Thank you for your feedback.
Form temporarily unavailable. Please try again or contact docfeedback@servicenow.com to submit your comments.
Versions
  • London
  • Kingston
  • Jakarta
  • Istanbul
  • Helsinki
  • Geneva
  • Store
Close

Configure and use list functions

Configure and use list functions

All users can interact with lists for the tables their role permits them to access. Some list and column header menu options are controlled by permissions grated to the user role.

About this task

The following procedures describe functions that users can configure or use with lists.

Sort a list

You can quickly find information in a list by sorting the list. The method that the system uses to sort a list depends on the type of record in the sort column.

Before you begin

Role required: none

About this task

Consider the example record: Label=Requested Item; Value=sc_req_item. Field types other than choice list types are sorted based on the label. The example record label, Requested Item, would be sorted with records whose labels start with "r."

A choice list field lets the user select from a pre-defined set of choices. Choice list fields are sorted by the underlying dictionary entry value of the field, not by the label. The example record value, sc_req_item would be sorted with records whose values start with "s."

Sorting by value can be useful. For example, choices for the State of tasks are ordered New > Work in Progress > Closed. Based on the label, the sort would be Closed > New > Work in Progress.

An arrow next to the column name indicates the current sort order. A downward pointing arrow indicates that the column is sorted in descending order. Only the primary sort order is indicated.
Note: The following sorting rules apply to lists:
  • In a translated instance, only translated_text, translated_field, and translated_html type columns support sorting.
  • The column label should be created in English first then translated accordingly.
  • You cannot sort a list by an array-based field, such as a Glide list.

To sort a list, use one of the following methods:

Procedure

  • Click a column name to sort the list in ascending order. Click again to sort in reverse order.
  • Right-click a column name and select Sort (a to z) or Sort (z to a) to sort in ascending or descending order, respectively.
  • Specify a sort order with a filter. Filters provide for sorting by more than one column (for example, by Category and then Subcategory).

Configure field status indicators

You can enable or disable modern cell coloring for list field status indicators. In List v2, this setting is available when you personalize a list. This setting is available in your system settings.

Before you begin

Role required: none

About this task

Field status indicators on lists are displayed with modern cell coloring, as a colored circle on the left side of the field. You can select the style of the field status indicator. You can revert to using a field background color by disabling modern cell coloring.
Figure 1. Modern cell coloring on
Modern cell coloring on

Procedure

The process depends on the version:
VersionProcedure
List v3
  1. In the banner frame, click the gear icon.
  2. On the System Settings window, click the Lists tab.
  3. Toggle the Modern Cell Styles switch to enable or disable modern cell coloring.
  4. Close the System Settings window.
List v2
  1. Click the personalize list icon () in the list.
  2. Select the Modern cell coloring check box to use the style field status indicator.
  3. Click OK.

For more information, see Creating Personal Lists.

Customize the number of list rows per page

You can customize the number of records, or rows, to display on each page of a list. The default is 20 rows per page.

Before you begin

Role required: none

About this task

When you customize the number of rows, it applies to all lists that you can access.

For information about the performance impact of displaying more rows, see the blog post Improve performance by displaying "just enough" data by a ServiceNow employee in the ServiceNow Community.

Procedure

  1. Open a list.
  2. Perform the appropriate action for the list version.
    VersionAction
    List v3 In the list footer, click the <Number> rows per page button and select the number of rows you want to display.
    List v2 Right-click the list title and select Show > <Number> rows per page.
    The list refreshes to display the number of records selected, or, if there are fewer than the number of rows you are displaying, the total number of records. The page control is updated to show your selected number of records (Page control).

Switch between list views

A view defines the elements that appear when a user opens a list.

Before you begin

Role required: none

About this task

You can switch between list views to which you have access.

Procedure

  1. Open the list.
  2. Select the view to configure by performing the appropriate action for your list version.
    VersionAction
    List V2 Open the list title menu and select View > (view name).
    List v3 Open the list title menu and select Change View, and then click the name of the view.
    The page refreshes with in the selected view.

Perform actions on selected items in a list

Action check boxes enable you to perform actions on one or more items in a list.

About this task

Figure 2. Action check boxes and action choice list in List v2
Action check boxes and action choice list in List v2

Procedure

  1. Select the check boxes beside the records you want to affect.
    To select all records on the page in List v3, select the check box at the top of the list just under the list filter. To select all records on the page in List v2, select the check box at the bottom of the list.
  2. Apply the desired action.
    • List v2: In the column context menu, select Update Selected to update all the selected records.
    • List v3: In the list title menu, select Update Selected to update all the selected records.
    • In the action choice list below the list, select an action such as Delete (administrators only), or Add to Visual Task Board. The available actions vary depending on the list and which plugins are activated. In List v3, the action choice list appears after you select one or more check boxes.

Use embedded lists

Some lists may be embedded in forms when List v2 is in use. Use list controls to work with records in an embedded list within a form.

Before you begin

Role required: none

About this task

Note: Embedded lists are not supported in List v3. Embedded lists always display in List v2.

Changes to embedded lists are saved when the form is saved. For more information, see Edit a form.

Use the following controls to work with an embedded list.

Procedure

  • To expand or collapse an embedded list, click the expand (Expand) or collapse (Collapse) icon in the list header.
  • To add a new row, double-click Insert a new row...
  • To edit a row, double-click in an empty area of the field. See Use the list editor.
  • To delete a row, click the delete icon (Delete condition) beside the row.
    New rows are removed immediately and existing rows are designated for deletion when the record is saved. To clear this designation, click the delete icon again.
    Figure 3. Embedded list
    Embedded list