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Oracle® Fusion Middleware User's Guide for Oracle WebCenter Portal: Spaces
11g Release 1 (11.1.1.7.0)

Part Number E10149-12
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66 Working with the Lists Service

Use the Lists service to create, publish, and manage lists in the Spaces application. Create lists from Excel spreadsheets or from prebuilt templates, or create your own custom lists from scratch. When you create a list, it becomes available in the Resource Catalog. You can add lists from the catalog to any page in the space in which it was created.

This chapter describes how to use the features offered through the Lists service. It includes the following sections:

Audience

This chapter is for users who are interested in viewing, creating, populating, revising, importing, exporting, and removing lists and filtering list data. Such users must be granted, minimally, the space-level permission View Pages and Content. Such users can view lists. Users who plan to create and manage lists require the space-level permission Customize Pages and Edit Content.

Note:

Tasks discussed in this chapter are not available if the Lists service is not enabled in the current space.

66.1 What You Should Know About the Lists Service

The Lists service provides a means of creating, publishing, and managing lists (Figure 66-1).

Figure 66-1 A List in the List Viewer Task Flow

A list in the List Viewer task flow

Lists are useful for many space activities, such as tracking issues, capturing project milestones, publishing project assignments, and much more. The lists you create in Spaces can be widely varied in their complexity. For example, you can start with a list of team members, and then include columns for contact information, project role, and links to relevant documents, such as any plans or proposals associated with a listed team member.

The Lists service is available to all spaces except the Home space. Whether it is exposed for use depends on the actions of your space moderator (for more information, see Section 53.10.1, "Enabling and Disabling Services Available to a Space"). The lists you create in a space are unique to that space. A space cannot consume the lists created in another space.

Create and populate lists using the controls on the Lists page. Place populated lists on a page using the List Viewer task flow. Users must have appropriate permissions to perform actions on lists (for more information, see Audience).

Use the controls on the Lists page to create and revise lists and list data and to view all of a space's current lists (Figure 66-2).

Figure 66-2 A List on the Lists Page

List on the Lists page

On the Lists page, you can make use of templates for rapid creation of lists and tools for designing and revising list structure. If you prefer, you can create a list from scratch, adding, and configuring all of the columns yourself, or you can create a list from an Excel spreadsheet. For more information, see Section 66.2.3, "Creating and Managing Lists."

The List Viewer task flow (Figure 66-3) provides a means of placing a particular list on a page.

Figure 66-3 A List in the List Viewer Task Flow

A list in the List Viewer task flow

The List Viewer provides easy access to all the tools required for adding and revising list data, importing/exporting list data, filtering list data, obtaining a list RSS feed, and linking to other Spaces objects from the list and from a list row.

Additionally, the List Viewer provides access to customization tools that enable you to control the look of a particular list instance and its data. For example, use customization to control color banding of rows or columns or to apply filters to list data. For more information, see Section 66.2.5, "Customizing Lists."

Use the Lists page and the List Viewer to add and revise list data throughout the life of the list (for more information, see Section 66.2.4, "Adding and Managing List Data"). Add and revise content directly on a list, or use the list Export/Import feature to send list data to an Excel file, revise it there, and then import it back into the original list in the Spaces application (for more information, see Section 66.2.7, "Exporting a List and Importing a List from an Excel Spreadsheet").

All of the lists created in a given space are available on the Lists page and through the space's Resource Catalog (Figure 66-4).

Figure 66-4 Lists in the Resource Catalog

Lists in the Resource Catalog

Tip:

By default, you can find lists under Lists in the Social and Communication folder in the Resource Catalog. However, the location of lists in a Resource Catalog depends on how the catalog was structured by its designer. You can use the catalog's Search feature to search for Lists or the list name.

In the Resource Catalog, click the Add link next to a list to add it to the current page (for more information, see Section 18.5, "Adding a Component to a Page"). The list is rendered within a List Viewer task flow.

The Lists page is available in any space where the Lists service is enabled. If the Lists page is not shown by default when you navigate to a space, you can open it through the Personalize Pages page. For more information, see Section 51.11.1, "Showing or Hiding Pages in Your View."

Note:

The Lists service is not available in the Home space.

Through its tight integration with the Links service, the Lists service provides the opportunity to associate other Spaces items with an entire list or an individual list row. Linking enables you to associate documents, notes, and URLs with a list or a list row. For more information, see Chapter 65, "Working with the Links Service."

The Lists service additionally provides RSS feeds for all lists and for individual lists. For information about the Lists service and RSS, see Chapter 70, "Working with the RSS Service."

66.2 Working with Lists Service Features

This section provides information about using the features available through the Lists page and the List Viewer task flow. It includes the following subsections:

66.2.1 Adding Lists to a Page

For the steps to add a list to a page, see Section 18.5, "Adding a Component to a Page."

See Also:

If you do not find lists in the Resource Catalog, it may be that you need to add them. For more information, see Section 16.3.1.2, "Adding Resources."

66.2.2 Viewing Lists

To view the lists associated with a particular space, you must have access to that space. Once you have access, you can view all of a space's lists on its Lists page.

To view a list on the Lists page:

  1. Go to the space that contains the list you want to view, and open its Lists page.

    If the Lists page is not available, see Section 51.11.1, "Showing or Hiding Pages in Your View."

  2. From the Lists panel, select the list you want to view.

    List details appear to the right (Figure 66-5).

    Figure 66-5 List of Lists on a Lists Page

    List of lists on a Lists page

66.2.3 Creating and Managing Lists

This section describes how to create, edit, copy, and delete lists on the Lists page.

This section includes the following subsections:

66.2.3.1 Creating Lists

In Spaces, you can create a list using one of the following methods:

  • Create a blank list for which you create and configure all columns (up to 30).

  • Create a list from a template, and use that "as is" or as a starting point.

  • Create a list from a Microsoft Excel spreadsheet.

This section describes how to create a list using each method.

To create a list:

  1. Go to the Lists page of the space where you want to create a list.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel toolbar, click the Create a new list icon (Figure 66-6).

    Figure 66-6 Create a New List Icon on a Lists Page

    Create a new list icon on a Lists page
  3. In the resulting Create List dialog, enter a name for the list in the Name field (Figure 66-7).

    Figure 66-7 Create List Dialog

    Create List dialog
  4. Optionally, in the Description field enter a description of the list.

    Tip:

    In a completed list, the description appears between the list title and list data.

  5. Under Create From, select to create the list using a Template or from an Excel Spreadsheet.

  6. If you select to create a list from a Template, select a template from the Template menu:

    • Custom List—To create a list without using a template.

    • Issues—To create a list of, for example, project issues. By default, this template provides the columns Subject, Assigned To, Closed, and Comments.

    • Milestones—To create a list of, for example, project milestones. By default, this template provides the columns Date, Description, and Status.

    • Objectives—To create a list of, for example, project objectives. By default, this template provides the columns Title, and Description.

    If you select to create a list from an Excel Spreadsheet, click Browse to navigate to and select the spreadsheet:

    • The first row of the spreadsheet is used as column headings. The subsequent rows are added as data.

    • All the columns are created with the data type Plain Text. After creation, you can modify the data types as desired. For information about data types, see Table 66-1, "Data Type Selections for List Columns"

    Tip:

    You can use the Excel Spreadsheet option to import a list from a different space or from a different WebCenter Portal instance. That is, you can export the list from the space or WebCenter Portal instance and import it into the current space or instance.

  7. Click OK.

    The new list appears in the Lists panel on the Lists page.

You may now revise default list columns and add new columns to the list by clicking the Edit list icon. For more information, see Section 66.2.3.2, "Editing List Structure." For a custom list, you must add columns to the list before you can add rows.

See Also:

For information about adding new list rows, see Section 66.2.4, "Adding and Managing List Data."

66.2.3.2 Editing List Structure

When you edit list structure, you can revise everything about the list. For example, you can change column details; remove, add, and rearrange columns; and rename or redescribe the list.

This section describes the various tasks you can perform while editing a list structure. It contains the following subsections:

66.2.3.2.1 Renaming a List and Revising a List Description

To rename a list and revise a list description:

  1. Go to the space where you want to rename a list or revise a list description, and open its Lists page.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list you want to change, and click the Edit list icon (Figure 66-8).

    Figure 66-8 Edit List Icon

    Edit List icon

    The list enters edit list mode (Figure 66-9).

    Figure 66-9 List in Edit List Mode

    List in edit list mode
  3. Click the Edit link to the right of the Name field to open the Edit List dialog (Figure 66-10).

    Figure 66-10 Edit List Dialog

    Edit List dialog
  4. Revise the list name and description.

  5. Click OK to close the dialog and save your changes.

  6. Click the Close button in edit list mode to return to view list mode.

66.2.3.2.2 Adding Columns to a List

This procedure is useful when you create a custom list or you want to alter a list that you created from a template or a spreadsheet.

Note:

A list supports up to 30 columns.

When you add a column to a list, the new column is added after the selected column. If no column is selected, the new column is added as the first column.

To add columns to a list:

  1. Go to the Lists page of the space where you want to add columns to a list.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list to which to add columns and click the Edit list icon (Figure 66-11).

    Figure 66-11 Edit List Icon

    Edit List icon

    The Lists page enters list edit mode (Figure 66-12).

    Figure 66-12 List in Edit List Mode

    List in edit list mode
  3. Under Columns, click the Create button to open the Create Column dialog (Figure 66-13).

    Figure 66-13 Create Column Dialog

    Create Column dialog

    Tip:

    Select a column to add a new column after it.

  4. In the Name field, provide a name for this column.

  5. From the Data Type list, select the type of data you want to enter in this column.

    Note:

    The data type you select affects the type of data that can be entered for the column and the way the data is rendered (see Table 66-1 and Table 66-2). It also affects the type of validation that is run on column data when you and other authorized users add list rows. For example, if you select a DateTime data type, and a user enters text that is not in the DateTime format, Spaces returns an error.

    Table 66-1 lists and describes the data types available to list columns, and provides information about the additional details that appear for each type.

    See Also:

    For information about additional column details, see Table 66-2, "Data Type Column Details".

    Table 66-1 Data Type Selections for List Columns

    Data Type Description Comments

    Plain Text

    Unformatted text, provides options for making the text a link

    Additional column details include:

    • Required

    • Default Value

    • Maximum Length

    • Number of Lines for Editing

    • Allow Links

    • Link Window

    • Display Width

    • Hint

    Rich Text

    Rich, formatted text entered through a rich text editor, may include links

    Additional column details include:

    • Required

    • Display Width

    • Hint

    Number

    Numbers

    Additional column details include:

    • Required

    • Format

    • Default Value

    • Minimum Value

    • Maximum Value

    • Display Width

    • Hint

    For Format, select from:

    The Number data type supports numbers from ±1.79769313486231570e+308 with 14 to 15 significant digits.Foot 1 

    DateTime

    Dates and times in the format specified in a given user's Spaces Preferences (for more information, see Section 38.3, "Setting Date and Time Preferences")

    Additional column details include:

    • Required

    • Format

    • Default Value

    • Display Width

    • Hint

    For Format, select from:

    • Date—For requiring a date.

    • Time—For requiring a time.

    • Date and Time—For requiring a date and a time.

    The way the selected Format is rendered is controlled by the user's date and time preferences.

    The Default Value field includes a date picker, which you can use to select a default date in the correct format. The current date has a box around it, for example, March 30th in the following figure.

    Date picker

    This field does not require leading zeroes, for example, it does not require 05/04/2009. Instead, you can use 5/4/2009.

    Boolean

    Either TRUE or FALSE

    Additional column details include:

    • Default Value

    • Display Width

    • Hint

    TRUE or FALSE is rendered as a check box. Checked equals TRUE; deselected equals FALSE.

    Picture

    A URL to an image (the image is rendered in list view mode)

    Additional column details include:

    • Required

    • Display Width

    • Hint

    Person

    A valid user name

    Additional column details include:

    • Required

    • Range of Users

    • Default Value

    • Display Width

    • Hint

    The Range of Users field enables you to limit the valid range of users to the membership of the current space (or to include all users). The Default Value field includes a Find user icon, which you can use to locate and select a default user. For tips on searching for a user in the identity store, see Section 54.3.4.1, "Searching for a User or Group in the Identity Store."

    The list column contains a presence indicator next to the user name. Click the presence indicator to open a context menu with options for making contact with the person instantly. For more information, see Section 64.4.1, "Viewing the Status of Other Users."


    Footnote 1 Number data-type columns adhere to the range and precision specified for the 8 byte IEEE 754 double data type. When the maximum number of significant digits is exceeded, the number is rounded.

  6. After you select a data type, enter values for the remaining fields.

    Table 66-2 lists the possible remaining fields and their associated data types.

    Table 66-2 Data Type Column Details

    Column Detail Description Associated Data Type(s)

    Allow Links

    Specify whether to allow column data to be hyperlinked. Specifying Allow Links enables the user to enter both a column value and a URL. If a URL is specified, the column value is rendered as a hyperlink.

    Plain Text

    Default Value

    Optionally, provide a default value for the column entry, such as a default image, number, user name, and the like.

    • Plain Text

    • Number

    • DateTime

    • Boolean

    • Person

    Display Width

    Enter a value in pixels to set the column width.

    All data types

    Format

    Use this pick list to specify the format for column values. For more information, see Table 66-1.

    • Number

    • DateTime

    Hint

    Enter text to assist the user in understanding the content to enter into the column. This text appears when focus is on this column in edit list data mode.

    All data types

    Link Window

    Indicate how a hyperlink on column data should open.

    Choose from:

    • New Window—The link opens in a new browser tab or window.

    • Current Window—The link opens in the current browser window.

    Plain Text

    Maximum Length

    Enter the maximum number of characters for this column entry. This includes character spaces.

    Plain Text

    Maximum Value

    Indicate the highest number that can be entered in this column.

    Number

    Minimum Value

    Indicate the lowest number that can be entered in this column.

    Number

    Number of Lines for Editing

    Indicate the number of lines to make available for editing. When the value is 1, the user enters data in a single line text field when editing list data. Long values scroll horizontally. When the value is greater than 1, the user enters data in a multiline text field. Long values scroll vertically. This makes entering and viewing large values much easier.

    Plain Text

    Range of Users

    Indicate whether to limit the selection of users to members of the current space (space Members) or to allow a selection from all authenticated users (All Users).

    Person

    Required

    Select this check box to require that data is entered in this column.

    • Plain Text

    • Rich Text

    • DateTime

    • Number

    • Picture

    • Person


  7. Click OK to save your changes and exit the dialog.

  8. Click Close to exit List Edit mode.

66.2.3.2.3 Revising List Column Details

You can revise every detail of a list column. That is, you can rename the column, change the column data type, require a value, or remove a value requirement. Keep in mind, however, if you change a column data type, any values currently entered in the list column are either converted to the new data type or removed irrevocably.

For example, if you move from a Plain Text data type to a Number data type, values that can be converted to a number are retained; other values are removed. Before any values are removed by the change, you are asked for confirmation. In contrast, if you move from a Number data type to a Plain Text data type, all values are retained.

Note:

Validation occurs only on data entry. If a user changes column details after data has been entered into the column, the existing data is not affected (that is, validated) even if it does not meet the new column detail conditions on the columns.

If you want to validate new list data, you can export the list data to an Excel spreadsheet and then import it. On import, all rows are validated. The rows that fail validation are noted. You can fix invalid rows in the spreadsheet and import again.

To revise list column details:

  1. Go to the Lists page of the space where you want to revise list column details.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list you want to change and click the Edit list icon (Figure 66-14).

    Figure 66-14 Edit List Icon

    Edit List icon

    The Lists page enters edit list mode (Figure 66-15).

    Figure 66-15 List in Edit List Mode

    List in edit list mode
  3. Under Columns, select the list column you want to revise and click the Edit button to open the Edit Column dialog (Figure 66-16).

    Figure 66-16 Edit Column Dialog

    Edit Column dialog
  4. Edit column details as you prefer.

    For information about column details, see Section 66.2.3.2.2, "Adding Columns to a List."

  5. Click OK to save your changes and close the dialog.

  6. Click the Close button to exit edit list mode.

66.2.3.2.4 Rearranging List Columns on All Instances of a List

You can rearrange list columns in the list structure, affecting all instances of a list, by clicking rearrange icons or by dragging and dropping.

See Also:

For information about rearranging column order of a particular list instance in your view or everyone's view, see Section 66.2.5.3, "Changing Column Order on a List Instance."

To rearrange columns on all instances of a list:

  1. Go to the Lists page of the space where you want to rearrange list columns.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list you want to change and click the Edit list icon to enter list edit mode.

  3. Under Columns, click an icon under the Reorder column to move a column higher or lower in the order of columns (Figure 66-17).

    Figure 66-17 Reorder Column Icons on Edit List Page

    Reorder Column icons on Edit List page

    Tip:

    Moving a column higher causes it to appear further to the left in column display order. Moving a column lower causes it to appear further to the right.

    Alternatively, drag and drop a column higher or lower in the column hierarchy.

  4. Click the Close button to exit list edit mode.

66.2.3.2.5 Deleting a List Column

To delete a list column:

  1. Go to the Lists page of the space where you want to delete list columns.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list you want to change and click the Edit list icon to enter list edit mode (Figure 66-18).

    Figure 66-18 List in Edit List Mode

    List in edit list mode
  3. Select a column, and click the Delete button (Figure 66-19).

    Figure 66-19 Delete Button on Edit List Page

    Delete button on Edit List page
  4. In the resulting confirmation dialog, click the Delete button to complete the deletion.

66.2.3.3 Copying a List

You can use an existing list as a template simply by copying it. First, copy the list, and then edit the copied list as you like.

To copy a list:

  1. Go to the Lists page of the space that contains the list you want to copy.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list you want to copy.

  3. Click the Copy List icon (Figure 66-20).

    Figure 66-20 Copy List Icon on Lists Page

    Copy List icon on Lists page

    A copy of the list becomes available for selection in the Lists panel (Figure 66-21).

    Figure 66-21 A List Copy

    A list copy

See Also:

For information about changing the list name or description, see Section 66.2.3.2.1, "Renaming a List and Revising a List Description." For information about revising list structure, see Section 66.2.3.2, "Editing List Structure."

66.2.3.4 Deleting Lists

To delete a list:

  1. Go to the Lists page of the space that contains the list you want to delete.

    See Also:

    For information about navigating to a Lists page, see Section 66.2.2, "Viewing Lists."

  2. In the Lists panel, select the list you want to delete.

    To select multiple lists, use Ctrl+Click; to select a range of lists, use Shift+Click.

  3. Click the Delete list icon (Figure 66-22).

    Figure 66-22 Delete List Icon on Lists Page

    Delete List icon on Lists page
  4. In the resulting confirmation dialog, click the Delete button.

    After confirmation, the selected lists are removed from the Lists panel.

66.2.4 Adding and Managing List Data

Once you have created a list structure, you can add data to the list. This section describes how to add, edit, and refresh list data, and how to delete lists rows. It includes the following subsections:

See Also:

For information about list structure, see Section 66.2.3, "Creating and Managing Lists." For information about list data types, see Table 66-1, "Data Type Selections for List Columns" and Table 66-2, "Data Type Column Details".

66.2.4.1 Adding Data of a Given Data Type to a List

This section describes how to add data to a list. When you add data to a list, you do so row-by-row (unless you are importing a spreadsheet). The placement of a new row depends on the following considerations:

  • When you add a new row, it is created after the selected row.

  • If no row is selected, the new row is created as the first row.

  • Once you save, list data is refreshed and rows are shown in sort order.

    See Also:

    for more information, see Section 66.2.5.1, "Sorting List Data on a Column"

You can add one or multiple list rows before you add content, or you can create a list row and add content to it right away.

This section provides an overview procedure for adding list data, and steps you through how to add data for a given data type. It includes the following subsections:

Tip:

The Number and Boolean data types are not included here because, for a Number data type, you simply enter a number, and, for a Boolean data type, you simply select or deselect a check box.

66.2.4.1.1 Adding Data to a List

To add data to a list:

  1. Go to the Lists page or the List Viewer task flow that displays the list you want to populate with data, and click the Edit List Data icon to open the list in edit list data mode (Figure 66-23).

    Figure 66-23 Edit List Data Icon

    Edit List Data icon

    Tip:

    You can also enter list edit mode by selecting Edit from the Actions menu or by pressing Crtl+E.

  2. Click the Add a New Row icon to add a row to the list (Figure 66-24).

    Figure 66-24 Add A New Row Icon on a List

    Add a New Row icon on a list

    Tip:

    You can also start the add-row process by selecting Add Row from the Actions menu or by pressing Ctrl+I.

    The new row is added after the selected row. If no row is selected, it is added as the first row (Figure 66-25).

    Figure 66-25 A Newly Added Row

    A newly added row
  3. Add data to the new row.

    Tip:

    You can only edit the row with focus. Click a row to give it focus and edit it.

  4. Repeat the previous two steps to create new rows and add data.

  5. When you finish adding rows and data, click Save to save your changes and exit edit list data mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

When you save your changes, the list data is refreshed and the rows are rendered in sort order (for more information, see Section 66.2.5.1, "Sorting List Data on a Column").

66.2.4.1.2 Adding Plain Text Data to a List

The Plain Text data type allows for the entry of unformatted text, and provides options for making the text a link.

Tip:

To create a hyperlink on a Plain Text data type, the list column must be configured to allow for the creation of hyperlinks. For more information, see Section 66.2.3.2.2, "Adding Columns to a List."

To enter Plain Text data into a list row:

  1. Enter edit list data mode as described in Section 66.2.4.1.1, "Adding Data to a List."

  2. Go to the column that is formatted to support the Plain Text data type:

    To enter unlinked text, enter text in the field provided.

    To enter linked text:

    1. Click the Edit Column Link icon to the right of the data entry field (Figure 66-26).

      Figure 66-26 Edit Column Link Icon

      Edit Column Link icon
    2. In the resulting Edit Column Link dialog, enter text in the Text field, and enter a full URL in the Link Location field (Figure 66-27).

      Figure 66-27 Edit Column Link Dialog

      Edit Column Link dialog
    3. Click OK.

    Tip:

    To remove a link, click the Edit Column Link icon, and delete the URL from the resulting dialog.

  3. When you finish adding rows and data, click Save to save your changes and exit edit list data mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

    If both text and a link location were specified, the text is rendered as a hyperlink.

66.2.4.1.3 Adding Rich Text Data to a List

The Rich Text data type allows for the entry of rich, formatted text through a rich text editor. Rich text may include links.

To enter Rich Text data into a list row:

  1. Enter edit list data mode as described in Section 66.2.4.1.1, "Adding Data to a List."

  2. Go to the column that is formatted to support the Rich Text data type, and click the Edit Text icon to the right of the data entry field (Figure 66-28).

    Figure 66-28 Edit Text Icon

    Edit Text icon

    This launches the rich text editor (Figure 66-29).

    Figure 66-29 The Rich Text Editor

    The Rich Text Editor
  3. Enter text and apply styles according to your requirements.

  4. To add a link:

    1. Highlight the link text, and click the Add Link icon in the editor's toolbar (Figure 66-30).

      Figure 66-30 Add Link through Rich Text Editor

      Add Link through Rich Text Editor
    2. In the resulting dialog, enter a URL in the field provided.

    3. Click OK.

    Tip:

    To remove a link, highlight the linked text and click the Remove Link icon.

  5. Click OK to exit the editor.

  6. When you finish adding rows and data, click Save to save your changes and exit edit list data mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

66.2.4.1.4 Adding DateTime Data to a List

The DateTime data type allows for the entry of dates and times in the format specified in a given user's Spaces Preferences (for more information, see Section 38.3, "Setting Date and Time Preferences").

To enter DateTime data into a list row:

  1. Enter edit list data mode as described in Section 66.2.4.1.1, "Adding Data to a List."

  2. Go to the column that is formatted to support the DateTime data type, and enter a value or click the Select <data type> icon to the right of the data entry field (Figure 66-31).

    Figure 66-31 Select Date Icon

    Select Date icon
  3. If you click the icon, from the resulting calendar, select a date, a time, or a date and time, according to the column's requirements (Figure 66-32).

    Figure 66-32 Popup Calendar for Date Selection

    Popup calendar for date selection
  4. If the column requires just a date, the calendar closes once you select a value.

    If the calendar requires a time or a date and time, click OK to close the calendar.

  5. When you finish adding rows and data, click Save to save your changes and exit edit list data mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

66.2.4.1.5 Adding Picture Data to a List

The Picture data type allows for the entry of a URL to an image (the image is rendered in list view mode).

To enter a Picture data type into a list row:

  1. Enter edit list data mode as described in Section 66.2.4.1.1, "Adding Data to a List."

  2. Go to the column that is formatted to support the Picture data type, and enter a URL to a picture or click the Edit Picture icon to the right of the data entry field (Figure 66-33).

    Figure 66-33 Edit Picture Icon

    Edit Picture icon
  3. If you click the icon, in the Edit Picture dialog, enter a URL to an image in the Picture Location field (Figure 66-34).

    For example, enter:

    http://www.oracleimg.com/admin/images/ocom/hp/oralogo_small.gif
    

    Figure 66-34 Edit Picture Dialog

    Edit Picture dialog

    Tip:

    The image must be available in a location that does not require login credentials for access.

    You can select an image that is located in your Spaces Document Library. In a Documents service task flow, select the image and use the Get a Link option on the View menu to access a link to the image. Copy the link and paste it into the Picture Location field.

  4. Provide ALT text for the image in the Description field.

  5. Click OK.

  6. When you finish adding rows and data, click Save to save your changes and exit edit list data mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

66.2.4.1.6 Adding Person Data to a List

The Person data type allows for the entry of a user name from your company's identity store. The selection of a Person may be further limited to the members of the current space. If you search for a user name, the values returned indicate whether such a limit is in place.

To enter a Person data type into a list row:

  1. Enter edit list data mode as described in Section 66.2.4.1.1, "Adding Data to a List."

  2. Go to the column that is formatted to support the Person data type, and enter a user name or click the Find user icon to the right of the data entry field (Figure 66-35). For tips on searching for a user in the identity store, see Section 54.3.4.1, "Searching for a User or Group in the Identity Store."

    Figure 66-35 Find User Icon

    Find User icon

    Either all names in your company LDAP directory, or those users who belong to the current space, that match your search criteria appear in the results area (Figure 66-36).

    Figure 66-36 Find User Dialog

    Find User dialog
  3. Select a user, and click OK to populate the field with your selection.

  4. When you finish adding rows and data, click Save to save your changes and exit edit list data mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

66.2.4.2 Editing List Data

When a list is in edit mode, you can edit one or multiple list rows. In edit mode, you can initiate a row edit simply by clicking within the row. You can continue to click in rows and edit row content until you exit edit mode.

To edit list data:

  1. Go to the list that contains data you want to edit, and click the Edit List Data icon to open the list in edit mode (Figure 66-37).

    Figure 66-37 Edit List Data Icon

    Edit List Data icon
  2. Click a list row to revise its data (Figure 66-38).

    Figure 66-38 A Row Open for Edit

    A row open for edit

    Tip:

    The type of list data affects the action that you take:

    • To edit a Picture data type, click the Edit Picture icon next to the data entry field. Enter the URL to the picture and ALT text.

    • To edit a Rich Text data type, click the Edit Text icon next to the data entry field to launch the editor.

    • To edit a hyperlink in a column that allows links, click the Edit Link icon.

  3. Continue clicking rows and revising data until you are finished.

  4. Click Save to save your changes and exit edit list mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

66.2.4.3 Deleting List Rows

You can delete one or multiple list rows in one operation.

Tip:

Selecting a row and clicking Delete marks a list row for deletion. The row is removed from your view, but the list data continues to exist in the WebCenter Portal's repository. The actual delete takes place when you save the change.

To delete one or multiple list rows:

  1. Go to the list with rows to delete.

  2. Click the Edit List Data icon to open the list in edit mode (Figure 66-39).

    Figure 66-39 Edit List Data Icon

    Edit List Data icon
  3. Select one or more rows to delete.

    In Windows, use Ctrl+Click to select multiple rows. In UNIX, simply click multiple rows. In both operating systems, use Shift+Click to select a range of rows.

  4. Click the Delete button above the list (Figure 66-40).

    Figure 66-40 Delete Button and Selected Rows

    Delete button and selected rows

    The selected rows are marked for deletion removed from your view of the list.

  5. Click Save to save your changes and exit edit list mode.

    Tip:

    To save, you can also select Save from the Actions menu, or press Ctrl+M. To close, click Close, select Close from the Actions menu, or press Ctrl+Q.

66.2.4.4 Refreshing List Data

All lists come with a Refresh List icon, which you can click to refresh the display of list data (Figure 66-41).

Figure 66-41 Refresh List Icon

Refresh List icon

66.2.5 Customizing Lists

You can perform user customizations on your own view of a list instance, or you can perform application customizations on a list instance, affecting everyone's view. User customizations involve changes made in page view mode; while application customizations involve changes made in page edit mode (that is, in Composer). Everyone can perform user customizations their own view of a list; but page edit privileges are always required for application-level list customizations.

User and application customizations apply to a list rendered in a List Viewer task flow. They do not apply to lists rendered on the Lists page.

A second instance of a list is not affected by the customizations you make to the first instance. For example, imagine that you have placed the Issues list on both the Sales page and the What's New page. If you sort the list by the Number column on the Sales page, the Issues list is not automatically sorted by Number on the What's New page.

While application customizations affect everyone's view of a list instance, user customizations are layered over them. For example, someone may perform an application customization on a list containing columns A, B, and C, so that column C is first in list column order (C, A, B). You can then perform a user customization on the list so that column A is first in list column order in your personal view of the same list instance (A, C, B).

Note:

In page edit mode, you see only application customizations. In page view mode, you see user customizations layered over application customizations. If the same property is set at both the application and user levels, the user value takes precedence in your own view.

This section describes various application- and user-level customizations you can make to a list instance. It includes the following subsections:

66.2.5.1 Sorting List Data on a Column

By default, list data is sorted by create date. You can control the sort order of list data by clicking sort icons in each column's header. You can perform an advanced sort using View menu options.

Sort list data in the List Viewer task flow. You can sort list data on the Lists page, but the sort is not persisted. It will revert back if you change lists or navigate away from the page.

To sort list data on a column in your view, perform the actions described in this section in page view mode. To sort list data on a column in everyone's view, perform the actions described in this section in page edit mode.

This section describes regular and advanced sorting. It includes the following subsections:

Note:

When your Spaces application is running against an Oracle database, a click on a column header in the List View results in a linguistic sort based on your locale. For non-Oracle databases, the sorting is based on the linguistic sorting specified in the database (collation in the case of SQL Server). This means when you connect to a Spaces instance in different languages, list rows are sorted according to the default collation of the database, regardless of the language your application is currently using.

66.2.5.1.1 Sorting List Data Using Column Icons

To sort list data on a column using column icons:

  1. Go to the list instance you want to change.

  2. Go to the column you want to use to control the sort, roll your mouse over the column header, and click the Sort Ascending icon to sort the list in ascending order (1, 2, 3, a, b, c); or click the Sort Descending icon to sort the list in descending order (c, b, a, 3, 2, 1) (Figure 66-42).

    Figure 66-42 Sort Icons on a List Column

    Sort icons on a list column

    Tip:

    You can also sort list data on a column by selecting a column and then selecting Sort and then Ascending or Descending from the View menu. You can right-click a column and select these options from a context menu.

66.2.5.1.2 Performing an Advanced Sort of List Data

The View menu provides an Advanced option that presents another way to sort list data.

To use the Advanced option to sort list data:

  1. Go to the list instance you want to change.

  2. From the View menu, select Advanced to open the Advanced Sort dialog (Figure 66-43).

    Figure 66-43 Advanced Sort Dialog

    Advanced Sort dialog
  3. From the Sort By list, select the column to be considered first in sorting list data.

    The Sort By and Then By fields are arranged in order of precedence, with Sort By considered first, and Then By in second and third positions.

  4. Select either Ascending, to sort list data on the selected column in ascending order (1, 2, 3, a, b, c), or Descending, to sort list data on the selected column in descending order (c, b, a, 3, 2, 1).

    Note:

    Currently, you can sort against only one column. Look to future releases for this feature to be fully realized.

  5. Click OK.

Tip:

You can access the options described in this section by right-clicking a column header and selecting from a context menu.

66.2.5.2 Resizing List Columns

You can control the width of a list column by dragging it wider or by setting a specific column width through a dialog. You can also control column width by expressing a default width in column details (for more information, see the Display Width detail in Table 66-2, "Data Type Column Details").

Resize columns in the List Viewer task flow. You can resize columns on the Lists page, but these are not persisted and will revert back when changing lists or navigating away.

To resize list columns in your view, perform the following actions in page view mode. To resize list columns in everyone's view, perform the following actions in page edit mode.

Note:

To resize list columns, the list must contain at least one row.

To resize list columns:

  1. Go to the list instance you want to change.

  2. Resize columns using one of the following methods:

    • Click and hold on a column splitter, and drag it to make the column wider or narrower.

    • In the list, select the column to resize.

      From the Format menu, select Resize Columns.

      In the resulting dialog, enter a column width and select a unit of measure (Figure 66-44).

      Figure 66-44 Resize Column Dialog

      Resize Column dialog

      Choose from:

      • Pixels—To express column width in a specified number of pixels.

      • Percent—To express column width as a percentage of the total list width.

      Click OK.

    Tip:

    You can access the options described in the section by right-clicking a column and selecting from a context menu.

66.2.5.3 Changing Column Order on a List Instance

You can rearrange the order of list columns by dragging a column and dropping it to the desired position or by using the reorder dialog.

Change column order in the List Viewer task flow. You cannot change column order on the Lists page.

To change column order on a list instance in your view, perform the following actions in page view mode. To change column order on a list instance in everyone's view, perform the following actions in page edit mode.

Note:

To reorder columns by dragging, the list must have at least one row.

To change column order:

  1. Go to the list instance you want to change.

  2. Rearrange list columns using one of the following methods:

    • Click and hold on a list column title, and drag and drop it to the desired location.

    • Select Reorder Columns from the View menu.

      In the resulting dialog, select a column and click a Move icon to the right of the list of Visible Columns to reposition your selection (Figure 66-45).

      Figure 66-45 Reorder Columns Dialog

      Reorder Columns dialog

      Repeat until you have columns arranged in the desired order.

      Click OK.

    Tip:

    You can access the options described in the section by right-clicking a column and selecting from a context menu.

66.2.5.4 Hiding and Showing List Columns

You can use an option on a list's View menu to hide selected list columns. To hide or show columns in your view, perform the following actions in page view mode. To change column order in everyone's view, perform the following actions in page edit mode.

Hide or show list columns in the List Viewer task flow. You can hide or show columns on the Lists page, but this setting is not persisted and reverts back when changing lists or navigating away.

To hide or show list columns:

  1. Go to the list instance you want to change.

  2. Click the View menu, and select the Columns submenu (Figure 66-46):

    Figure 66-46 Columns Submenu on View Menu

    Columns submenu on View menu
    • Select a column you want to show (a check appears on the menu next to shown columns).

    • Deselect a column you want to hide (no check appears on the menu next to hidden columns).

    • Select Show All to show all columns (all columns are checked on the menu).

66.2.5.5 Freezing a Column Position

When a list is too wide to display all of its columns in one view, you can scroll the list left and right. If there is a column you always want to keep in view, you can use column freezing to hold a column in place during scrolling. Freezing causes a selected column to hold its position while the columns to the right of it scroll by. You can set Freeze on one column on a given list instance. Freezing holds in place the selected column and any column to the left of it.

Note:

To freeze a column position in your view, perform the following actions in page view mode. To freeze a column position in everyone's view, perform the following actions in page edit mode.

To freeze a column position:

  1. Go to the list with a column you want to freeze.

  2. Select the relevant column by clicking its header.

    The Freeze icon becomes available.

  3. Click the Freeze icon (Figure 66-47).

    Tip:

    You can also freeze a column by selecting it and then selecting Freeze from the View menu.

    Figure 66-47 Freeze Icon

    Freeze icon

To unfreeze a column, select it as described in step 2, and click the Freeze icon again.

Tip:

You can access the options described in the section by right-clicking a column and selecting from a context menu.

66.2.5.6 Wrapping Column Data

Use the Wrap feature to control whether to allow column data to wrap in a selected list column. Data that wraps breaks onto additional lines if it would otherwise exceed the column width. Data that does not wrap, shows only as much data as fits into the current column width (you can widen the column to view the data if you prefer, see Section 66.2.5.2, "Resizing List Columns").

Note:

By default, column data is wrapped.

To wrap column data:

  1. Go to the list in which to wrap column data.

  2. Select the relevant column by clicking its header.

  3. Click the Wrap icon.

    Tip:

    You can also wrap data by selecting the column and then selecting Wrap from the Format menu.

    You can access the options described in the section by right-clicking a column and selecting from a context menu.

    If any data was previously truncated, it now appears in the row with line breaks to accommodate the column's width.

To turn wrapping off, select the relevant column and click the Wrap icon again.

66.2.5.7 Applying Color Banding to List Rows

Color banding refers to a transparent overlay of color applied at specified intervals to list rows or columns. When you define color banding on a list, you specify whether to apply color banding and how often to apply it.

You can easily enhance the readability of a list by applying row or column color banding (Figure 66-48).

Figure 66-48 List with Color Banding

List with color banding

You can apply color banding to your personal view of a list instance or to everyone's view of a list instance. This section describes how. It contains the following subsections:

66.2.5.7.1 Applying Color Banding to Your Personal View of a List

You can apply color banding to list rows or to list columns.

To apply color banding to your personal view of a list instance:

  1. Go to the list you want to change.

  2. Click the Personalize icon on the task flow header (Figure 66-49).

    Figure 66-49 Personalize Icon

    Personalize icon

    The List Viewer enters personalize list mode (Figure 66-50).

    Figure 66-50 List in Personalize List Mode

    List in personalize list mode
  3. From the Banding pick list, select a banding style for the list instance:

    • Row—To specify color banding on list rows.

    • Column—To specify color banding on list columns.

    • None—To turn color banding off.

  4. In the Interval field, enter the number of rows or columns to skip between color bands.

    For example, when you apply color bands to rows, a value of 1 applies a color band to the second row, fourth row, sixth row, and so on. Figure 66-51 illustrates an interval value of 1.

    Figure 66-51 List with Color Banding

    List with color banding
  5. Click Save to save your settings and return to the list.

    List data is refreshed, now reflecting your color banding settings.

66.2.5.7.2 Removing Personal Color Banding

To remove personal color banding from a list:

  1. Go to the list from which to remove color banding.

  2. Click the Personalize icon on the task flow header (Figure 66-52).

    Figure 66-52 Personalize Icon

    Personalize icon

    The List Viewer enters personalize list mode.

  3. From the Banding pick list, select None.

  4. Click Save to save your settings and return to the list.

    List data is refreshed, now showing no color banding.

66.2.5.7.3 Applying Color Banding to Everyone's View of a List Instance

When you want your color banding settings to affect everyone's view of a particular list instance, follow the steps in this section.

Note:

If you have previously performed a user customization on a list instance to omit color banding, you may need to reset your user customization, as described in Section 66.2.5.7.1, "Applying Color Banding to Your Personal View of a List." Your user customizations take precedence over space-level customizations, and thus may prevent you from seeing the change described in this procedure.

To apply color banding to everyone's view of a list instance:

  1. Go to the list you want to customize with color banded rows or columns.

  2. Enter edit page mode.

    See Also:

    For information about entering edit page mode, see Section 18.1, "Entering and Exiting Composer."

    The page opens in Composer.

  3. Go to the list instance you want to customize, and click the Edit icon on the task flow header (Figure 66-53).

    Figure 66-53 Edit Icon on the Task Flow Header in Page Edit Mode

    Edit icon on task flow header in page edit mode

    The list enters customize list mode (Figure 66-54).

    Figure 66-54 Customize List Mode

    Customize List mode
  4. Configure color-banding settings as described in Section 66.2.5.7.1, "Applying Color Banding to Your Personal View of a List."

  5. Click Close to exit Composer.

66.2.5.7.4 Removing Color Banding from Everyone's View of a List

To remove color banding from everyone's view of a list instance:

  1. Go to the list from which to remove color banding.

  2. Enter edit page mode.

    See Also:

    For information about entering edit page mode, see Section 18.1, "Entering and Exiting Composer."

    The page opens in Composer.

  3. Go to the list instance you want to customize, and click the Edit icon on the task flow header (Figure 66-55).

    Figure 66-55 Edit Icon on the Task Flow Header in Page Edit Mode

    Edit icon on task flow header in page edit mode

    The List Viewer enters customize list mode.

  4. From the Banding pick list, select None.

  5. Click Save to save your changes and exit customize list mode.

    The list refreshes, with color banding removed.

  6. Click Close to exit Composer.

66.2.5.8 Filtering List Data

The Lists service provides data filtering options for your personal view of a list instance and for everyone's view of the instance. Filtering provides a means of limiting the display of list data to those rows that match your filtering criteria.

Temporary, personal filtering (also called ad hoc filtering) is available with both the List Viewer task flow and Lists page. Custom filtering that affects everyone's view of a list instance is available only with the List Viewer task flow.

This section describes the processes of applying ad hoc, permanent personal, and permanent list filters. It contains the following subsections:

66.2.5.8.1 Applying an Ad Hoc Filter to a List Instance

Use ad hoc list filtering to easily find a particular list entry or group of entries in a list instance.

Note:

Ad hoc list filtering applies only to Plain Text and Person data types. Columns that use other data types, such as Date and Number, are not used in ad hoc filtering. For example, if you have dates shown in format dd-mon-yy and you filter on jan, you do not see rows with dates in January.

To apply an ad hoc filter to a list instance:

  1. Go to the list that contains the data you want to temporarily filter.

  2. Click the Filter Rows icon in the List toolbar (Figure 66-56).

    Figure 66-56 Filter Rows Icon

    Filter Rows icon

    Tip:

    You can also select Filter Rows from the Actions menu.

    The Filter field opens (Figure 66-57).

    Figure 66-57 The Filter Field

    Filter field
  3. Enter space-separated keywords in the Filter field, and click the Filter icon to execute the filter.

    All row details that match any of the keywords are shown.

  4. Click the Filter Rows icon again to hide the Filter field and remove the temporary filter.

    Tip:

    You can also select Cancel Filter from the Actions menu.

66.2.5.8.2 Applying a Permanent, Personal Filter to a List Instance

In addition to an ad hoc filter, you can apply a permanent personal filter to your view of a list instance. We use the term permanent to convey the fact that you can keep your list filtered in a particular way for as long as you like. The filter is retained across page navigations within a browser session and across browser sessions.

It is still possible to remove such a filter. This section describes how to apply and remove a permanent personal filter.

To apply or remove a permanent filter on your view of a list instance:

  1. Go to the list that contains the data you want to permanently filter.

  2. Click the Personalize icon on the task flow header (Figure 66-58).

    Figure 66-58 Personalize Icon

    Personalize icon

    The list enters personalize list mode (Figure 66-59).

    Figure 66-59 List in Personalize List Mode

    List in personalize list mode
  3. From the Add Filter list, select a column against which to apply a filter.

    The selected column appears, ready for a filter definition.

  4. Select an operator from the list, and enter the filter content in the field provided (Figure 66-60).

    Figure 66-60 Filter Operator and Content

    Filter operator and content

    The filter operators that appear on the list vary according to the data type of the selected column. Table 66-3 lists and describes filter operators as they apply to different data types.

    Table 66-3 Filter Operators for List Data Types

    Data Type Description

    Boolean

    Use Boolean data type filter operators to specify that Boolean values in the selected list column must:

    • = —Match the value you specify

    • <>—Not match the value you specify

    The Boolean value is expressed as a check box. A checked box means TRUE or YES; a deselected box means FALSE or NO.

    DateTime

    Use DateTime data type filter operators to specify that date and time values in the selected column must be:

    • = —The same as the date or date and time that you specify

    • >= —More recent or the same as the date or date and time that you specify

    • <>—Any date or date and time other than the value you specify

    • >—More recent than the date or date and time that you specify

    • <= —Preceding or matching the date or date and time that you specify

    • <—Preceding the date or date and time that you specify

    Number

    Use Number data type filter operators to specify that number values in the selected column must be:

    • = —Equal to the value you specify

    • >= —Equal to or greater than the value you specify

    • <>—Greater or lesser than the value you specify

    • >—Greater than the value you specify

    • <= —Equal to or lesser than the value you specify

    • <—Lesser than the value you specify

    Person

    Use Person data type filter operators to specify that person values in the selected list column must:

    • = —Match the user name you specify

    • Starts With—Start with the character(s) you specify

    • Ends With—End with the character(s) you specify

    • Contains—Include the character(s) you specify

    • <>—Contain any user name other than the one you specify

    Picture

    You cannot apply filter operators to a Picture data type in a list.

    Plain Text

    Use Plain Text data type filter operators to specify that values in the selected column must:

    • = —Match the characters you specify

    • Starts With—Start with the character(s) you specify

    • Contains—Include the character(s) you specify

    • Ends With—End with the character(s) you specify

    • <>—Contain any value other than the one you specify

    Rich Text

    You cannot apply filter operators to a Rich Text data type in a list.


  5. When you define multiple filters, Match All Any options appear:

    • Select All to require that displayed rows match all conditions.

    • Select Any to require that displayed rows match at least one condition.

  6. Click Save to save your filter criteria and return to the list.

    The list is refreshed, now displaying data that matches your filter criteria.

66.2.5.8.3 Removing a Permanent, Personal List Filter

To remove a permanent, personal list filter:

  1. Go to the list from which you want to remove personal filtering.

  2. Click the Personalize icon on the task flow header (Figure 66-61).

    Figure 66-61 Personalize Icon

    Personalize icon

    The List Viewer enters personalize list mode.

  3. Click the Remove icon next to the filtering criteria you want to remove (Figure 66-62), and then click Save.

    Figure 66-62 Remove Icon on a Filter

    Remove icon on a filter

    List data is refreshed, now displaying any data previously hidden by a filter.

66.2.5.8.4 Applying Filters to Everyone's View of a List

If you want the list filters you create to apply to all users' views of a particular list instance, simply create the filters in page edit mode.

To apply filters to everyone's view of a list:

  1. Go to the list that contains the data you want to filter from everyone's view.

  2. Enter edit page mode.

    See Also:

    For information about entering edit page mode, see Section 18.1, "Entering and Exiting Composer."

    The page opens in Composer.

  3. Go to the task flow instance you want to filter, and click the Edit icon on the task flow header (Figure 66-63).

    Figure 66-63 Edit Icon on the Task Flow Header in Page Edit Mode

    Edit icon on task flow header in page edit mode

    The list enters customize list mode (Figure 66-64).

    Figure 66-64 Customize List Mode

    Customize List mode
  4. Create and apply filtering criteria as described in Section 66.2.5.8.2, "Applying a Permanent, Personal Filter to a List Instance."

  5. Click Close to exit Composer.

See Also:

For information about removing a filter from everyone's view of a list instance, see Section 66.2.5.8.5, "Removing Filters from Everyone's View of a List."

66.2.5.8.5 Removing Filters from Everyone's View of a List

To remove a filter from everyone's view of a list:

  1. Go to the list from which to remove a filter.

  2. Enter edit page mode.

    See Also:

    For information about entering edit page mode, see Section 18.1, "Entering and Exiting Composer."

    The page opens in Composer.

  3. Click the Edit icon on the List Viewer task flow header (Figure 66-65).

    Figure 66-65 Edit Icon on the Task Flow Header in Page Edit Mode

    Edit icon on task flow header in page edit mode

    The list enters customize list mode.

  4. Click the Remove icon next to the filters you want to remove (Figure 66-66), and then click Save.

    Figure 66-66 Remove Filter Icon

    Remove Filter icon

    List data is refreshed, now displaying all unfiltered data.

  5. Click Close to exit Composer.

66.2.6 Sending a Link to a List to Other Users

The list Actions menu includes a Send Mail option for sending a link to a list through a mail message.

To send a link to a list through mail:

  1. Log in, and go to the list instance you want to send as a link through mail.

  2. From the list Actions menu, select Send Mail (Figure 66-67).

    Figure 66-67 Send Mail Option on Actions Menu

    Send Mail option on Actions menu

    A compose message window opens, addressed to space members, with the following information:

    • The name of the space from which the list instance originates

    • The list title and description

    • A link to the space

    • A link to the list instance

    Users click the link to the list instance to open a view of the list.

    Note:

    To view the list, users must have access to the space that contains the list instance.

  3. Compose the message and send as you would any other mail message.

66.2.7 Exporting a List and Importing a List from an Excel Spreadsheet

The Lists service provides a means of exporting and importing lists. If you can view the list, you can export it to Microsoft Excel 1997 - 2003 and 2007 formats and revise list data in Excel. If you have sufficient privileges to edit the list, you can import the revised list back into Spaces.

Tip:

You can also create a list by importing an Excel spreadsheet. For more information, see Section 66.2.3.1, "Creating Lists."

This section describes how to export and import lists and provides information about additional software that may be of use in this process. It includes the following subsections:

66.2.7.1 What You Should Know About Exporting and Importing Lists

Use list export and import to add and revise list rows in a Microsoft Excel spreadsheet. List structure and links for the list and list rows are unaffected by export and import. When exporting a list, only the list data is exported, not the list structure nor the links. When a list is imported, new links and modified links will not be affected by the import.

After you export a list, if other changes are made to list data in Spaces, they are overwritten when you import the list. Before content is overwritten, a confirmation dialog provides you with an opportunity to stop the import and preserve Spaces changes.

Importing a spreadsheet cannot be used to modify list structure. However, you can import any spreadsheet to a list that has the same columns. A warning is raised if the spreadsheet was not created from an export of the list, but you can dismiss this warning and proceed if desired. You can also export a rowless list to a spreadsheet, add rows in Excel, and then import it.

You must take care when you export a list not to revise the list structure in Excel nor in Spaces. You cannot import an exported list if the list structure is changed in Spaces after export. You can add and remove list rows in the spreadsheet; such changes are reflected in the list on import.

Adding and removing list columns in the spreadsheet does not affect the list structure. Consequently, when you import a spreadsheet with columns that were removed through Excel, the import succeeds. The columns continue to appear in the imported list; though the deleted column data does not.

When you export a list from Spaces, you are prompted for the Excel format (1997 - 2003 and 2007 formats are offered). To import a spreadsheet, the same formats are accepted.

66.2.7.2 Exporting a List to a Spreadsheet

When you can view a list, you can export the list to a Microsoft Excel file. Exporting enables you to use your Excel skills to easily add to and revise list data. Controls for exporting lists are available in both the List Viewer task flow and on the Lists page.

To export a Spaces list:

  1. Go to the list you want to export, and select Export from the Actions menu.

  2. Select a format for the output file:

    • MS Excel 2007

    • MS Excel 1997 - 2003

  3. Follow your browser's prompts to save the exported file to your local file system.

    The list is saved in the Excel format you select. The file name is the list name, with underscores in lieu of character spaces. For example, my list becomes my_list.xlsx or my_list.xls.

66.2.7.3 Importing an Exported List

After you have created or revised list data and saved it in an Excel format, you can import it using controls available in both the List Viewer task flow and on the Lists page. To import list data, you must have, minimally, Edit permission on the page that contains the list.

To import an exported list:

  1. Go to the list into which to import a spreadsheet, and select Import from the Actions menu.

  2. In the Import from Excel dialog (Figure 66-68), click the Browse button and navigate to and select the relevant spreadsheet.

    Note:

    The spreadsheet must have the same columns as the list.

    The file must be in Excel 1997-2003 (*.xls) or 2007 format (*.xlsx).

    Figure 66-68 Import from Excel Dialog

    Import from Excel dialog
  3. Click Import.

    If the spreadsheet was not created from an export of the list, a warning is given. Click Import to proceed.

    The list is refreshed, now displaying the imported data. List data is validated on import. If any rows contain validation errors, such errors are presented in a dialog and the import is terminated. You can correct validation errors in the spreadsheet and import again.

66.3 Setting List Viewer Task Flow Properties

The List Viewer task flow has associated properties, which users with sufficient privileges can access through the Component Properties dialog in Composer (Figure 66-69).

Figure 66-69 List Viewer Task Flow Parameters in the Component Properties Dialog

List Viewer task flow parameters

See Also:

For information about accessing the Component Properties dialog, see Section 18.6.2, "Setting Properties on a Component."

The following sections provide information about properties associated with the List Viewer task flow and describe the parameters that are unique to it:

66.3.1 What You Should Know About List Viewer Task Flow Properties

When you set property values on a List Viewer task flow, you are affecting only the task flow instance on which the value is set. Other instances of the same task flow are not affected by such changes.

The properties on the Parameters tab of the Component Properties dialog control the default task flow content. For descriptions of the parameters on this tab, see Section 66.3.2, "List Viewer Task Flow Parameters." For some task flows, parameters on this tab facilitate the wiring of the task flow to page parameters and page definition variables. For more information, see Chapter 22, "Wiring Pages, Task Flows, Portlets, and UI Components."

Changes to the properties on the Display Options, Style, and Content Style tabs affect the appearance and behavior of the task flow. These properties are common to all task flows. For more information, see Section 18.6, "Modifying Page Components."

All properties on the Parameters and Display Options tabs provide access to an Expression Language (EL) editor, which you can use to select or specify a variable value instead of a constant value. Click the Edit icon next to a property field to open the editor. For more information about using the editor and for descriptions of common EL expressions, see Appendix B, "Expression Language (EL) Expressions."

Note:

Wherever you enter EL on the generic Display Options tab in the Component Properties dialog, the entry is automatically validated. If the EL syntax is invalid, an error appears and the value is neither applied nor saved. Generic Display Options are those cataloged in Table 18-1.

EL validation is not performed on non-generic display options.

66.3.2 List Viewer Task Flow Parameters

Table 66-4 describes the parameters that are unique to the List Viewer task flow. Note that List Viewer task flow parameter values are set automatically and should not be changed.

Table 66-4 List Viewer Task Flow Parameters

Parameter Description

List ID

A unique identifier for the list to show

Either List ID or Local List ID must have a value. This value is set automatically. Do not edit this value.

List Scope ID

A unique identifier for the scope containing the list

If no value is present, the current scope is used. This value is set automatically. Do not edit this value.

Local List Customization ID

A unique identifier within the scope for the list customization

This value is set automatically. Do not edit this value.

Local List ID

A unique identifier within the scope for the list to show

Either List ID or Local List ID must have a value. This value is set automatically. Do not edit this value.

Show List Name and Description

A check box for specifying whether to display the list name and description

If no value is present, the list name and description are not shown. Values include true and false. This value is set automatically. Do not edit this value.