Working with lists of assets and records
The Asset List view provides ways to easily organize, locate, and manage assets. Assets represent things that are of value to your organization. You can filter and find the assets and records you need to help you quickly understand the data and take data-driven action.
Filter and sort assets and records
You can efficiently filter and sort your Asset Inventory to locate the asset and record data you need.
Filtering assets and records
- Open the Asset Inventory app. This opens a table of the various asset types.
- Click on the asset type you want to open. A table listing all of the assets under the asset type opens.
- Click on Filters. A dialog box opens.
- From the Columns dropdown menu, select the name of the column you want to apply filters to. The title of the column selected appears in the Column field.
- Select the operator from the Operator dropdown menu. Depending on the column data, the operator options can include contains, is, and/or is empty. The operator that you've selected to refine the filter appears in the Operator field.
- If applicable, select a value from the Value dropdown menu.
- Optional. Click +Add filter to customize and apply additional filters.
- Once your filters are filled in, the table updates and a blue badge with the number of filters applied appears beside Filters to remind you that the data you're seeing is filtered and is not necessarily all the available data. Click anywhere on the page outside the dialog box to close it.
Unless you have set a custom default, the system default sorts the table from A > Z by the name of the asset.
If you select the contains operator, you enter a custom search term in the Value filter such as a name or keyword to filter the column data. If you select the is operator, the Value filter presents you with a dropdown menu of the available filter options such as predefined workflow statuses.
If you select the is empty operator, you do not need to select a value. The system automatically understands that you're filtering for an empty data point and removes the Value filter. Not all columns have all three options. The options available correspond with the data available. For example, to filter a workflow status column, it either has a specific, predefined status or is empty.
While you can use multiple filters, they need to be all ORs or all ANDs. The two cannot be combined.
Searching assets and records
Beyond filtering and sorting, you can search using keywords to locate the data you need. Via the search field, you can search across all columns.
Deleting list filters
- To remove filters, click Filters. The dialog box opens.
- Click beside any of the filters applied to the table. The filter is removed and the number of filters in the blue badge updates to the adjusted number of applied filters or disappears completely if there are no longer any filters applied to the table.
Sorting assets and records
Sorting helps you view and consume asset and record data in a way that's easy to understand and interpret.
- Open the Asset Inventory app. This opens a table of the various asset types.
- Click on the asset type you want to open. A table listing all of the assets under the asset type opens.
- There are two ways to sort data columns. Do either of the following:
- Click on the column header to sort ascending, descending, or unsort. An arrow points in which direction the column is sorted. The arrow is grayed out and disappears when the column is unsorted. When you unsort on a column, it reverts to sorting by name.
- Alternatively, click
, and a dropdown menu opens. Select Sort by ASC, Sort by DESC, or Unsort. This sorts the column data, and an arrow points in which direction the column is sorted.
Customize your list view of assets and records
There are various ways that you can customize your Asset List View to optimize the understanding and interpretation of data to help in making informed decisions. You also have the option to set your customized view as the default for when you access asset or record data.
Resizing columns
Use the vertical handle between column headings to drag and resize a column as needed.
Reordering columns
Easily reorganize columns by dragging and dropping them into place.
- Click and hold the header of the column you want to move. This highlights the column header.
- Move the column header to where you want it to be located. It looks transparent as it moves.
- Release the column header. The whole column with its data moves to the chosen location.
Hiding columns
Further refine your data by choosing which columns you want to be visible.
- Click within the heading of the column. This opens the dropdown menu.
- Click Hide. That column will no longer be visible.
You can also hide all of the columns by clicking Columns and selecting Hide all.
Showing columns
You can reveal all hidden columns in a table.
- Click Columns. A dropdown menu opens.
- Select Show all. Any hidden columns appear in the table.
Pinning columns
You can pin columns to the left or right of your table so that they are always in place. This is especially helpful when consuming large amounts of data.
- Click within the heading of the column you would like to pin. A dropdown menu opens.
- Click either Pin to right or Pin to left. The column shifts to the left or the right of the table.
Unpinning columns
- To unpin a pinned column, click on within the heading of the pinned column you would like to unpin. A dropdown menu opens.
- Select Unpin. The column is no longer pinned in the table.
Adjusting row density
- Click Styling. A dropdown menu appears with row density options: Compact, Standard, and Comfortable. Each offers progressively larger space between rows so that you can decide what spacing delivers the best adaptability or whether you want to increase the amount of rows visible per page.
- Click on the row density option that best suits your needs. The table rows resize based on your selection.
Viewing color-coded workflow statuses
When viewing assets, you can easily determine which status the assets are in to help inform next steps. The colors are determined by the value assigned to the status within its workflow. If no color is defined, it displays in plain, black text.
Setting pagination
- Choose how many rows of asset data you want to view per page. From the Rows per page dropdown, select the number of rows that you would like to see per page. The options are 50,100, 250, or Auto. This limits the list of assets per page to your designated amount of rows, and it shows what page you are on out of the total number of pages.
- Once a pagination option is selected, the number of rows adjusts, and you can see how many rows of assets are currently in view out of the total number of assets. You can navigate to the next or previous page, skip to the last or first, and any page in between.
The Auto option automatically fills the page with as many rows of asset data that will fit on the page and adjusts with the page size.
The default pagination is 100 rows per page.
Set a default view
Set your preferred view as the default view. Once you have customized your Asset List View, you can set it as your default so that you don't need to adjust your view every time you access it.
- If you want to save the view you've customized, click the Views dropdown menu and choose Save this view as my default. The next time you load the page, your saved settings are the default view.
- Optional. From the Views dropdown menu, select Revert to the original default view. This will revert to the original settings shared by all users.
Export the current view
You can export the current page of your Asset List View as a CSV file and/or print the current page for further analysis. As a result, you can access this data offline.
- Click Export. A dropdown menu opens.
- Do one of the following:
- Click Download current page (csv). This downloads a CSV file of what is visible on the current page.
- Click Print current page. This opens a print task to print what is visible on the current page.
When you export or print, you are only exporting or printing what is on the current page that you are viewing. You are not exporting or printing all of the data from the table at one time.
