This chapter describes how to create and display data in Pages through lists, including creating your own custom data sources; it also describes how to work with records in lists.
Lists
A list defines a set of data, made up of records. You can create a custom list that stores data in the Pages repository.
Each list is based on a template that defines the configurable properties of the list. Pages includes the following templates:
Blank/Custom: This template enables you to create a list in which you can define your own fields.
Contacts: Enables you to create a list for displaying contacts. Contacts lists include the following fields by default: Last Name, First Name, Email, Business Phone, Mobile Phone, Job Title, Address, Web Page, and Notes.
Events: Enables you to create a list for displaying calendar events. Events lists include the following fields by default: Subject, Location, Start Time, End Time, and Description.
Issues: Enables you to create a list for displaying issues such as customer support incidents. Issues lists include the following fields by default: Title, Assigned To Status, Priority, Description, Category, Comments, and Due Date.
Links: Enables you to create a list of links to websites. Links lists include the following fields by default: URL and Notes.
Tasks: Enables you to create a list of tasks. Tasks lists include the following fields by default: Title, Description, Assigned To, Due Date, Status, and Priority.
Custom Lists
Custom lists enable you to define your own data fields to fit your needs. For example, you might want to create a custom list to track job postings, marketing campaigns, or facilities requests.
Data collected in a custom list is stored in the Pages repository and is therefore editable. For information on how users work with records, see Records.
Creating a custom list is simple because you choose from a list of available field types and then specify the properties for each field.
The following field types are available:
Table 6-1 Field Types
Field Type
Description
Text
Enables users to enter small amounts of text.
Long Text
Enables users to enter longer blocks of text.
Rich Text
Enables users to enter formatted text. For information on the formatting options available in a rich text field, see
“Rich Text Components” on page 5-7; not all rich text features are available in rich text fields.
Drop-Down
Enables users to select a value from a list. For example, for a support issue priority, you might want to limit values to: Low, Normal, and Urgent.
Dynamic Drop-Down
Enables users to select a value from a list populated by a list. The list is populated with the values from the title field of the specified list. For example, you might point to a list of customer contact info, so users can select from the list of customers.
HyperLink
Enables users to enter text hyperlinks.
Date
Enables users to select a date from a calendar.
Number
Enables users to enter a number.
Currency
Enables users to enter a currency values.
Boolean
Enables you to create a field where users can answer yes or no.
User
Enables users to select from a list of users.
For each field, you define the following properties:
Table 6-2 Field Properties
Field Property
Description
Field Title
This value is displayed as the field label in record entry forms and as the column header in the list, and associated record lists and tables.
Field Type
Enables you to change the type of field.
Values
Enables you to specify the list of values for a drop-down field.
Note:
This property displays only when you select Drop-Down as the field type.
Current List
Enables you to specify the list that should be used to populate the list of values for a dynamic drop-down field.
Note:
This property displays only when you select Dynamic Drop-Down as the field type.
Use this field value for the record title?
Enables you to specify that the value in this field be used as the title for the record (for example, in search results or dynamic drop-down lists).
Note:
Rich text fields cannot be used for the record title.
Display Order
Enables you to change the order in which the fields are displayed.
Creating a List
Before you create a list, think about what type of list you need to create, and, if you are creating a custom list, what fields the list should include. Consider which users and groups should be allowed to view, comment on, create, edit, and delete the list and all the objects associated with the list.
To create a list:
Create or navigate to the page on which you want to display the list. Add a record list or table component to the page. Enter a name for the component, then click Configure List.
On the Template page, select the type of list you want to create, and click Configure List.
On the General Settings page, type a name and description for the list and edit the default URL if desired. Then click Next.
If you are creating a custom list, on the Data Fields tab, add fields and define the field properties, then click Next.
Click Finish.
For more information on the List Editor and creating lists, see the online help.
Viewing a List
You can navigate to a list several different ways:
In the Dashboard, expand the Space that includes the list, then click the list name.
Click the list in the Organizer.
Click a link to the list or enter the URL to the list in your browser’s address bar.
Navigate to a page that includes a record list or table that displays the list.
Editing a List
Use one of the following methods to edit a list:
Navigate to the list, click Edit This List.
From the Organizer, select the list and click Info & Settings.
Deleting a List
When you delete a list, it deletes all objects associated with the list, including all the records in the list, any pages that were created for any of the records, and any components and attachments added to those pages. There is no way to recover the list or any associated objects after deleting it.
Use one of the following methods to delete a list:
Navigate to the list, click Edit This List, then, in the List Editor, click Delete.
From the Organizer, select the list and click Delete.
Records
A record is a group of related fields that store data about a subject or activity (for example, a record can be one row in a table or one entry in a blog). A collection of records is stored in a list (which stores data in the native repository).
Note:
Data stored in an external repository (for example, data from RSS feeds) is read-only; therefore you cannot add, edit, or delete records. Data stored in the native repository (for example, data from custom lists and blogs) is editable.
Creating a Record
Note:
You can only add records to custom or blog lists and only if you have the proper permissions. For information on permissions, see
“Space Roles” on page 7-2.
You add records different ways depending on the interface that displays the records:
You create a new record in a Master/Detail table by clicking Add New Record, filling in the fields at the bottom of the table, and clicking Create.
You create a new record in a Spreadsheet table by typing your data in the blank row at the bottom of the table, then moving your cursor out of the row to save the record.
You create a new record in a Simple table by clicking Add New Record, filling in the fields in the form page, and clicking Create.
You create a new record in a list by navigating to the list, clicking Create a new record (in a blog, click Create New Post), filling in the fields in the form page, and clicking Create.
You create a new record in a record list by clicking Add Record, filling in the fields in the form page, and clicking Create.
Viewing Record Details
Record details are displayed in the table or record list, but, if there is additional content (for example, images, comments, or attachments) associated with a record, you can view those details in page view. To view the record in page view, navigate to the list, Simple table, or record list that includes the record, and click the record.
Note:
Because you cannot open a record in page view from a Master/Detail table or a Spreadsheet table, you cannot view components, comments, or attachments associated with a record that you access from one of those tables.
Searching for Records
You can search for records using the search box at the top of any table or record list. As you type, the list is dynamically filtered to display only those records that include your search text in one of the record fields.
Sorting Records in a Table
You can sort the records in any table by clicking the name of the column by which you want to sort. The records will be sorted in ascending order. Click the column name again to sort the records in descending order.
Note:
You cannot sort records in a record list.
Adding Components, Comments, or Attachments to a Record
You add components, comments, or attachments to a record by opening the record in page view and editing the record just like any other page.
You can only edit records stored in the Pages repository (in custom or blog lists) and only if you have the proper permissions. For information on permissions, see
“Space Roles” on page 7-2.
You edit records different ways depending on the interface that displays the records:
You edit a record in a Master/Detail table by clicking the record, editing the data in the fields at the bottom of the table, and clicking Save Record.
You edit a record in a Spreadsheet table by clicking the cell you want to edit, editing the data, then moving your cursor out of the row to save the record.
You edit a record in a Simple table or a list by clicking the record (which opens the record in page view), editing the data in the form page, and clicking Save Record.
You edit a record in a list or a record list by clicking Edit Record under the record you want to edit, editing the data in the form page, and clicking Save Record.
Deleting a Record
Note:
You can only delete records to custom or blog lists and only if you have the proper permissions. For information on permissions, see
“Space Roles” on page 7-2.
You delete records different ways depending on the interface that displays the records:
You delete a record in a table by selecting the record and clicking Delete Records.
You delete a record in a list or record list by clicking Delete Record under the record you want to delete.
