📍 Background
Kafinea's main interface
Lists are filtered views that display a module's records . This is the default view when a module is opened.
1. Types of lists #
There are two types of lists:
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Personal lists: these are lists for which the user who created them is the only user. They are for personal use only, and have no impact on other system users.
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Shared lists: these are lists that can be shared between several users, teams or roles.
2. The structure of the lists #
All lists in Kafinea have the same structure:
The Lists pane #
A panel titled " Lists " is located on the left side of all lists. From this panel, you can:
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create a new list ( + button)
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search through all personal and shared lists (search bar)
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display, modify, delete, duplicate or select as default view an existing personal list ( My list section)
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display, modify, delete, duplicate or select as default view an existing shared list ( Shared list section)
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filter records in the active module by tag (see Tags)
This panel can be hidden or displayed using the arrow on the right of the pane. You can choose whether you want this panel to be hidden or displayed by default when you open a module from your preferences.
The records chart#
The right-hand side of the screen contains a table displaying the module's records according to the filters and conditions defined in the selected list. By default, records appear in the order in which they were last modified. You can choose to sort them in ascending or descending order by simply clicking on the column name.
Example: You can click on the "Account Name " column in the Accounts Receivable module. The records then records in alphabetical order. If you click on the "Account Name" column again, the accounts receivable will be displayed in reverse alphabetical order. You can click on the cross next to the column name to disable sorting for that column.
If you have more than 20 records in your module, they will be displayed on several pages. You can navigate between the different pages using the arrows at the top right of the table. Clicking on the ? symbol will display the total number of records in the selected list. A search bar is also available at the top of each column, so you can easily find a record among many others.
3. Create a list #
To create a new list, use the + button at the top of the Lists pane on the left of the screen. You can also duplicate a similar existing list and then modify it by selecting it and choosing the Duplicate option. A creation form will appear with the following options:
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View name: this field defines the name of the list as it will appear in the left pane of the screen.
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Choose a column and order: here you can add the various fields from this module's records that you want to use as columns in your filtered view. Columns may therefore vary from one list to another.
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Choose conditions: here you can define filters to display only records meeting certain conditions. You have the option of displaying records meeting at least one of these conditions, or all of them.
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Default filter: check this box so that this list is displayed by default when the relevant module is opened, instead of the All list.
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Key indicator: check this box to make this list usable in a widget on one of your dashboards.
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Share list: check this box to create a shared list. You can choose whether to share this list with individual users, certain workgroups, certain roles and their subordinates, or all ERP users. This list will be synchronized and will appear in the Shared list section of the left-hand pane of the relevant list module.
4. Edit a list #
There are two ways to edit an existing list:
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Click the options arrow next to the name of the list you want to edit in the left pane, and select the Edit option. An edit form will appear.
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Click on the list you want to edit to select it, then click the column management icon in the upper-left corner of the table to add or remove columns or change their display order.
Tip: The second method is faster if you only want to reorder the columns without changing the filter criteria.
5. Mass actions #
From a list, you can select multiple records the checkboxes and then perform batch actions:
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Delete: Deletes the records (a confirmation is required).
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Edit: Allows you to edit a field in all records at once.
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Send via email: Sends an email to the selected contacts.
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Add a tag: applies a tag to all records .
Note: The available actions vary by module. Some modules offer additional specific actions.
6. Identifying duplicates #
Kafinea offers a feature for identifying duplicates. In the top-left corner of records table, click More > Find Duplicates. A form will appear where you can select one or more fields to search for potential duplicates. After clicking the Find Duplicates button, a list of duplicates will appear, showing records active module that contain identical information in the selected fields. You can then choose to delete one of the records or merge the records .
7. Exporting data from a list #
You can use a list to select the records export. For instructions on how to export data from a list, see the Data Import/Export page.
8. Frequently Asked Questions #
How do I find a list I created?
Open the Lists panel on the left side of the screen. Your personal lists appear under My List. Use the search bar if you have a lot of lists.
Can I share a personal list after I've created it?
Yes, edit the list and check the " Share list" option. Then select the users, teams, or roles you want to share it with.
How do I delete a list?
Click the options arrow next to the list name in the left pane, then select Delete. The All list (the system's default list) cannot be deleted.
How do I change the list that appears by default when opening a module?
Click the options arrow next to the name of the desired list, then select "Set as default view."