--- sourceDocument: Yokohama ServiceNow AI Platform user interface sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/platform-user-interface Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama ServiceNow AI Platform user interface ft:clusterId : - platux bundleId : - platux workflow : - Platform --- # Work with lists in workspace # Work with lists in workspace {#ariaid-title1} Release version: Yokohama Updated January 30, 2025 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 6 minutes to read Open a list of records in workspace so you can choose one to work on. ## Before you begin Role required: workspace_user ## About this task List view enables you to see high-level information for all records in a list filter. Normally, clicking a field in a record in a list opens that record. If the field is clickable (a reference, document ID, or URL), clicking it does not open the record, it opens the record or URL that the clickable field points to. Last refreshed indicates how long ago the values in the list were last refreshed. To refresh the values, refresh the page. Each list has an associated URL. You can bookmark a list to enable quick access to it. Here's how to open a list to find records you want to work on. ## Procedure 1. Click the list icon (![List icon]()). 2. Find a list category that contains the records you want to work on, for example, Tasks. 3. Click one of the list filters under it. For example, under Tasks, you might click on a list filter called My Work. That would open up a list of task records assigned to you. The list filter title and the number of records in the list appear at the top of the list. In the previous image, the All list contains 8383 records. 4. **Optional:** To preview a record before opening it, move your mouse over a record and click the information icon (![Information icon]()). A side panel opens that shows the record. 5. **Optional:** To move to a different page of records, click a page number or one of the arrows to move forward or backwards a page, or to the first or last page of records. ![List pagination]() 6. **Optional:** To change the number of records displayed on a page, click the number beside rows per page and select a number from the menu. ![Rows per page]() 7. Click a record number to open it. 8. **Optional:** To export the records in a list in one of the following formats: CSV, XLSX, JSON, or PDF, click the gear icon ![Gear icon]() and select Export. ## What to do next Now that you know how to open a list and the records in it, find out how to [edit records in list view](https://servicenow-prod.fluidtopics.net/hKCQQnTx5W08qPJawH5j9g#edit-records-from-list-view "Make updates to a record directly from a list, without leaving the list."). ## Edit records in list view {#ariaid-title2} Make updates to a record directly from a list, without leaving the list. ### Before you begin Role required: agent_workspace_user ### About this task You can revise one or more records while in list view. To learn more about a record before editing it, view and revise it in [record view](https://servicenow-prod.fluidtopics.net/DFKZDQ63ChhI6YbNEKAAxA "Use the following sections to discover answers to the issues you're dealing with in an open record."). ### Procedure 1. Revise a single record from a list. 1. Click the Open Preview icon ![Open preview icon](). The record opens. 2. Revise the values in the fields and click Update. {#edit-records-from-list-view__substeps_lxn_kvp_3kb} 2. **Optional:** Revise multiple records at once. 1. In list view, click the boxes to the left of all the records you want to revise. 2. Click Edit. A preview pane opens and shows you the fields you can edit in the selected records. 3. Revise the values in the fields and click Update. {#edit-records-from-list-view__substeps_czn_nvp_3kb} ### What to do next Now that you know how to edit a record in list view, find out how to [sort and filter the records displayed in a list](https://servicenow-prod.fluidtopics.net/hKCQQnTx5W08qPJawH5j9g#sort-records-in-lists "Sort the records displayed in list view to more easily find the records you want to work on."). ## Sort records in lists {#ariaid-title3} Sort the records displayed in list view to more easily find the records you want to work on. ### Before you begin Role required: agent_workspace_user ### About this task Filtered lists can contain thousands of records. Sorting them by field values can help you find the records you want to work on. You can sort the entire list based on any of the columns in the list. ### Procedure 1. To change the field the records are sorted by, double click a column heading. An arrowhead icon (![Ascending sort]()) appears to the right of the column heading you clicked and workspace sorts the list of records based on the values in that column. An arrowhead pointed down means the values are sorted from highest to lowest values. ![Sort column]() 2. **Optional:** To reverse the sorting order, click the arrowhead icon so the arrowhead reverses direction. ### What to do next Instead of sorting records, you might want to [Filter records in lists](https://servicenow-prod.fluidtopics.net/hKCQQnTx5W08qPJawH5j9g#filter-records-in-lists "Filter the records to reduce the number of records displayed in list view so you can find the records you want to work on.") to reduce the number of records displayed in list view. ## Filter records in lists {#ariaid-title4} Filter the records to reduce the number of records displayed in list view so you can find the records you want to work on. ### Before you begin Role required: agent_workspace_user ### About this task Filtering removes records from a list so you can view only those records you're interested in working on. Workspace provides the following ways of filtering records displayed in a list: * Use the filter icon (![Filter icon]()). * Filter directly in the list using the column heading. * Filter directly in the list using the values in the columns. {#filter-records-in-lists__ul_qdj_2np_3kb} ### Procedure 1. To filter out records using the filter icon (![Filter icon]()): 1. Click the filter icon (![Filter icon]()). 2. Click Advanced View. 3. Use the condition builder to specify the conditions one or more field values must meet for a record to appear in the list. For example, \[Active\]\[is\]\[true\], and \[Urgency\]\[is\]\[1- High\]. 4. **Optional:** To add more conditions, click New condition set and supply a condition. 5. **Optional:** Select Save Filter, enter a filter name, and choose permissions to determine who can use the filter. Retrieve the filter by selecting Use existing filter and select the filter. 6. Click Update. The list filter icon ![List filter icon with badge]() shows the number of conditions that apply to the current list. {#filter-records-in-lists__substeps_njs_zs1_3kb} 2. Filter records based on field values displayed. You can work directly with list columns to filter out records. 1. Click the More UI Actions icon ![More UI Actions icon]() to the right of a column heading. 2. Click the downward pointing arrowhead icon (![Down arrowhead]()) and select a filter condition, such as is not, starts with, or contains. 3. Enter the field value to filter the list on the bottom line and click Apply. In the following example, the only records that appear have Caller values that start with David. Note: Not all field types support column filtering. You can use the Advanced Filter panel and condition builder to create a filter for those field types. 4. If the values come from the sys_choice table, the possible values (choices) appear with boxes beside them. If there are more than ten fields, workspace displays a Filter, as shown here, so you don't have to scroll to find a field value. If there are less than ten choices, there's no entry filter under Filter. You can click All to select all of the fields or None to uncheck all of the fields. All selects all of the field values that meet the filter conditions, not just those shown in the pop up. Likewise, None unchecks all of the fields that meet the filter conditions, not just those shown in the pop up. You can combine these functions. For example, you can filter on Windows and select All, and then filter on 2000 and select None and wind up with rows that contain Windows but not Windows 2000. You cannot configure the number of fields (10) that makes the Filter entry field appear. 5. **Optional:** To remove the filter and restore all of the records, click the More UI Actions icon (![More UI Actions icon]()) and click Clear. {#filter-records-in-lists__substeps_b5t_g3g_3kb} 3. Filter out records based on field values. This feature is similar to the one in the previous step but you can't enter a term to filter the records. 1. Click a field in the record. 2. Click the More UI Actions icon (![More UI Actions icon]()). 3. To remove all records that don't have the same field value, click Show Matching. 4. To remove all records in the list that have the same field value, click Filter Out. By default, a column sorts in an ascending order unless the column data type is a date. Dates sort in a descending order. {#filter-records-in-lists__substeps_ncr_3jg_3kb} ### What to do next Instead of filtering records, you might like to [group records](https://servicenow-prod.fluidtopics.net/hKCQQnTx5W08qPJawH5j9g#group-records-in-lists "Group the records displayed in list view to more easily find the records you want to work on.") in list view. ## Group records in lists {#ariaid-title5} Group the records displayed in list view to more easily find the records you want to work on. ### Before you begin Role required: agent_workspace_user ### About this task You can group records that have the same values in a column so you can see similar records. ### Procedure 1. Move the mouse over a column heading and click the More Options icon (![More UI Actions icon]()). 2. Click the first option, Group by \ where \ is the name of the column you're clicking in. The records are grouped based on the values in the selected column.
The display shows the number of records in each group. 3. Open a group by clicking its arrowhead icon (![Expand icon]()). 4. **Optional:** To ungroup the records, mouse over the same column heading, click the More Options icon (![More UI Actions icon]()) and click Ungroup by \. ### What to do next Instead of grouping records, you might like to [Filter records in lists](https://servicenow-prod.fluidtopics.net/hKCQQnTx5W08qPJawH5j9g#filter-records-in-lists "Filter the records to reduce the number of records displayed in list view so you can find the records you want to work on.").