ServiceNow Lists and Filters
Summary
TLDRThis 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
📋 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.
🔍 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.
🛠️ 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.
📊 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.
Mindmap
Keywords
💡ServiceNow
💡List Views
💡Database Tables
💡Filters
💡Incidents
💡Form View
💡Dot List Command
💡Sysdb Object
💡Paging
💡Activity Stream
💡Condition Builder
💡Breadcrumbs
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
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