Lists
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The Lists app provides actionable lists in FOLIO at the point of need. Some use cases include:
- Create a custom list when a report isn’t available in FOLIO;
- Create lists of records across apps and record types;
- Enable actions and workflows on a list of records;
- Access a set of pre-generated (canned) lists.
- Perform a cross-tenant query in ECS-enabled tenants. See Cross-tenant queries: Definitions, Functionality, Limitations for more information about Cross-tenant queries.
Functionality of the Lists app includes:
- Lists persist, can be refreshed and edited;
- List data updated in near real-time;
- User-friendly process for building a query to create a list;
- Duplication of lists;
- Export records from a list as a .csv file;
- Each list can include up to 1.25 million records.
Definition of terms related to the Lists app:
- applicationId. An attribute of a capability or capability set that identifies the platform for a FOLIO application.
- Application. See applicationId. For all Lists capabilities and capability sets, the Application is app-fqm.
- Authorization role. See User roles below.
- Capabilities. Ability assigned to a user to perform an action in a FOLIO application.
- Capability Sets. A set of individual capabilities.
- Field: The identifier used to query records.
- FQM: FOLIO Query Machine. The query functionality in FOLIO.
- Operator: The function applied in a query to match records by selected field and inputted value.
- permissionDisplayName (OKAPI). The permission set name displayed in the Okapi platform (pre-Sunflower release).
- Query: The search string used to generate a list that includes a field, operator, and value.
- Record set: The set (or list) of records retrieved through a query.
- Resource (EUREKA). An operation that can be performed in a FOLIO application.
- Source: The FOLIO account used to create and save a list.
- Type (Settings). Capabilities that allow the user to manage FOLIO configurations administratively. For all Lists capabilities and capability sets, the Type is settings.
- User role. Also known as Authorization role. Comprised of capabilities or capability sets, allows a user to perform role-based actions in a FOLIO application.
- Value: The text and/or number(s) input to query records with a selected field and selected operator.
Capabilities and Capability Sets
The Eureka platform, adopted in the Sunflower release, replaces permission sets with Capabilities and Capability sets for role-based management of user accounts. For more information about Capabilities and Capability sets, see Roles Management with Eureka.
The following Capabilities allow interaction with the Lists app.
For all Lists capabilities:
- Application is app-fqm.
- Type is settings.
| permissionDisplayName (OKAPI) | Resource (EUREKA) | Action |
|---|---|---|
| Lists (Enable): Can view lists | Module Lists Enabled | view |
| Lists (Edit): Can create, edit and refresh lists | Module Lists Refresh | view |
| Lists (Delete): Can create, edit, refresh, and delete lists | Module Lists | delete |
| Lists (Export): Can create, edit, refresh, and export lists | Module Lists Export | view |
| Lists (Admin): All permissions | Module Lists | manage |
Supported fields by record type
In the Lists app, the Fields available for building a query and displaying as column headings depend on the selected Record type of the list. For more information about supported fields by record type in the Lists app, see Supported fields by List record type.
Record types supported in the Lists app include:
- Budgets
- Fund with ledger
- Holdings
- Instances
- Invoice lines
- Invoices
- Items
- Loans
- Organizations
- Purchase order lines
- Purchase order lines with titles
- Purchase orders
- Transactions
- Users
- Voucher lines with fund
- Voucher lines with invoice, fund, organization
- Vouchers
Custom fields for User records, if configured, are not available for building a query, but are available for displaying as column headings in the Lists app. To create custom fields in User records, see Settings > Users > Custom fields.
Budgets
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Budget - Allocated | YES | YES |
| Budget - Allocation from | YES | YES |
| Budget - Allocation to | YES | YES |
| Budget - Allowable encumbrance | YES | YES |
| Budget - Allowable expenditure | YES | YES |
| Budget - Available | YES | YES |
| Budget - Awaiting payment | YES | YES |
| Budget - Budget UUID | YES | YES |
| Budget - Cash balance | YES | YES |
| Budget - Created date | YES | YES |
| Budget - Credits | YES | YES |
| Budget - Encumbered | YES | YES |
| Budget - Expended | YES | YES |
| Budget - Initial allocation | YES | YES |
| Budget - Name | YES | YES |
| Budget - Net transfers | YES | YES |
| Budget - Over encumbrance | YES | YES |
| Budget - Over expended | YES | YES |
| Budget - Status | YES | YES |
| Budget - Tags | YES | YES |
| Budget - Total funding | YES | YES |
| Budget - Unavailable | YES | YES |
| Budget - Updated date | YES | YES |
| Budget - Version | YES | YES |
| Fiscal year - Acquisition unit names | YES | YES |
| Fiscal year - Code | YES | YES |
| Fiscal year - Created date | YES | YES |
| Fiscal year - Currency | YES | YES |
| Fiscal year - Description | YES | YES |
| Fiscal year - Name | YES | YES |
| Fiscal year - Period begin date | YES | YES |
| Fiscal year - Period end date | YES | YES |
| Fiscal year - Series | YES | YES |
| Fiscal year - Updated date | YES | YES |
| Fiscal year - UUID | NO | YES |
| Fiscal year - Version | YES | YES |
| Fund - Fund - Acquisition unit names | YES | YES |
| Fund - Fund - Code | YES | YES |
| Fund - Fund - Created date | YES | YES |
| Fund - Fund - Description | YES | YES |
| Fund - Fund - Donor organizations | YES | YES |
| Fund - Fund - External account number | YES | YES |
| Fund - Fund - Locations | NO | YES |
| Fund - Fund - Name | YES | YES |
| Fund - Fund - Restrict by locations | YES | YES |
| Fund - Fund - Status | YES | YES |
| Fund - Fund - Tags | NO | YES |
| Fund - Fund - Transfer from | YES | YES |
| Fund - Fund - Transfer to | YES | YES |
| Fund - Fund - Updated date | YES | YES |
| Fund - Fund - UUID | YES | YES |
| Fund - Fund - Version | YES | YES |
| Fund - Fund type - Type | YES | YES |
| Fund - Ledger - Acquisition unit names | YES | YES |
| Fund - Ledger - Code | YES | YES |
| Fund - Ledger - Created date | YES | YES |
| Fund - Ledger - Currency | YES | YES |
| Fund - Ledger - Description | YES | YES |
| Fund - Ledger - Fiscal year one | YES | YES |
| Fund - Ledger - Name | YES | YES |
| Fund - Ledger - Restrict encumbrance | YES | YES |
| Fund - Ledger - Restrict expenditures | YES | YES |
| Fund - Ledger - Status | YES | YES |
| Fund - Ledger - Updated date | YES | YES |
| Fund - Ledger - UUID | YES | YES |
| Fund - Ledger - Version | YES | YES |
Fund with ledger
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Fund - Acquisition unit names | YES | YES |
| Fund - Code | YES | YES |
| Fund - Created date | YES | YES |
| Fund - Description | YES | YES |
| Fund - Donor organizations | YES | YES |
| Fund - External account number | YES | YES |
| Fund - Locations | NO | YES |
| Fund - Name | YES | YES |
| Fund - Restrict by locations | YES | YES |
| Fund - Status | YES | YES |
| Fund - Tags | NO | YES |
| Fund - Transfer from | YES | YES |
| Fund - Transfer to | YES | YES |
| Fund - Updated date | YES | YES |
| Fund - UUID | YES | YES |
| Fund - Version | YES | YES |
| Fund type - Type | YES | YES |
| Ledger - Acquisition unit names | YES | YES |
| Ledger - Code | YES | YES |
| Ledger - Created date | YES | YES |
| Ledger - Currency | YES | YES |
| Ledger - Description | YES | YES |
| Ledger - Fiscal year one | YES | YES |
| Ledger - Name | YES | YES |
| Ledger - Restrict encumbrance | YES | YES |
| Ledger - Restrict expenditures | YES | |
| Ledger - Status | YES | YES |
| Ledger - Updated date | YES | YES |
| Ledger - UUID | YES | YES |
| Ledger - Version | YES | YES |
Holdings
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Administrative notes | NO | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | NO | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Notes | NO | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Suppress from discovery | YES | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Effective library - Code | YES | YES |
| Effective library - Name | YES | YES |
| Effective location - Code | YES | YES |
| Effective location - Name | YES | YES |
| Permanent location - Code | YES | YES |
| Permanent location - Name | YES | YES |
| Temporary location - Code | YES | YES |
| Temporary location - Name | YES | YES |
Instances
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Instance - Administrative notes | NO | YES |
| Instance - Alternative titles | NO | YES |
| Instance - Cataloged date | YES | YES |
| Instance - Classifications | NO | YES |
| Instance - Contributors | NO | YES |
| Instance - Created date | YES | YES |
| Instance - Date 1 | YES | YES |
| Instance - Date 2 | YES | YES |
| Instance - Editions | NO | YES |
| Instance - Electronic access | NO | YES |
| Instance - Flag for deletion | NO | YES |
| Instance - Format names | YES | YES |
| Instance - Identifiers | NO | YES |
| Instance - Index title | YES | YES |
| Instance - Instance format UUIDs | NO | YES |
| Instance - Instance HRID | YES | YES |
| Instance - Instance UUID | YES | YES |
| Instance - Languages | YES | YES |
| Instance - Mode of issuance | YES | YES |
| Instance - Notes | NO | YES |
| Instance - Physical descriptions | NO | YES |
| Instance - Previously held | YES | YES |
| Instance - Primary contributor | NO | YES |
| Instance - Publication | NO | YES |
| Instance - Publication range | NO | YES |
| Instance - Series | NO | YES |
| Instance - Source | YES | YES |
| Instance - Statistical code names | YES | YES |
| Instance - Statistical code UUIDs | NO | YES |
| Instance - Subject headings | NO | YES |
| Instance - Suppress from discovery | YES | YES |
| Instance - Tags | NO | YES |
| Instance - Updated date | YES | YES |
| Instance date type - Name | YES | YES |
| Instance status - Code | YES | YES |
| Instance status - Term | YES | YES |
Invoice lines
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Invoice lines - Account number | YES | YES |
| Invoice lines - Accounting code | YES | YES |
| Invoice lines - Comment | YES | YES |
| Invoice lines - Description | YES | YES |
| Invoice lines - Invoice line number | YES | YES |
| Invoice lines - Invoice number | YES | YES |
| Invoice lines - PO line number | YES | YES |
| Invoice lines - Quantity | YES | YES |
| Invoice lines - Reference numbers | NO | YES |
| Invoice lines - Release encumbrance | YES | YES |
| Invoice lines - Status | YES | YES |
| Invoice lines - Sub-total | YES | YES |
| Invoice lines - Subscription end | YES | YES |
| Invoice lines - Subscription info | YES | YES |
| Invoice lines - Subscription start | YES | YES |
| Invoice lines - Tags | NO | YES |
| Invoice lines - Total | YES | YES |
| Invoice lines - Total adjustments | YES | YES |
| Invoice lines - Updated date | YES | YES |
| Invoice lines - UUID | YES | YES |
| Invoice - Account number | YES | YES |
| Invoice - Accounting code | YES | YES |
| Invoice - Acquisition unit names | YES | YES |
| Invoice - Approved by name | YES | YES |
| Invoice - Approved date | YES | YES |
| Invoice - Batch group | YES | YES |
| Invoice - Bill to | NO | YES |
| Invoice - Check subscription overlap | YES | YES |
| Invoice - Created date | YES | YES |
| Invoice - Currency | YES | YES |
| Invoice - Enclosure needed | YES | YES |
| Invoice - Exchange rate | YES | YES |
| Invoice - Export to accounting | YES | YES |
| Invoice - Fiscal year | YES | YES |
| Invoice - Folio invoice number | YES | YES |
| Invoice - Invoice date | YES | YES |
| Invoice - Note | YES | YES |
| Invoice - Payment date | YES | YES |
| Invoice - Payment due | YES | YES |
| Invoice - Payment method | YES | YES |
| Invoice - Source | YES | YES |
| Invoice - Status | YES | YES |
| Invoice - Sub-total | YES | YES |
| Invoice - Tags | NO | YES |
| Invoice - Terms | YES | YES |
| Invoice - Total | NO | YES |
| Invoice - Total adjustments | YES | YES |
| Invoice - Total calculated amount | YES | YES |
| Invoice - Updated date | YES | YES |
| Invoice - UUID | YES | YES |
| Invoice - Vendor invoice number | YES | YES |
| Invoice - Vendor name | YES | YES |
| Invoice - Voucher number | YES | YES |
Invoices
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Account number | YES | YES |
| Accounting code | YES | YES |
| Acquisition unit names | YES | YES |
| Approved by name | YES | YES |
| Approved date | YES | YES |
| Batch group | YES | YES |
| Bill to | NO | YES |
| Cancellation note | YES | YES |
| Check subscription overlap | YES | YES |
| Created date | YES | YES |
| Currency | YES | YES |
| Enclosure needed | YES | YES |
| Exchange rate | YES | YES |
| Export to accounting | YES | YES |
| Fiscal year | YES | YES |
| Folio invoice number | YES | YES |
| Invoice date | YES | YES |
| Lock total | YES | YES |
| Note | YES | YES |
| Payment date | YES | YES |
| Payment due | YES | YES |
| Payment method | YES | YES |
| Source | YES | YES |
| Status | YES | YES |
| Sub-total | YES | YES |
| Tags | NO | YES |
| Terms | YES | YES |
| Total adjustments | YES | YES |
| Total calculated amount | YES | YES |
| Total units | YES | YES |
| Updated date | YES | YES |
| UUID | YES | YES |
| Vendor invoice number | YES | YES |
| Vendor name | YES | YES |
| Voucher number | YES | YES |
Items
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Items - Accession number | YES | YES |
| Items - Administrative notes | NO | YES |
| Items - Barcode | YES | YES |
| Items - Chronology | YES | YES |
| Items - Copy number | YES | YES |
| Items - Created date | YES | YES |
| Items - Description of pieces | YES | YES |
| Items - Display summary | YES | YES |
| Items - Effective call number | YES | YES |
| Items - Effective shelving order | YES | YES |
| Items - Electronic access | NO | YES |
| Items - Enumeration | YES | YES |
| Items - Former IDs | NO | YES |
| Items - Item call number | YES | YES |
| Items - Item call number prefix | YES | YES |
| Items - Item call number suffix | YES | YES |
| Items - Item HRID | YES | YES |
| Items - Item UUID | YES | YES |
| Items - Last check in date time | YES | YES |
| Items - Notes | NO | YES |
| Items - Number of missing pieces | YES | YES |
| Items - Number of pieces | YES | YES |
| Items - Purchase order line identifier | YES | YES |
| Items - Statistical code | YES | YES |
| Items - Suppress from discovery | YES | YES |
| Items - Tags | NO | YES |
| Items - Updated date | YES | YES |
| Items - Version | YES | YES |
| Items - Volume | YES | YES |
| Items - Year caption | NO | YES |
| Item call number - Type | YES | YES |
| Effective call number - Type | YES | YES |
| Material type - Name | YES | YES |
| Instances - Administrative notes | NO | YES |
| Instances - Alternative titles | NO | YES |
| Instances - Cataloged date | YES | YES |
| Instances - Classifications | NO | YES |
| Instances - Contributors | NO | YES |
| Instances - Created date | YES | YES |
| Instances - Date 1 | YES | YES |
| Instances - Date 2 | YES | YES |
| Instances - Editions | NO | YES |
| Instances - Electronic access | NO | YES |
| Instances - Flag for deletion | NO | YES |
| Instances - Format names | YES | YES |
| Instances - Identifiers | NO | YES |
| Instances - Index title | YES | YES |
| Instances - Instance format UUIDs | NO | YES |
| Instances - Instance HRID | YES | YES |
| Instances - Instance UUID | YES | YES |
| Instances - Languages | YES | YES |
| Instances - Mode of issuance | YES | YES |
| Instances - Notes | NO | YES |
| Instances - Physical descriptions | NO | YES |
| Instances - Previously held | YES | YES |
| Instances - Primary contributor | NO | YES |
| Instances - Publication | NO | YES |
| Instances - Publication range | NO | YES |
| Instances - Series | NO | YES |
| Instances - Source | YES | YES |
| Instances - Staff suppress | YES | YES |
| Instances - Statistical code names | YES | YES |
| Instances - Statistical code UUIDs | NO | YES |
| Instances - Subject headings | NO | YES |
| Instances - Suppress from discovery | YES | YES |
| Instances - Tags | NO | YES |
| Instances - Updated date | YES | YES |
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Administrative notes | NO | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | NO | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Notes | NO | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Effective library - Code | YES | YES |
| Effective library - Name | YES | YES |
| Effective location - Code | YES | YES |
| Effective location - Name | YES | YES |
| Permanent location - Code | YES | YES |
| Permanent location - Name | YES | YES |
| Temporary location - Code | YES | YES |
| Temporary location - Name | YES | YES |
| Permanent loan type - Name | YES | YES |
| Permanent loan type - UUID | YES | YES |
| Temporary loan type - Name | YES | YES |
| Temporary loan type - UUID | YES | YES |
Loans
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Loan - Action | YES | YES |
| Loan - Checkout date | YES | YES |
| Loan - Claimed returned date | YES | YES |
| Loan - Created at | YES | YES |
| Loan - Declared lost date | YES | YES |
| Loan - Due date | YES | YES |
| Loan - Due date changed by recall | YES | YES |
| Loan - Renewal count | YES | YES |
| Loan - Return date | YES | YES |
| Loan - Status name | YES | YES |
| Loan - UUID | YES | YES |
| Loan policy - Name | YES | YES |
| Loan policy - UUID | NO | YES |
| User - Active | YES | YES |
| User - Barcode | YES | YES |
| User - Expiration date | YES | YES |
| User - Last name, first name | YES | YES |
| User - Pronouns | YES | YES |
| User - UUID | YES | YES |
| Patron group - Name | YES | YES |
| Material type - Name | YES | YES |
| Item - Accession number | YES | YES |
| Item - Administrative notes | NO | YES |
| Item - Barcode | YES | YES |
| Item - Chronology | YES | YES |
| Item - Copy number | YES | YES |
| Item - Created date | YES | YES |
| Item - Description of pieces | YES | YES |
| Item - Effective call number | YES | YES |
| Item - Effective shelving order | YES | YES |
| Item - Electronic access | NO | YES |
| Item - Enumeration | YES | YES |
| Item - Item call number | YES | YES |
| Item - Item call number prefix | YES | YES |
| Item - Item call number suffix | YES | YES |
| Item - Item HRID | YES | YES |
| Item - Item UUID | YES | YES |
| Item - Last check in date time | YES | YES |
| Item - Notes | NO | YES |
| Item - Number of missing pieces | YES | YES |
| Item - Number of pieces | YES | YES |
| Item - Purchase order line identifier | YES | YES |
| Item - Statistical code | YES | YES |
| Item - Status | YES | YES |
| Item - Suppress from discovery | YES | YES |
| Item - Tags | NO | YES |
| Item - Updated date | YES | YES |
| Item - Version | YES | YES |
| Item - Volume | YES | YES |
| Item - Year caption | NO | YES |
| Item permanent loan type - Name | YES | YES |
| Item permanent loan type - UUID | YES | YES |
| Item temporary loan type - Name | YES | YES |
| Item temporary loan type - UUID | YES | YES |
| Instances - Administrative notes | NO | YES |
| Instances - Alternative titles | NO | YES |
| Instances - Cataloged date | YES | YES |
| Instances - Classifications | NO | YES |
| Instances - Contributors | NO | YES |
| Instances - Created date | YES | YES |
| Instances - Date 1 | YES | YES |
| Instances - Date 2 | YES | YES |
| Instances - Editions | NO | YES |
| Instances - Electronic access | NO | YES |
| Instances - Flag for deletion | NO | YES |
| Instances - Format names | YES | YES |
| Instances - Identifiers | NO | YES |
| Instances - Index title | YES | YES |
| Instances - Instance format UUIDs | NO | YES |
| Instances - Instance HRID | YES | YES |
| Instances - Instance UUID | YES | YES |
| Instances - Languages | YES | YES |
| Instances - Mode of issuance | YES | YES |
| Instances - Notes | NO | YES |
| Instances - Physical descriptions | NO | YES |
| Instances - Previously held | YES | YES |
| Instances - Primary contributor | NO | YES |
| Instances - Publication | NO | YES |
| Instances - Publication range | NO | YES |
| Instances - Record version | YES | YES |
| Instances - Resource title | YES | YES |
| Instances - Resource type | YES | YES |
| Instances - Resource type UUID | YES | YES |
| Instances - Series | NO | YES |
| Instances - Source | YES | YES |
| Instances - Staff suppress | YES | YES |
| Instances - Statistical code names | YES | YES |
| Instances - Statistical code UUIDs | NO | YES |
| Instances - Subject headings | NO | YES |
| Instances - Suppress from discovery | YES | YES |
| Instances - Tags | NO | YES |
| Instances - Updated date | YES | YES |
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Administrative notes | NO | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | NO | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Suppress from discovery | YES | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Check in service point - Code | YES | YES |
| Check in service point - Discovery display name | YES | YES |
| Check in service point - Name | YES | YES |
| Check out service point - Code | YES | YES |
| Check out service point - Discovery display name | YES | YES |
| Check out service point - Name | YES | YES |
| Item effective library at checkout - Code | YES | YES |
| Item effective library at checkout - Name | YES | YES |
| Item effective location at checkout - Code | YES | YES |
| Item effective location at checkout - Name | YES | YES |
Organizations
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Access provider | YES | YES |
| Accounting code | YES | YES |
| Accounts | NO | YES |
| Acquisition unit names | YES | YES |
| Addresses | NO | YES |
| Agreements | NO | YES |
| Aliases | NO | YES |
| Changelogs | NO | YES |
| Claiming interval | YES | YES |
| Code | YES | YES |
| Created at | YES | YES |
| Description | YES | YES |
| Discount percent | YES | YES |
| EDI job scheduled enabled | YES | YES |
| EDI notes | YES | YES |
| EDI organization code | YES | YES |
| EDI organization type | YES | YES |
| EDI vendor code | YES | YES |
| EDI vendor type | YES | YES |
| Emails | NO | YES |
| Expected activation interval | YES | YES |
| Expected invoice interval | YES | YES |
| Expected receipt interval | YES | YES |
| Export to accounting | YES | YES |
| Governmental | YES | YES |
| Is donor | YES | YES |
| Is vendor | YES | YES |
| Language | YES | YES |
| Liable for VAT | YES | YES |
| Licensor | YES | YES |
| Material supplier | YES | YES |
| Name | YES | YES |
| Payment method | YES | YES |
| Phone numbers | NO | YES |
| Renewal activation interval | YES | YES |
| SAN code | YES | YES |
| Status | YES | YES |
| Subscription interval | YES | YES |
| Tax ID | YES | YES |
| Tax percentage | YES | YES |
| Type names | YES | YES |
| Type UUIDs | NO | YES |
| Updated at | YES | YES |
| URLs | NO | YES |
| UUID | NO | YES |
| Vendor currencies | NO | YES |
Purchase order lines
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| POL - Agreement UUID | YES | YES |
| POL - Cost currency | YES | YES |
| POL - Cost exchange rate | YES | YES |
| POL - Cost PO line estimated price | YES | YES |
| POL - Created at | YES | YES |
| POL - Description | YES | YES |
| POL - Details receiving note | YES | YES |
| POL - Donor | YES | YES |
| POL - E-resource create inventory | YES | YES |
| POL - E-resource expected activation | YES | YES |
| POL - E-resource is activated | YES | YES |
| POL - E-resource is trial | YES | YES |
| POL - E-resource resource URL | YES | YES |
| POL - Is rush | YES | YES |
| POL - Membership | YES | YES |
| POL - Order format | YES | YES |
| POL - Payment status | YES | YES |
| POL - Physical expected receipt date | YES | YES |
| POL - PO line number | YES | YES |
| POL - Publication date | YES | YES |
| POL - Publisher | YES | YES |
| POL - Receipt date | YES | YES |
| POL - Receipt status | YES | YES |
| POL - Selector | YES | YES |
| POL - Source | YES | YES |
| POL - Tags | NO | YES |
| POL - Title or package | YES | YES |
| POL - Updated at | YES | YES |
| POL - UUID | YES | YES |
| POL created by user - Email | YES | YES |
| POL created by user - Last name, first name | YES | YES |
| POL created by user - Username | YES | YES |
| POL exchange rate | YES | YES |
| POL updated by user - Email | YES | YES |
| POL updated by user - Last name, first name | YES | YES |
| POL updated by user - Username | YES | YES |
| Exchange rate - Currency | YES | YES |
| Exchange rate - Rate | YES | YES |
| PO - Acquisition unit names | YES | YES |
| PO - Acquisition unit UUIDs | NO | YES |
| PO - Approved | YES | YES |
| PO - Created at | YES | YES |
| PO - External order number | YES | YES |
| PO - Order type | YES | YES |
| PO - PO number | YES | YES |
| PO - Re-encumber | YES | YES |
| PO - Tags tag list | NO | YES |
| PO - Updated at | YES | YES |
| PO - UUID | YES | YES |
| PO - Workflow status | YES | YES |
| PO assigned to user - Email | YES | YES |
| PO assigned to user - Last name, first name | YES | YES |
| PO assigned to user - Username | YES | YES |
| PO created by user - Email | YES | YES |
| PO created by user - Last name, first name | YES | YES |
| PO created by user - Username | YES | YES |
| PO updated by user - Email | YES | YES |
| PO updated by user - Last name, first name | YES | YES |
| PO updated by user - Username | YES | YES |
| Vendor org - Code | YES | YES |
| Vendor org - EDI vendor code | YES | YES |
| Vendor org - EDI vendor type | YES | YES |
| Vendor org - Is donor | YES | YES |
| Vendor org - Is vendor | YES | YES |
| Vendor org - Name | YES | YES |
| Vendor org - Status | YES | YES |
| Vendor org - UUID | NO | YES |
Purchase order lines with titles
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| POL - Agreement UUID | YES | YES |
| POL - Cost currency | YES | YES |
| POL - Cost exchange rate | YES | YES |
| POL - Cost PO line estimated price | YES | YES |
| POL - Created at | YES | YES |
| POL - Description | YES | YES |
| POL - Details receiving note | YES | YES |
| POL - Donor | YES | YES |
| POL - E-resource create inventory | YES | YES |
| POL - E-resource expected activation | YES | YES |
| POL - E-resource is activated | YES | YES |
| POL - E-resource is trial | YES | YES |
| POL - E-resource resource url | YES | YES |
| POL - Fund distribution | NO | YES |
| POL - Is rush | YES | YES |
| POL - Membership | YES | YES |
| POL - Order format | YES | YES |
| POL - Payment status | YES | YES |
| POL - Physical expected receipt date | YES | YES |
| POL - PO line number | YES | YES |
| POL - Publication date | YES | YES |
| POL - Publisher | YES | YES |
| POL - Receipt date | YES | YES |
| POL - Receipt status | YES | YES |
| POL - Selector | YES | YES |
| POL - Source | YES | YES |
| POL - Tags | NO | YES |
| POL - Title or package | YES | YES |
| POL - Updated at | YES | YES |
| POL - UUID | YES | YES |
| Instance - Administrative notes | NO | YES |
| Instance - Alternative titles | NO | YES |
| Instance - Cataloged date | YES | YES |
| Instance - Classifications | NO | YES |
| Instance - Contributors | NO | YES |
| Instance - Created date | YES | YES |
| Instance - Date 1 | YES | YES |
| Instance - Date 2 | YES | YES |
| Instance - Editions | NO | YES |
| Instance - Electronic access | NO | YES |
| Instance - Flag for deletion | NO | YES |
| Instance - Format names | YES | YES |
| Instance - Identifiers | NO | YES |
| Instance - Index title | YES | YES |
| Instance - Instance format UUIDs | NO | YES |
| Instance - Instance HRID | YES | YES |
| Instance - Instance UUID | YES | YES |
| Instance - Languages | YES | YES |
| Instance - Mode of issuance | YES | YES |
| Instance - Notes | NO | YES |
| Instance - Physical descriptions | NO | YES |
| Instance - Previously held | YES | YES |
| Instance - Primary contributor | NO | YES |
| Instance - Publication | NO | YES |
| Instance - Publication range | NO | YES |
| Instance - Record version | YES | YES |
| Instance - Resource title | YES | YES |
| Instance - Resource type | YES | YES |
| Instance - Series | NO | YES |
| Instance - Source | YES | YES |
| Instance - Staff suppress | YES | YES |
| Instance - Statistical code names | YES | YES |
| Instance - Statistical code UUIDs | NO | YES |
| Instance - Subject headings | NO | YES |
| Instance - Suppress from discovery | YES | YES |
| Instance - Tags | NO | YES |
| Instance - Updated date | YES | YES |
| PO - Acquisition unit names | YES | YES |
| PO - Acquisition unit UUIDs | NO | YES |
| PO - Approved | YES | YES |
| PO - Created at | YES | YES |
| PO - External order number | YES | YES |
| PO - Order type | YES | YES |
| PO - PO number | YES | YES |
| PO - Re-encumber | YES | YES |
| PO - Tags tag list | NO | YES |
| PO - Updated at | YES | YES |
| PO - UUID | YES | YES |
| PO - Workflow status | YES | YES |
| Created by user - Email | YES | YES |
| Created by user - Last name, first name | YES | YES |
| Created by user - Username | YES | YES |
| Organization - Code | YES | YES |
| Organization - EDI vendor code | YES | YES |
| Organization - EDI vendor type | YES | YES |
| Organization - Is donor | YES | YES |
| Organization - Is vendor | YES | YES |
| Organization - Name | YES | YES |
| Organization - Status | YES | YES |
| Organization - UUID | YES | YES |
Purchase orders
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Acquisition unit names | YES | YES |
| Acquisition unit UUIDs | NO | YES |
| Approval date | YES | YES |
| Approved | YES | YES |
| Bill to | YES | YES |
| Close reason | YES | YES |
| Close note | YES | YES |
| Created at | YES | YES |
| Date ordered | YES | YES |
| External order number | YES | YES |
| Next PO line number | YES | YES |
| Order type | YES | YES |
| PO number | YES | YES |
| PO number prefix | YES | YES |
| PO number suffix | YES | YES |
| Re-encumber | YES | YES |
| Ship to | YES | YES |
| Tags tag list | NO | YES |
| Template | YES | YES |
| Updated at | YES | YES |
| UUID | YES | YES |
| Workflow status | YES | YES |
Transactions
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Transaction - Amount | YES | YES |
| Transaction - Created date | YES | YES |
| Transaction - Currency | YES | YES |
| Transaction - Description | YES | YES |
| Transaction - Encumbrance amount credited | YES | YES |
| Transaction - Encumbrance awaiting payment | YES | YES |
| Transaction - Encumbrance expended | YES | YES |
| Transaction - Encumbrance initial amount | YES | YES |
| Transaction - Encumbrance order status | YES | YES |
| Transaction - Encumbrance order type | YES | YES |
| Transaction - Encumbrance re-encumber | YES | YES |
| Transaction - Encumbrance status | YES | YES |
| Transaction - Encumbrance subscription | YES | YES |
| Transaction - Invoice cancelled | YES | YES |
| Transaction - Source | YES | YES |
| Transaction - Tags | NO | YES |
| Transaction - Type | YES | YES |
| Transaction - Updated date | YES | YES |
| Transaction - UUID | YES | YES |
| To fund - Acquisition unit names | YES | YES |
| To fund - Code | YES | YES |
| To fund - Created date | YES | YES |
| To fund - Description | YES | YES |
| To fund - Donor organizations | YES | YES |
| To fund - External account number | YES | YES |
| To fund - Locations | NO | YES |
| To fund - Name | YES | YES |
| To fund - Restrict by locations | YES | YES |
| To fund - Status | YES | YES |
| To fund - Tags | NO | YES |
| To fund - Transfer from | YES | YES |
| To fund - Transfer to | YES | YES |
| To fund - Updated date | YES | YES |
| To fund - UUID | YES | YES |
| To fund - Version | YES | YES |
| From fund - Acquisition unit names | YES | YES |
| From fund - Code | YES | YES |
| From fund - Created date | YES | YES |
| From fund - Description | YES | YES |
| From fund - Donor organizations | YES | YES |
| From fund - External account number | YES | YES |
| From fund - Locations | NO | YES |
| From fund - Name | YES | YES |
| From fund - Restrict by locations | YES | YES |
| From fund - Status | YES | YES |
| From fund - Tags | NO | YES |
| From fund - Transfer from | YES | YES |
| From fund - Transfer to | YES | YES |
| From fund - Updated date | YES | YES |
| From fund - UUID | YES | YES |
| From fund - Version | YES | YES |
| Fiscal year - Acquisition unit names | YES | YES |
| Fiscal year - Code | YES | YES |
| Fiscal year - Created date | YES | YES |
| Fiscal year - Currency | YES | YES |
| Fiscal year - Description | YES | YES |
| Fiscal year - Name | YES | YES |
| Fiscal year - Period begin date | YES | YES |
| Fiscal year - Period end date | YES | YES |
| Fiscal year - Series | YES | YES |
| Fiscal year - Updated date | YES | YES |
| Fiscal year - UUID | NO | YES |
| Fiscal year - Version | YES | YES |
Users
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Patron group - Name | YES | YES |
| User - Active | YES | YES |
| User - Address | NO | YES |
| User - Barcode | YES | YES |
| User - Created by user UUID | YES | YES |
| User - Created date | YES | YES |
| User - Date of birth | YES | YES |
| User - Department names | YES | YES |
| User - Department UUIDs | NO | YES |
| User - Email | YES | YES |
| User - Enrollment date | YES | YES |
| User - Expiration date | YES | YES |
| User - External system ID | YES | YES |
| User - First name | YES | YES |
| User - Last name | YES | YES |
| User - Last name, first name | YES | YES |
| User - Middle name | YES | YES |
| User - Mobile phone | YES | YES |
| User - Phone | YES | YES |
| User - Preferred contact type | YES | YES |
| User - Preferred first name | YES | YES |
| User - Pronouns | YES | YES |
| User - Proxy for | NO | YES |
| User - Tags tag list | NO | YES |
| User - Type | YES | YES |
| User - Updated by user UUID | YES | YES |
| User - Updated date | YES | YES |
| User - User created date | YES | YES |
| User - User updated date | YES | YES |
| User - User UUID | YES | YES |
| User - Username | YES | YES |
Voucher lines with fund
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Voucher line - Amount | YES | YES |
| Voucher line - Created date | YES | YES |
| Voucher line - External account number | YES | YES |
| Voucher line - Fund distribution | NO | YES |
| Voucher line - Updated date | YES | YES |
| Voucher line - UUID | YES | YES |
| Voucher - Account number | YES | YES |
| Voucher - Accounting code | YES | YES |
| Voucher - Acquisition unit names | YES | YES |
| Voucher - Batch group | YES | YES |
| Voucher - Created date | YES | YES |
| Voucher - Disbursement amount | YES | YES |
| Voucher - Disbursement date | YES | YES |
| Voucher - Disbursement number | YES | YES |
| Voucher - Enclosure needed | YES | YES |
| Voucher - Exchange rate | YES | YES |
| Voucher - Export to accounting | YES | YES |
| Voucher - Invoice currency | YES | YES |
| Voucher - Status | YES | YES |
| Voucher - System currency | YES | YES |
| Voucher - Total | YES | YES |
| Voucher - Type | YES | YES |
| Voucher - Updated date | YES | YES |
| Voucher - UUID | YES | YES |
| Voucher - Voucher date | YES | YES |
| Voucher - Voucher number | YES | YES |
| Fund - Acquisition unit names | YES | YES |
| Fund - Code | YES | YES |
| Fund - Created date | YES | YES |
| Fund - Description | YES | YES |
| Fund - Donor organizations | YES | YES |
| Fund - External account number | YES | YES |
| Fund - Locations | NO | YES |
| Fund - Name | YES | YES |
| Fund - Restrict by locations | YES | YES |
| Fund - Status | YES | YES |
| Fund - Tags | NO | YES |
| Fund - Transfer from | YES | YES |
| Fund - Transfer to | YES | YES |
| Fund - Updated date | YES | YES |
| Fund - UUID | YES | YES |
| Fund - Version | YES | YES |
| Fund type - Type | YES | YES |
| Ledger - Acquisition unit names | YES | YES |
| Ledger - Code | YES | YES |
| Ledger - Created date | YES | YES |
| Ledger - Currency | YES | YES |
| Ledger - Description | YES | YES |
| Ledger - Fiscal year one | YES | YES |
| Ledger - Name | YES | YES |
| Ledger - Restrict encumbrance | YES | YES |
| Ledger - Restrict expenditures | YES | YES |
| Ledger - Status | YES | YES |
| Ledger - Updated date | YES | YES |
| Ledger - UUID | YES | YES |
| Ledger - Version | YES | YES |
Voucher lines with invoice, fund, organization
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Voucher line - Amount | YES | YES |
| Voucher line - Created date | YES | YES |
| Voucher line - External account number | YES | YES |
| Voucher line - Fund distribution | NO | YES |
| Voucher line - Updated date | YES | YES |
| Voucher line - UUID | YES | YES |
| Voucher - Account number | YES | YES |
| Voucher - Accounting code | YES | YES |
| Voucher - Acquisition unit names | YES | YES |
| Voucher - Batch group | YES | YES |
| Voucher - Created date | YES | YES |
| Voucher - Disbursement amount | YES | YES |
| Voucher - Disbursement date | YES | YES |
| Voucher - Disbursement number | YES | YES |
| Voucher - Enclosure needed | YES | YES |
| Voucher - Exchange rate | YES | YES |
| Voucher - Export to accounting | YES | YES |
| Voucher - Invoice currency | YES | YES |
| Voucher - Status | YES | YES |
| Voucher - System currency | YES | YES |
| Voucher - Total | YES | YES |
| Voucher - Type | YES | YES |
| Voucher - Updated date | YES | YES |
| Voucher - UUID | YES | YES |
| Voucher - Voucher date | YES | YES |
| Voucher - Voucher number | YES | YES |
| Invoice - Account number | YES | YES |
| Invoice - Accounting code | YES | YES |
| Invoice - Acquisition unit names | YES | YES |
| Invoice - Approved by name | YES | YES |
| Invoice - Approved date | YES | YES |
| Invoice - Batch group | YES | YES |
| Invoice - Bill to | NO | YES |
| Invoice - Cancellation note | YES | YES |
| Invoice - Check subscription overlap | YES | YES |
| Invoice - Created date | YES | YES |
| Invoice - Currency | YES | YES |
| Invoice - Enclosure needed | YES | YES |
| Invoice - Exchange rate | YES | YES |
| Invoice - Export to accounting | YES | YES |
| Invoice - Fiscal year | YES | YES |
| Invoice - Folio invoice number | YES | YES |
| Invoice - Invoice date | YES | YES |
| Invoice - Note | YES | YES |
| Invoice - Payment date | YES | YES |
| Invoice - Payment due | YES | YES |
| Invoice - Payment method | YES | YES |
| Invoice - Source | YES | YES |
| Invoice - Status | YES | YES |
| Invoice - Sub-total | YES | YES |
| Invoice - Tags | NO | YES |
| Invoice - Terms | YES | YES |
| Invoice - Total adjustments | YES | YES |
| Invoice - Total calculated amount | YES | YES |
| Invoice - Total units | NO | YES |
| Invoice - Updated date | YES | YES |
| Invoice - UUID | YES | YES |
| Invoice - Vendor invoice number | YES | YES |
| Invoice - Vendor name | YES | YES |
| Invoice - Voucher number | YES | YES |
| Fund - Acquisition unit names | YES | YES |
| Fund - Code | YES | YES |
| Fund - Created date | YES | YES |
| Fund - Description | YES | YES |
| Fund - Donor organizations | YES | YES |
| Fund - External account number | YES | YES |
| Fund - Locations | NO | YES |
| Fund - Name | YES | YES |
| Fund - Restrict by locations | YES | YES |
| Fund - Status | YES | YES |
| Fund - Tags | NO | YES |
| Fund - Transfer from | YES | YES |
| Fund - Transfer to | YES | YES |
| Fund - Updated date | YES | YES |
| Fund - UUID | YES | YES |
| Fund - Version | YES | YES |
| Fund type - Type | YES | YES |
| Ledger - Acquisition unit names | YES | YES |
| Ledger - Code | YES | YES |
| Ledger - Created date | YES | YES |
| Ledger - Currency | YES | YES |
| Ledger - Description | YES | YES |
| Ledger - Fiscal year one | YES | YES |
| Ledger - Name | YES | YES |
| Ledger - Restrict encumbrance | YES | YES |
| Ledger - Restrict expenditures | YES | YES |
| Ledger - Status | YES | YES |
| Ledger - Updated date | YES | YES |
| Ledger - UUID | YES | YES |
| Ledger - Version | YES | YES |
| Organization - Code | YES | YES |
| Organization - EDI vendor code | YES | YES |
| Organization - EDI vendor type | YES | YES |
| Organization - Is donor | YES | YES |
| Organization - Is vendor | YES | YES |
| Organization - Name | YES | YES |
| Organization - Status | YES | YES |
| Organization - UUID | YES | YES |
Vouchers
| Field name in Lists app | Can use to build query in UI? | Option to show as column heading in UI? |
|---|---|---|
| Voucher - Account number | YES | YES |
| Voucher - Accounting code | YES | YES |
| Voucher - Acquisition unit names | YES | YES |
| Voucher - Batch group | YES | YES |
| Voucher - Created date | YES | YES |
| Voucher - Disbursement amount | YES | YES |
| Voucher - Disbursement date | YES | YES |
| Voucher - Disbursement number | YES | YES |
| Voucher - Enclosure needed | YES | YES |
| Voucher - Exchange rate | YES | YES |
| Voucher - Export to accounting | YES | YES |
| Voucher - Invoice currency | YES | YES |
| Voucher - Status | YES | YES |
| Voucher - System currency | YES | YES |
| Voucher - Total | YES | YES |
| Voucher - Type | YES | YES |
| Voucher - Updated date | YES | YES |
| Voucher - UUID | YES | YES |
| Voucher - Voucher date | YES | YES |
| Voucher - Voucher number | YES | YES |
| Vendor - Code | YES | YES |
| Vendor - EDI vendor code | YES | YES |
| Vendor - EDI vendor type | YES | YES |
| Vendor - Is donor | YES | YES |
| Vendor - Is vendor | YES | YES |
| Vendor - Name | YES | YES |
| Vendor - Status | YES | YES |
| Vendor - UUID | YES | YES |
View a list
To view a list, open the Lists app. A list of Lists is displayed in the Lists pane. Select a list to view by highlighting and clicking on it. The selected list opens in a new window.
Filters
The selection of lists in the Lists pane can be narrowed by applying filters. The following filters are available:
-
Status
- Active. An active list contains a query and a resulting record set.
- Inactive. An inactive list contains a query but no record set.
-
Visibility
- Shared:. Shared lists can be accessed by all users with permissions to the Lists app in this organization.
- Private. Private lists can only be accessed by the user logged in.
-
Record Types. See Supported fields by record type above for more information.
List information
The List information section displays details about the list.
- Record last updated: Source of last update of list.
- Record created: Date, time, and source of list creation.
- List name: Title of the list
- Description: A description of the list. This criteria is optional.
- Record type: Record type used to create the list.
- Visibility: Shared or Private.
- Status: Active or Inactive.
- Source: Username or FOLIO account used to create the list.
Query
The Query section of the list displays the query string used to retrieve the record set. It also displays the number of records in the record set and a preview of the first 100 records in the record set.
Field headings
In a list, the fields for the record set display as column headings. Customize the display of column headings in the record set by checking or unchecking the field(s) in Actions > Show columns as appropriate. See Supported fields by record type above for more information about the available column headings for each record type.
To view the refreshed list, click Actions > Refresh List and click the View updated list link in the confirmation message.
Create a list
A new list must have List information and a Query assigned to establish the record set for the list. A Test query must be performed before the query can be run and saved.
List information
To add list details for a new list:
- In the Lists pane, click on New.
- In the New List modal, add the List name and Description.
- Select the appropriate Record type for the list.
- Select the appropriate Visibility setting for the list: Shared or Private.
- Select the appropriate Status setting for the list: Active or Inactive.
Build a query
The Build query function in the Lists app allows the user to build a query for the selected record type. The query string populates in the Query field as the query is built.
To set criteria and build a query for new list, follow these steps:
- Click the Build query button to open the Build query window.
- Select the Record type for the query.
- Select a Field from the Filter options list drop-down menu. The Fields available for selection are based on the Record Type. See Supported fields by List record type for more information.
- Select an Operator from the Select operator drop-down list. The operators available for selection are based on the selected Field.
| Operator | Meaning |
|---|---|
| equals | Field equals selected or input value. |
| not equal to | Field does not equal selected or input value. |
| contains | Field (with a single value) contains characters that match the selected or input value. |
| contains all | Field (that can contain multiple values) matches all selected or input values. |
| contains any | Field (that can contain multiple values) matches any selected or input values. |
| not contains all | Field (that can contain multiple values) does not contain all selected or input values. |
| not contains any | Field (that can contain multiple values) does not contain any selected or input values. |
| in | Field (with a single value) matches any selected or input values. |
| not in | Field (with a single value) matches none of selected or input values. |
| starts with | Field starts with selected or input value. |
| is greater than | Field is greater than the selected or input value. |
| is less than | Field is less than the selected or input value. |
| is greater than or equal to | Field is greater than or equal to the selected or input value. |
| is less than or equal to | Field is less than or equal to the selected or input value. |
| is null/empty | Field is null or has an empty value; the field does not contain any data. |
See Querying Lists / FQM - operators, datatypes, examples for more information about Operators.
- Select a Value from the Select value drop-down list. The Values available for selection are based on the Record Type and Field.
- Click on the + icon to add additional lines to the query; Click on the trash can icon to delete a line from the query.
- Test query is required whenever building a query for a new list. Click the Test query button to test the query. The total number of records retrieved and a preview of the first 100 records in the record set displays.
- Click Run query & save. If saved successfully, a (Name of List) saved successfully message appears momentarily. Once the query is completed, a Refresh complete with (number of) records: View updated list displays at the top of the window.
- Click the View updated list link in the confirmation message to view the record set in the list.
- In a list, the fields of the record type display as column headings. The default display of column headings is based on the record type assigned to the list. Customize the display of column headings in the record set by checking or unchecking the field(s) in Actions > Show columns as appropriate for the selected record type. See Supported fields by record type for column heading options.
Update a record set in a list
The record set in a list is static, but the metadata of each record is updated in near real-time. If modification is made to a record outside of the Lists app, the record remains in the record set of the list. The updated record can be viewed by refreshing the list.
To refresh or update the record set in a list:
- Click Actions > Refresh list. The system will re-run the query. A Refresh complete with (number of) records confirmation message appears at the top of the screen.
- Click the View updated list link in the confirmation message to view the updated record set in the list.
Edit a list
To edit the List information in a list:
- Select the list in the Lists pane. The list opens a new window.
- Click Actions > Edit List.
- In the List information section, edit the List name, Description, Visibility, and/or Status fields as appropriate.
- Click Save. A List ListTitle was saved confirmation message will appear in the lower right corner of the screen.
To edit the Query in a list, follow these steps:
- Select the list in the Lists pane. The list opens a new window.
- Click Actions > Edit List.
- Open the Query accordion, if necessary, and click Edit query. Make changes to Field, Operator, and/or Value as appropriate. The Query field displays a preview of the query as it is edited.
- If necessary, click on the + icon to add additional rows to the query or click on the trash can icon to delete rows from the query.
- Test query is required whenever editing a query in an existing list. Click the Test query button to test the query. The total number of records retrieved and a preview of the first 100 records in the record set displays.
- Click the Run query & save button. A confirmation message, List ListTitle was saved will appear in the lower right corner of the screen.
Duplicate a list
To duplicate a list:
- Select the list from the Lists pane. The selected list will open in a new window.
- Click Actions > Duplicate List. If duplicating the list without making any changes, click Save. A confirmation message, List Original List Name - copy was saved appears in the lower right corner of the screen.
- Edit the List name, Description (optional), or change Visibility and Status, if appropriate.
- Edit the query, if appropriate, by clicking the Edit query button.
- Make changes to Field, Operator, and/or Value. The Query field displays a preview of the query string as it is edited. If necessary, click on the + icon to add additional rows to the query; click on the trash can icon to delete rows from the query.
- Click the Test query button to see how many records are returned and to preview the record set of the list. Test query is required when editing the query of a list before the new query can be run and saved.
- Click the Run query & save button. A confirmation message, List DuplicateListName) was saved will appear in the lower right corner of the screen.
Delete a list
To delete a list:
- Select the list from the Lists pane. The selected list will open in a new window.
- Click Actions > Delete List.
- A confirmation modal appears: Are you sure you want to delete the list ListTitle?
- Click the Delete button to delete the list.
Export a list
A list can be exported from the Lists app and downloaded as a .csv file.
To export a list with selected column headings as a .csv file:
- Select the list from the Lists pane. The selected list will open in a new window.
- Click the Actions button. Select or deselect the column headings to display in your exported file. The column headings available depend on the record type of the list. See Supported fields by record type for more information on available column headings.
- Click Actions > Export selected columns (CSV) to download the list as a .csv file. When successfully completed, an Exported list … confirmation message appears in the bottom right corner of the screen.
- Depending on your browser settings, the exported list may be automatically saved in your Downloads folder.
To export a list with all column headings as a .csv file:
- Select the list from the Lists pane. The selected list will open in a new window.
- Click Actions > Export all columns (CSV) to download the list as a .csv file. When successfully completed, an Exported list … confirmation message appears in the bottom right corner of the screen.
- Depending on your browser settings, the exported list may be automatically saved in your Downloads folder.
Last modified May 8, 2025