists

navigating to the incident all item in

the app navigator

opens the list interface for the

incident table

another method of accessing the list

interface is by using the dot list

command in the application navigator

filter

you can enter the name of any table

followed by dot list

to open the list interface for that

table

for example

task dot list

will open the list interface for the

task table

incident.list will take us back to the

list interface for the incident table

sysuser.list will open the list

interface for the user table

so

with the dot list command you must know

the name of the table you want listed

but what if you don't know the table

name

here's a nice little trick

sis underscore db underscore object dot

list

will open the list interface for the

tables table

sysdb object

is the name of a table in the servicenow

database that stores a record for each

table in the servicenow database

yes that's a table of tables

and along with the dot list command and

list interface you are now equipped to

explore the contents of every table

within the servicenow platform

that dot list command is awesome just

remember it's table name dot list to

open the list view for that specific

table you ought to check out also the

dot config and dot form commands two

additional commands that make working

with

tables simple regardless of how you get

there the list view provides a

consistent paradigm for all things list

like at the top of the list view you see

the list title bar just beneath that

you'll see the list header which among

other things

includes the column names and then below

that we get to the good stuff the data

rows and columns of data from the table

each row a record each column an

attribute or field

the title bar is the name of the topmost

section of the list view page

the first icon on the title bar the

hamburger icon is called the list

control menu

this is the context menu for the entire

list view and its menu items affect the

entirety of the list

the view item

allows you to select from a set of saved

views for the list

with the appropriate permissions you can

set up the list as you like with certain

filters sorting and fields displayed

and then save that view

once saved that view becomes available

for selection via the list controls view

menu item

like with views

it's also possible to set up filter

conditions and save those

you could for example create a saved

filter

to only display records marked with an

active status

the filter menu item allows you to

choose which save filter

you would like to apply to the list

note that when creating saved views and

filters those say saved items will be

available to all users of the instance

for the given table or list

these are not specific to your own

individual settings for that reason

certain privileges are required to

create them

the next menu item on the control menu

allows you to group the data by a single

column from the table

you could group the data by the category

column for example

this will allow you to see how many

records exist for each category and

expand into those categories as needed

you can group the list by any column on

the table not just the columns that are

currently displayed in the list view

to remove the grouping

simply select the none option from the

group by submenu

with the show menu item you can set the

number of records you want displayed per

page related to the paging tools

to assist with performance servicenow's

list interface uses next and previous

paging to traverse the list

if you want the list records displayed

in larger batches

choose a larger number but know that the

load time of the page increases as the

number of records increases

the refresh list item simply refreshes

or reloads the list

finally you can add a quick link to your

application navigator's favorites tab

for the list

simply set up the list as you like with

appropriate sorting filtering and fields

and add a favorite

you can then quickly access the list via

your favorites tab with those exact

settings applied

your favorites

are your favorites adding these does not

impact any other user of the instance

just to the right of the list control

menu

you can see which table's data is being

displayed in this case the list view is

displaying data from the incident table

if a saved view of the list has been

selected the name of that view will also

be displayed here

clicking this label

also opens the list control menu

if the logged in user have has

privileges to create new records the new

button will be available

clicking it will open the form view for

the table

enabling the ability to populate and

submit data for creation of a new record

on the table

another tool provided on the title bar

is the search tool it provides the

ability to search the table for some

value in a specific field

simply select which column or field you

want to search

enter your search term and hit the enter

key

only columns that are currently included

in the list view can be selected

data for the specified column will be

searched and only records with matching

values returned

note

the search is executed against the

entirety of the table's data not just

the data currently displayed in the list

a set of wildcard characters can be used

to specify the type of search being

executed

the percent character specifies an end

with search

an asterisk

indicates a search for the term anywhere

and the equal sign

specifies an exact match search

for additional wild card options refer

to the servicenow documentation

the icon that looks like a heartbeat

signal is called the activity stream

icon

this icon will appear only if the table

being viewed tracks activity

the incident product or change tables

for example clicking the activity stream

icon

opens a sidebar displaying a sequential

account of all activity related to the

list

clicking an entry in the activity stream

list will open the complete list of

activity for the specific record

the remainder of the title bar consists

of the list's paging controls

use the double arrow icons to jump to

the beginning or end of the list

the single arrow icons allow you to

traverse the list one page or batch at a

time and the label displays the batch

size and current location within the

list

remember the paging back size can be

changed via the list control menu's show

menu item

continuing down the list view page just

beneath the title bar we find the list

header

it contains a set of additional tools

that allow us to further customize the

list to help locate the information

we're interested in these include the

personalized list tool condition builder

multi-column search

breadcrumbs sort indicator and column

context menu let's take a look at each

by the way for those of you using this

video to help study for the csa

certification exam i've included a link

to my detailed notes in the form of a

powerpoint presentation to use as a

study guide you can find that link in

the description box for the video

starting from the left the first tool

you'll find is the personalized list

tool the gear icon

clicking it will open a pop-up which

allows you to add remove and reorder

columns being displayed for the given

table without impacting other users of

the instance

use the arrow keys to move columns into

and out of the selected box to build the

contents of the list for your needs

use the up and down arrows beside the

selected box to set the order of the

columns from left to right

one word of advice here it's best not to

change the inclusion or ordering of the

first column in the selected box that

first column's value is normally used as

the link

into the form view to view the details

of that specific record so it's best

just to leave it alone for the sake of

consistency across the platform

beneath the available and selected boxes

additional list parameters can be

customized per your preference

when finished click the ok button to

return to the list view with your

customizations reflected

indication of customizations on the list

is reflected via a small dot on the gear

icon if you see the dot you've applied

some customization to the list view you

can return to the list view default

settings by entering the personalized

list tool and clicking the reset to

column defaults button

note any customizations you make within

the personalized list tool will be saved

for your own use none of these changes

will have any impact on other users of

the instance

just to the right and up from the

personalized list gear is the filter

icon

clicking it enables what service now

calls the condition builder this is

listview's most robust tool for applying

filters to the list

it provides the ability to include and

or operators multiple columns and

sorting as part of the filtering process

it also provides the ability to include

columns not currently being displayed as

part of the filter

choose operators

and values

for one or more columns to build the

conditions to locate the data you're

interested in

click the run button to apply the filter

to the list this is also where if

permissions are available

saved filters can be created for

inclusion on the control menus filters

item

just below the condition builder icon is

a magnifying glass icon which will

toggle on or off the column search row

the column search row provides an

additional method of applying filters on

columns being displayed in the list

enter the search term in the search

field for the column being searched and

hit the enter key to apply

wildcards as mentioned previously can be

used within the search fields and

multi-column filters can be applied by

entering values from multiple columns

as you can see filters can be applied to

the list in several different ways for

that reason i've learned to love the

listviews breadcrumbs unlike most cases

or most applications where breadcrumbs

are used to indicate your location in

some workflow or content map

the list view uses the breadcrumbs to

indicate any filters that have been

applied to the list

anytime i'm viewing a list i start by

looking at the breadcrumb to ensure i

understand what i'm seeing if a filter

has been applied to the list it's

important to know that before making

decisions related to the data being

displayed

and the breadcrumb is functional

clicking on any filter condition

included in the breadcrumb will clear

all other filters to the right

clicking on the breadcrumb divider

will allow you to remove a single

condition

clicking on the last breadcrumb item

will refresh the list

and clicking the all breadcrumb item

will clear all filters

the breadcrumbs also serve as a great

tool for learning how filters are

applied by default

i'd suggest playing around with the

different methods of filtering and using

columns of different data types apply

the filters and check out the

breadcrumbs to see how the servicenow

list view applies filters by default

it's pretty interesting

the remainder of the list header is

comprised of the column labels and the

column context menus

the column labels displayed on the list

view come from the database tables field

labels values

as fields are created for a database

table

both a field name and a field label are

required

the field name is the actual name of the

field in the database system and it has

to follow rules excluding certain

characters and spaces

these are the identifiers used in coding

and sql statements

the field label is a sort of pretty name

for the field that gets used for display

purposes

these are what you're seeing in the list

views column labels

clicking on a column label will toggle

sorting the list by that column's data

ascending

and descending

to the left of each column label is the

column's context menu

clicking it will open a menu of items

related specifically to that column

some of these items will be covered in a

future lesson but let's briefly look at

a few of the options

show visual task board allows you to

create what servicenow calls a visual

task board based upon the specific

column this is only available on lists

containing task records like incident

problem and my work and we will cover

these in more detail in another lesson

the bar chart and pie chart items allow

you to view the data grouped by the

specified column in a bar chart or a pie

chart format

the configure item is only displayed if

you have the admin role and it allows

access to advanced configuration options

important export provides the ability to

insert or update the table with data

from an excel spreadsheet or

save the data in several different

formats

finally the update selected and update

all menu items provide the ability to

update one or more fields on multiple

rows at the same time

the list view provides lots of its

functionality by way of context menus it

has three context menus and we've

already talked about two the very top

hamburger icon remember is the list

control

menu in its context is the entirety of

the list

we also talked about the column context

menu that's the hamburger icon next to

each of the column headings and you

click on that you'll get a list of menu

items related specifically to that

column there's one more context menu to

mention and that's the field context

menu simply right click on any field in

the table to open a menu of items

related specifically to that field or

that record

the options available in the field

context menu vary depending on the table

being viewed and the type of data

residing in the specific field

the show matching and filter out menu

items provide yet another method of

applying filters to the list

show matching will filter the table to

only include records that contain that

value for that field

filter out displays records containing

anything but that value in that field

copy url and copy sys id enable the

ability to get a handle on the specific

record via the clipboard

with copy url the clipboard is populated

with a url that can be used to access

the details of that specific record in a

form view

that url could then be sent to another

user as a link to open the specific

record

copy sys id populates the clipboard with

the database sysid value for the

specified record

sys ids are lower level identifiers that

exist within the database most often

they're used by developers and

administrators to troubleshoot issues or

to leverage in some development activity

the assign tag menu item allows you to

associate the specified record with a

tag

servicenow's tagging capability allows

you to assign text-based labels to items

like records to further organize and

group related items

tags can then be used to provide

additional sorting filtering and

notification capabilities

with the appropriate permissions each

row on a record in the list view will

begin with a check box

these check boxes allow for multiple

records to be selected for inclusion in

some multi-record activity

the actions on selected rows drop down

at the bottom of the table

provides a list of activities that can

be executed on the group of selected

records

to the right of the check box the

information icon provides the ability to

display a quick preview of the record in

a pop-up without leaving the list

the record's full detail form can be

accessed from the preview by clicking

the open record button

it's also possible to open the records

full detail form

by clicking the linked column for the

record

as mentioned previously the first column

is normally reserved for the records

detail link

as long as that column hasn't been

removed or reordered you can count on

that first column's value to write a

link into the form view for the record

additional fields in the list can also

provide links to view the details of

reference data pulled from other tables

within the incident list for example

clicking on one of the linked values for

the caller column will open the details

for that specific caller

and with that i've reached the end of my

servicenow list list

i hope the content was helpful if it was

give us a thumbs up we'd love to hear

from you any suggestions or questions

just drop us a comment as always we'd

love for you to consider subscribing to

the channel but i will see you in the

next video where we take a deep dive

into form views in servicenow