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Manage List Items

Articles on: Lists & Items

Lists refers to a collection of items grouped together i.e. customers, products/SKU’s, assets etc.
In the list section, you can view all the lists present in the environment, e.g. list of products, list of customers, assets, etc. We have a propose a template of lists. We can customize the list to your users needs.
A list is structured with attributes, which are the dimensions of the list. The structure of the list is called a list schema. Each list is composed of multiple items.

Below is how to navigate and the different operations on the lists.

Create an item
View an item
Edit an item
Archive an item
Display archived items
Restore an item
Delete an item
Finding duplicates in a list
Filter items
Create items in bulk
Edit items in bulk
Assign items in bulk
Bulk Empty field values
How to edit single choice attributes
Edit Single choice on list attributes
Archive items in bulk
Delete items in bulk
Download the list of items
View and Filter list based on calculated attribute

Create an item

Click on the (+) sign and fill in all the attributes that have been defined in the list structure.

For items that are of type “Image”, you have 2 options to fill data:
add image

add the url of the image directly

If the attribute is of the type “single choice on list”, input the item id linked

For GPS attribute, you can either place the GPS point or fill the address or input the GPS coordinates

View an item

There are two views for an item:-

1. Compact view.

It is composed of:
Item name, as defined in the title of the list schema

Columns with the important attributes

Last visit date for the Customer list

View more button - click on the eye icon to see the expanded view of the item.
Archive icon - For a single archive of items
Edit pen - for single edit of items

2. Expanded view.

It is composed of:
Picture section showing all the pictures of the item
All the attributes of the item, as defined in the list schema
Owner of the item if the scope is not global
Metadata about the item on the creation, last edition, and last visit
Any dashboard related to that item. Same dashboard as for the mobile view

For customers, you can view also two additional tabs
The notes taken from the mobile app
The activity reports filled for this customer

To display the expanded view, click on the eye icon at the far right.
Editing or archiving an item is only possible once the expanded view is displayed.

Edit an item

Select the item and click on the pencil icon. An item can be edited on all its properties.

Archive an item

Select the item and click on the archive icon.

Display archived items

In the action menu, click on the option “Add Filter” and then select “Archive option” where you'll be provided to select the option True to display/view all archived items.
An archived item will appear faint (light grey)

Restore an item

An archived item can be restored by clicking on the restore icon.

Delete an item

An item can be deleted by clicking on the trash icon(red). Once it has been deleted, it can’t be restored. Only archived items can be deleted.

Finding duplicates in a list

To easily find duplicates, open the list, click on the right menu, and select “Find duplicates”.
Then on the drop down, choose the attribute on which the duplicates need to be found and click on create. Any attribute can be picked.
All the items with duplicates will appear on the table, clicking on the download button at the top right will download/export only the duplicated items.

You can also prevent mobile users from creating or editing an item with a value that already exists for another item. To activate this turn on the Unique value toggle.

Search items

Through the search box, it is possible to search on all attributes marked as important. These attributes can be open text or open numbers.

Filter items

Items can be filtered on:
all their attributes
their owners, or their owners teams, or the teams levels / labels of the owner
item id, etc

Filters behaviors depend on the type of attributes:
Open text / integer / decimal / phone number. Input the value then click on apply filter. The filter is not case sensitive and works even if you input the beginning of the value to search for, like “car” for “cargo”
Single/multiple choice. Select the option among the list of choices.

It is possible to filter an attribute with empty value by selecting nothing or typing _ for open text/number. To do so, just click on add filter

Filtering list items on the metadata

It is possible to filter the list items on the following metadata fields using the same “Add Filter” button:

Created at: Date of creation
Created source: Source of creation, can be either web or mobile
Created by: Person that created the item, show user name, and phone number or email
Updated at: Date of the last update
Updated source: Source of the last update, can be either web or mobile
Updated by

Filtering list items with empty values

To view the list items without value:
For open text / number, enter _ and apply
For single / multiple choice, select “Nothing”

For more information on the above, please watch this

Create items in bulk

Bulk operations can also be done on the list items. Click on create then choose Multiple items
Select the option in the action menu, fill in the template provided.

You don't need to fill values for all the columns

All the single choice options should have attribute keys and not attribute names. Attribute keys should match what's provided on the options in the web app.

Location - In case you want to upload the GPS location of the items, ensure that you provide latitude, longitude and GPS accuracy. (Separated by a comma i.e -0.2827345,36.0889535,10).
On the upload file ensure you have the GPS populate starting with Lat,Log,acc (Order matters)

For multiple choice attributes, separate each option key with a ( , ) comma, so if the attributes can take 2 values, option1 and option2, it needs to be written like “option1,option2”

For Pictures, you can add image urls directly into the relevant columns of the file, for upload.

Large Bulk operations will trigger a notification on the web app, saying that they will be run in the background. An email is sent when completed.

Edit items in bulk

Select the option in the action menu, fill in the template provided.

In the bulk edit file, no need to fill in all the columns, even if they are set as mandatory. Only the column which contains data will be updated

Assign List items to a mobile user access rights.

Go to the target list and click on the the edit icon that appear on the far right. Go to the list scheme then select on the settings tab icon. Navigate to the field Mobile user access rights. Add your right then confirm and save. The access rights of the mobile user have been clearly defined under their names.

Assign items in bulk

Select the option in the action menu, fill in the template provided.

The existing ownerships will be removed during the bulk assign upload.
If the file contains the items A, B and C, the current ownerships of these items will be removed, and they will be reassigned according to the information stored in the bulk assign file.

If the list is not in a single scope (single team or single mobile user scope), several teams or several mobile users can own the same item. In the bulk assign file, 1 row = 1 item, 1 owner.
If there are several owners for one same item, the file will contain several rows, 1 per owner.
For example, if Item A is owned by OwnerA and OwnerB, the file will contain the following rows:

Item ID, Team ID

ItemA, OwnerA

ItemA, OwnerB

Bulk Empty field values

If you want to remove the values that exist for an item attribute, put CLEAR in the field of the bulk file, instead of the value of the attribute. As a result it will “clean” the value of this attribute and put it at 0.

This does not work for these attribute types:
Multiple choice

A single choice on list

How to edit single choice attributes

Single choice attributes have options on them and each option has an Attribute key and Attribute Answer.
When editing a single choice attribute, you fill in the column with the Attribute key and not the Attribute Answer. All the keys should be lower case and exactly match what’s on WebApp.

Edit Single choice on list attributes

A single choice on list attributes is a list inside a list, these lists are created to accommodate a large number of options for attributes such as routes.
A single choice on the list makes it easy for the users to add, filter, and edit the options which would not have been possible on a single choice attribute. There are two ways of editing a single choice on list attribute;

i) Single edit on the Web App
ii) Bulk edit using a CSV file

i) Single edit on the Web App

Open the list that you want to edit

Search for the item you want to edit on the main list

Click on the edit pen at the far right of the item

After clicking on the edit pen, please look for the single choice on list attribute that you want to edit i.e route

Choose the option you want to capture on the item single choice on list attribute.

After selecting the right option, please click on SAVE at the bottom right to save your changes/edit.

ii) Bulk edit using a CSV file

Select the bulk edit option on the menu of the main list and download the template

On the single choice on the list attribute, add the id of the item in the list linked. You can download items from the child list in order to get the item ids.

Once you have filled in the single choice on list attributes with the right item IDs (from the child list), export it as a CSV and upload.

Archive items in bulk

Select the option in the action menu, fill in the template provided.

Delete items in bulk

Select the option in the action menu, fill in the template provided.

Download the list of items

To download all the items in the list, click on the download arrow. The download option/icon is only available if you have given access to download items.

If the list contains less than 5,000 non-archived items, the list will be downloaded on the web browser
if the list contains more than 5,000 items, a link for the downloaded list will be sent by email with all attributes.

If you apply filters to the list, only the filtered list will be downloaded.

View and Filter list based on calculated attributes

List calculated attributes are attributes automatically updated based on the customer activity. They are updated in the list based on SQL queries. For example, a customer status can change from inactive to active once a visit has been made or debt-free once they have cleared their debts or Passive to Lead once they have made an order or the visit date updated once the customer has been visited.

For more information, please view the video below

Updated on: 21/09/2023

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