List Management – Sorting & Displaying
Many of the various lists appearing throughout Total Office Manager share common controls and are used in a similar manner. Most lists which display more than a handful of columns have a Quick Filter as well as a Filter Center. The displayed contents of lists can generally be adjusted, sorted, and selected the same way.
This topic covers sorting and displaying information as a part of list management in Total Office Manager.
Menus appear in almost every list. They are located just under the title bar of the window, at far left. The left-most menu is called the “Title Menu”, and is always named the same as the name of the list itself. For example, the Title Menu of the Vendor List is the Vendor List menu. Depending on the list, other menus may appear to the right of the title menu.
- Each list has a “Title Menu” at far left. The title menu inherits it’s name from the title of the window.
- Depending on the list, other menus may be available as well.
Most lists allow the user to choose which columns to display. To customize the column display, go to the Title Menu > Form Preferences > Show Columns. In the “Column” form, tick the checkbox for each column to display in the list.
- Customizing the columns to display on a list. From the Title Menu select Form Preferences > Show Columns.
- A “Column” form will appear. Any ticked checkboxes will display in the list.
Most lists in the program can be alpha-numerically sorted by simply clicking the header of the column on which to sort. As an indicator, a small arrow will appear next to the name of the sorted column. To sort the list in the opposite direction, click the header again. An “up” arrow indicates that the list is sorted in ascending order (A-Z, 1-2-3). A “down” arrow indicates that the list is sorted in descending order (Z-A, 3-2-1).
- Click a column header to sort it. Click the header again to sort it in the opposite direction.
- An “up” arrow indicates that the column is sorted in ascending order.
- A “down” arrow indicates that the column is sorted in descending order.
Selecting Records in Lists
Most lists have commands which can be performed on multiple records at the same time. For example, ten customers can be made inactive with a single action, rather than going through the process of inactivating each customer one at a time, ten different times. The key to taking advantage of this functionality is being able to select the multiple records on which to perform the command or action. Two ways of selecting records are available: selecting a range of records, and selecting individual records.
Selecting a Range of Records
To select a range of records, click on the top record in the desired range.
Press and hold the “Shift” key on your keyboard while clicking on the bottom record in the range. The entire range of records between clicks will become highlighted, ready for an action or command (like inactivation, or deletion, for example).
- To select a range of records, first click the top record then press and hold “Shift” on your keyboard while clicking the last record (see gold arrow).
- The range of records between the two clicks will be highlighted.
Selecting Individual Records
To select multiple individual records, press and hold the “Ctrl” key on your keyboard while clicking on the various records to select. Each record clicked will become highlighted, ready for an action or command (like inactivation, or deletion, for example).
- To select multiple individual records, press and hold “Ctrl” on your keyboard while clicking on each record to add to the selection.
Using Both Selection Techniques at Once
- Selecting both a range of records and individual records can be done at the same time. First select any desired range as described above. Then release the “Shift” key, press and hold the “Ctrl” key, and begin adding individual records to the selection “basket” as necessary. Note: any range must be selected prior to selecting individual records — it doesn’t work if the individual records are picked before the range of records.
- Selecting records via the range method and the individual method can be done at the same time.
- First, select the desired range as described above.
- Then pick the individual records as described above to add them to your selection “basket”.
Most lists allow the user to customize the order in which the columns appear. These customizations are saved for each user. In this way, each user will see their own column arrangement, regardless of the workstation on which they login.
To arrange a column, simply grab it by it’s header then drag and drop it left or right to the desired location.
Most list and form windows are re-sizable to user preferences. These customizations are saved for each user. In this way, each user will see their own customizations, regardless of the workstation on which they login.
To resize a window in the program, move your mouse pointer to an edge or corner of the window. When your standard pointer turns into a “resize pointer”, click and hold the left mouse button then drag and drop the edge or corner of the window to the desired location and release the mouse.