[Music] in order to subscribe to my channel please click here or click here please share comment and like my videos and channel hello guys welcome to SAS with service now this is ServiceNow system administrator training and this is powered 3 this training has been recorded in Orlando version of ServiceNow before we start the training let me show you the topics of this complete training in this part of training we will talk about lists filters and forms lists and filters in this section we will learn about lists component of list list personalization filters and list search list a list displays the racket from a data table such as the incident problem or user table list elements they are different elements of list starting with main list which shows the list of records in a table like incident table records in a list title bar which is at the top of the list filters which is used to put condition and filter the data displayed in the list of table records breadcrumbs which is created when you add different filter conditions and shows what conditions are selected and that's called breadcrumbs column and field which is the field of the table where data is stored for a table racket as you can see we have number fields selected it's a column and it's a field as well where the number of the record is being stored list title menu which shows some options to manage the list like view filters which allows you to select the filter created grouping of data as per the fields so you have grouped by then you have Show in which you can select number of rackets that how many number of rackets you want to display to the user on the same screen and then you have a refresh list so for example if you are changing something in your list and you want to refresh the list maybe you want to display the data and in that case you can refresh the list as well and then last option you have is create favorite once you will apply the filter when once you will apply the condition for the filtering the data then you can also create the favorite for that particular data which is being displayed list context menu now this shows more options which can be used for different functionalities so when you left-click on the title bar then you will get this option where you can see different functionalities while you can sort the data you can show visual tasks board it will take you to the different functionalities you can convert this list into a bar chart as well in into a pie chart as well you can export the data into Excel into some other other extensions you can also import some data into the same list you have you can update all the data which are being displayed on this screen you can import XML data and you can also see the XML data if you want to see that so whatever data is being displayed in your list you can perform all these functionalities as per your requirement let me show you the list and filters for incident management application that means I will show you the list and filters for incident records for that we need to go to incident application and I will type incident and here you have this application incident now how exactly you can see the list in order to see the list you might have some modules which will automatically show you the list for incident records so if you will click this button this particular module open so starting with this this create new this will create a new incident so this will not show you the list this will show you the form so then you have a sign to me now this is out of the box ServiceNow has already provided you these modules if you want to add your modules you can do that as per your filter conditions now what is the difference so if you will see here assigned to me now as of now the thing this particular list is blank the reason behind it because there is a condition mentioned over here assigned to system administrator now I have logged in as a system administrator however I don't have any ticket assigned to me that's the reason this particular list is empty however if I will go to the next module where condition has been changed and you can see here it only shows active equal to true that means all the incidents which are active right now and that's the reason you can see all this list here you have 48 records now how exactly you can change this list now you can change this list with the help of condition so what I will do I will just click on directly this particular condition so it is also populating something you can see it says click to remove subsequent condition that means whatever conditions are there are mentioned after this condition it they will automatically be removed and the data will be shown as per this current selection so I will click this all that means it will show all the incident records of your instance regardless whether it is assigned to you or somebody else so this is how you can change the filter now as of now you can see you have 75 records however a system is showing you on the screen in this particular page only 20 records how can you change this this option can be changed with the help of list control where you will click on that you will see this option called show once you will put your mouse over that it will show some more options for this page how many records you want to select whether you want to see 10 records per page 15 20 as of now 20 is selected that is the reason you are getting 20 records but if you will select hundred rows then as of now all 75 records will be displayed to you in just one page and then I have clicked on that and you can see it says 1 to 75 out of 75 on this one page this page you have to scroll it down but the max limit is 100 that is what ServiceNow has given so this is the main list which we were talking about and the two other options which you have that is one is list control where you will see different options and then you have this context menu list context menu and you will see some more options now as of now this is the list we have this filter option now when you click this filter you will get an opportunity you will get an option to apply the condition so you can see here you can apply the condition so for example I want to go for maybe caller:yes so here I am selecting the object then I will I will put what kind of operator I want to use so maybe I will use is for now and then I will select Fred Lodi so I want to see wherever caller is Fred Lodi that means all the incidents where caller is Fred Lodi I should be able to see that data in this particular page so what I need to do I will have to click on this run now if you will not click on run then it won't display the racket for you so here you have to click on run and then it will run the filter and then display the records as for the condition you have mentioned here now this is called breadcrumb the one which you were talking about here you can add more filters so let's see maybe we can add or and where color is Fred Ludi and then I will put priority maybe priority is one so I will select critical and then I will apply it again so I will run this now once this is run you can see we have this fight of four incidents in the list where priety is one and color is Fred Ludi in this case you can see here as well so we have color fred rudy and priety is one so for any list whatever data you are seeing you should always see first filter condition that what exactly condition has been applied and then you can change it now this condition and filter is basically also on based on the axis so if you really want to put some constraint the user user should not put any kind of condition here or should not edit this condition you can also do that as an administrator so I can expand this as well and this is called bread crumb now let's see more options which we have on list control and list context menu so here I I click here I can see view now this is kind of a view in service now you can create different views as per your use case here you can see that I have a default view major incidents view mobile view now how that view is important now view is important because the data which you are seeing the fuels which you are seeing it might happen that as per the view you might want to change these views that means maybe four major incidents you want to add one more field or maybe you don't want to show all these fields all these columns so it's totally up to you similarly as in list we also have this view on form as well then we have filters now you can create your own filters as well that means you can save them because as of now it is just life filters you are just applying it running it and that's it but these filters are not getting saved as a user you might be working on a particular filter almost daily in that situation you don't want to apply that filter every day so what you will do in that case you will save that filter so as of now you can see I have mentioned Fred Lodi and one what I will do I will click this button save once you would click this button save you will see an option save as that means it will ask you to provide a name so maybe I will do test and then here you have an option that's called visible too so you can also share this list that means this favorite with other people as well other users as well maybe your colleague so in this case as of now you can make it visible to me everyone or you want to share this list with a whole group or something in that case as of now I'm just keeping me so I will save this once you will save this it will give you the option yes yes it is saved now now how exactly you can you can select the same filter so in that case I will show you I'm selecting this all that means this particular list is showing you all the incident records now how can you go and apply your saved filter in that case you will click here go to filters now here at the bottom you will see you have this your saved filter just click on it filter will automatically be applied whatever condition you mentioned while saving your filter it will be displayed here so now you can see you are getting the same incidents which you are getting before so this is how a user a user can save the filters and you can create multiple filters as per the user you want and then you have grouped by now as of now you are seeing this data without grouping now if you want to group this data maybe with this state then how many how many racquets you have for on-hold clothes or in progress in that case there are two options for this one is you can do it directly from here you can select the field another option you have you can directly click on that column that field right click and here you will automatically see the option called group by state automatically you don't have if I click on here it will show me group by priority so I'm doing it right now for the state I'm clicking this once you will click that you can see the list data has been changed now here you you're seeing the data as for the states you have it has grouped the list of Records you have on your screen so this is how you can do for other fields as well as for your requirement so for example you want to see the data you want to filter them and see how many of racquets you have for a particular category maybe for a particular state this is how you can you can apply this groups grouping and then you will get that data accordingly and the next is refresh list where you can it can refresh the list so maybe for example you are changing something on the form and you want to just refresh the list whether that has been applied or not in that case you can refresh the list and the last is favorite now similarly as you added this I'll added this filter you can also create it as a favorite how can we do that let me show you so I will click on favorite now this pop-up will be displayed here I can put incidents or maybe tests this is quite different I can also give a color here and maybe I can also give an icon if I want so as of when I can just keep it simple I will click on done now once you will click on done Fair exactly you will see this favorite so if you remember we learnt about application navigator in Application Navigator you have second element where you can see all the favorites so if you will click here and you can see the favorite which I just created and I will show you quickly so as of now it is displaying all 75 racquets but if I click this favorite you can see it is showing the same favorite which we just saved so that's how user can create favorites as well and util for for daily purpose now the next thing we have is list context menu so here you have different options you can sort this for example a to Z as for the field you are selecting so if you will select short description so it will it will sort the data so all the sort the list alphabetically then you have ungroup option as well so if you want to ungroup you can do that if you want to group it by a short description that is also you can do then you have bar chart so you can create the chart directly from here so for example if you will click this option it will take you to the bar chart option that means whatever data you had it will try to create a report but into bar chart you can see that now it will try to create a bar chart for you done but as per the data you have selected so let's go back let's ungroup it I'm going to ungroup it and see the options then we have pie chart option as well now the next option we have is configured now this is for service now administrators and developers so if you want to change anything in your list which we will learn later that how exactly you can configure your list and your forms but as of now you can see we have this options yeah you also have other options like all tables security rules business rules these are some or develop other development options which you can utilize now here we have list control we have list layout now layout is something the data which you are seeing here the fields which you are saying here so if you will click there and go to list layout you can change this layout as well so for example you want to remove this category for now or maybe this updated and updated by as well and as a Freya you also have this view so I'm doing it for a default view I will click on save once you will click on save you will see the the data which we just removed is not being visible here that's how you change the list layout now you can go configure again you have some list calculation now this is for any kind of calculation maybe you have some data where you want to calculate something that is something you can do then we have lists control now this control is something about the accessibility and visibility of the buttons and also if you will click on this list control you will see that option now here you will see some other options fear like new rules that means what roles should should be able to see new button for this particular list that's what you can see here edit rules filter rules what people what kind of people what kind of users can apply the filters that is what you can do here then you have added as well what users can edit option for for for this particular list that is something you can do here now if you want to omit filters that means you users should not be able to see the filter that is something you can do here there are some other options as well which we will learn later because these are some more options for list control so let's go back to our list then we have import so if you want to import some data into your list you can do with this particular option you can also export the data as well from this particular list and you have some more options here like Excel CSV XML JSON PDF now these are some extensions which you can use for export of this list then we have update selected now this option is something if you want to update any particular record or maybe multiple records that is something can do with the help of this for example if I check these box and I right click here and I go to update selected I can update a particular racket it will be updated both brackets so if I click on update selected so here it will show you what exactly you want to change so let's see maybe I will change impact and urgency and I will make it one and I will update this idly this won't work because there is a there is a pattern which works for impact and urgency so I'm clicking I am I just clicked on update and this it is trying to update that you can see those two records were updated and that's reason now I'm not able to see them in my list because priority is not critical because priety always it's it's driven by urgency and impact and that's a reason priety didn't become critical and that's the reason it is not displayed on this particular list then I go this option you have update also for the same way if you want to update all the records you have on the screen that is something you can do you can import the XML data as well and you can also if you want to see the XML data that it can just do that you can do as well so for example if I click on show XML now this is the XML of your list the data which you have on this particular screen now XML won't show you just these fields or these columns it will show you the whole data you have for this particular record that means whatever to records which you're seeing here it will be this it would be showing you all the fields in that XML users can also perform searching in ServiceNow list there are two options one is on the top you have the search option where you will see different fields as of now selected in this view and you can search for any keyword for that particular field you want another option we have directly just below the field we have the search option as well this can be enabled and disabled with the help of the search icon if you want to perform any searching you can just type anything in this particular field and if you type here press Enter search will happen but one of the important thing for the searching is when you will press Enter now this particular searching will automatically be added as part of the condition of your filter and you can see it says short description starts with ATF users can also personalize the list even if developer or administrator provides a default list view with specific fields users should have some options so that they can personalize this list and that option is from here this Settings button when you will click here you will see this option it says personalized list columns as a user for your view you want to add any field which is not in default list you can add that as well so as an example I have added child incidents and category if I click OK these two fields will be displayed on this view as well we can see child incidents and category is added so this is how you you work on lists and filters forms in this section we will learn about how forms shows data from the table component or form form personalization form customization form templates forms a farm displays information from one record in a data table as an example you can see that we have this racket which is showing details of the problem racket from the problem table users can edit create specific records as per the access they have in the system form elements form also has different elements content frame which is the main section where details of a racket are displayed form title where you see the information about racket and buttons of the form form menu which shows some many options to perform some functionalities and configure the form form buttons which are also called UI actions which can be utilized to perform some action on the form let's understand about forms in more details in my personal developer instance I will show you the forms related to incident management application which means you will see forms of incident records I will open a random racket of incident table this is the form which shows details about a racket of incident table these are the fields which users can provide input while creating or updating the racket on the form let's create a new racket for incident we have an out-of-the-box module create new under incident application click this module it will show a new form once user will provide the input and save the form racket will be created and is stored in incident table I'm putting the value in caller field as able to tur and then short description so it's form topic test you will see the submit button on the top which will save the racket you also have another option so if you right-click on the top that means in title bar of the form you will see this one more option that is Save button now what is the difference between this submit button and save I will show you quickly so I will just copy this short description if you will click this submit button it will save the racket however form will be disappeared and you will go to the back same screen which you had earlier now let me click on create new again fill the data so I'm putting color again and maybe one two three now this time I will click on save rather than submit button if you will click on save you see the difference now that form is still there so racket is inserted your data has been inserted into service in our table however page is still there that means page remains there so that's a difference between save and submit there are two other important elements on a form mandatory fields and read-only fields so let me click create new again you will see these two fields they are quite different from other fields because they don't have asterisk red asterisk on them and that's the reason these two fields are different wherever you see these red asterisk those fields are called mandatory fields mandatory fields are required to be filled by the user to submit or save the record in the table then you have read-only fields one of the read-only field is like this priety field which user cannot edit so read-only fields are non editable fields which cannot be edited by the user on the form so while creating a new form or for any form like incident change problem you might get requirement from your customers that they have to put some of the fields they have to make some of the fields read-only so that users cannot edit them it might happen that to edit them they can add some condition as well forms can also have fields like choice fields like you can see here we have impact where users can select the value from a drop-down option forms also have reference fields like color configuration item service assignment group assigned to now these fields are the fields which shows the value stored in different table so basically you can select the color however the data which you can select on this particular field is basically in a different table now in this case for a color field it is basically showing you the data from users table of ServiceNow so I can select any user I want in a reference field so I can fill test demo one two three four I can click here save now once you will save this record you will see more buttons and you will also see more options so you can see now buttons got changed you had some different buttons like submit and resolve but after saving you got more buttons and you also got update create security incident and you also got delete button and if I talk about options so on the title of the form then you right click here if you remember while creating a new record on a new form you just had few options on this particular menu but now you have lot of options where you can select here you have save you have copy incident that means you can also copy this incident racket so this particular incident racket is already created and if you want to copy this you can do that you have some other buttons like create problem create request then you have configure form design as well view show XML history reload form if you want to reload the form you can also do that so these are different options if you want to copy you can click here if you want to create problem that is something you can do now once you have created this incident you can also go for work notes and comments which basically provide you the details related to the racket by the users so you will go to notes section here you can see we have these two fields additional comments and another one I have work notes you can type something here and then click on post now these comments and field activities basically they will be captured in activities and this activity is called activity stream so whatever changes you are doing maybe you are changing the collar maybe you're changing the subtitle if you have configured it to show it in the activity stream it will be captured automatically maybe I am selecting the assignment group as well and let me save this racket once you will save that you will see that assigned to an incident state got captured so this is really helpful so for other users they can at least see the timelines then what kind of activity was done forum also has sections which are part of the forum however some fields can be grouped in a bucket and they are displayed in a section so these these fields which you can see here they are part of the forum however they have been grouped in a bucket and then they have showed them showed in a section like we have related records you have resolution information and then you have this notes section now at the very bottom of your form you will find a related list which shows the related data from a different table to the current record so if this particular table has some relationship with other tables you can add multiple related lists over here and if this particular record is mentioned somewhere in other table you might see those records here as well now the display of the fields of the form can be changed as per the view of the form which is called view so whatever fields you are seeing here right now they are basically on default view how exactly you check the view so you click here and you will see this option view as of now this is default view so it might happen depend on the kind of access may be or depend on the kind of information you want to show like for example the best example I can give you for major incidents now if any incident is kind of a major incident it's a very pretty prioritized incident in that case as a user of an organization I need more information so you can change the layout of the form depend on the kind of view you want and that's totally up to you that how many views you want to create for for any particular record in any particular table in ServiceNow so you might get different requirements from your customers to create different views for a particular form form configuration the fields and layout of the form can be configured ServiceNow admins can perform this configuration overall you can change the form design with two different options one is form layout in which you can create new views new fields and adjust the layout of the form to be visible for the users next is form design which is kind of an advanced way to create the field and adjust design on the form you can also select the views by a form design as well you can configure the form layout by right-click on the title bar of the form you will see configure option but you will put your mouse on configure you will find these three top options form design form layout which we talked about the two options to change the design of the form and the third one is related lists where you can configure your related list of the form as well and there are some other development options and configuration options so let's click on Form layout once you will click on form layout you will see this screen the first section which you are seeing here it's selection of the fields on the form so what fields should be visible should be displayed on the form can be configured with this section in the left hand side you have available fields so all the available which you can display on the form those are here on the right hand side you have selected fields that means the fields which were which are already there on the form you can also select the view from this particular option so here you have view name you can change the view as well if you will change the view this particular section will automatically update the data as well so we will keep it default for now and then you have sections the bucket which you were talking about you can also add the fields as per the sections as well you have on the form now what exactly you can do via form layout formed layout gives you an option to create the field as well you can change the layout however you can still add a new field of a specific type so here you can see another section that's called create new field so you can provide the name of the field you can select the type of the field you want to create and you can select the field length as well I will show you quickly one thing so for example if you are selecting a reference field if you will select the reference field it will show you that table you want to reference that is something you can select here if you want to go for tries field it will ask you to provide the input for choices as well you can have any other field like true or false then that particular field will be removed that option of a reference table because this is just a checkbox so that's how you can create a new field you just need to type the name and just click on add it will automatically be added you can change the layout from here so for example impact on urgency they were in a right hand side now I can change that I will put it at the top maybe just below configuration item you can see form is basically being splitted between two so we have we have splitted the form so now what I will do I will just save this I'm not creating any incident for now so I'm just leaving this and I am just clicking on save once you will save that you can see initially we had impact urgency and priety on this side now we have on left-hand side so this is how you can change the form layout and at the same time you can also create new fields and while creating the new fields you can also mention where exactly you want to put them on the form even if you don't want to put them on the form you just need to put them in the available section rather than selected section so that they won't be visible on the form so this was about form layout now you can also change the design of the form with another option that is form design and that's kind of an advanced UI so if I right click here you will see this configure option and then you have this form design you click this button it will open up in a new tab it is loading it is quite similar the options the functionalities are quite similar however as I mentioned it looks it's kind of a design and it is also drag-and-drop there you were keep on selecting them and putting them at the top here it's kind of just drag and drop so for example if I want these fields here I can do that I will just drag and drop this was done and this is done if I want to put them above I can do that as well so let me do that yep it is done so I have changed the design now you can also create new field from here as well so here you have available fields these are all selected fields these are some for matters now here you have field types so if you want to create a new field in form design mode you just need to drag that type like this and that's it so as of now I'm just canceling this and you can also provide the name so if I put this here I click here I can give it a name as well so you can give a name here any name you want and I can just cancel and if you want to make it mandatory and read-only you can directly do it from here and then I can save it so as of now because I just changed the form layout so I'm just clicking this button if I click this button it will save the layout and it is done I can cancel this now you can see it is still here so what exactly you have to do you have to reload the form and you have this option over here and click this button and this form will be reloaded and now you see that impact urgency and priority are back to the same position which we had earlier so this is how you utilize form layout and form design to configure the form another part is related list configuration so right click here go to configure and you will find this option related list where the important point is what exactly it will change so this will change the bottom section you have here so as of now you have task SLA and security incidents what I will do I will go here into related list here you will have all the data all the relationships you have in the available section and the selected part is here what I will do I will try to maybe just pull one or two related lists in left and right hand side in selected section and I will just save it once you will save this you will see at the bottom you have other two related lists as well which you just added so this is how you can configure a related list for a form let me also show you the configuration of a list so let's go to a list all open records all open incidents basically now here you have an option of configure again and you have this list layout list calculation and list control so let me show you for list layout as well so you have these fields available on the list I might need a Simon group or assign two as well if I click Save you will see that assignment group and aside to has been added as well vilest layout you must have seen that you can also create new fields so even while list layout it is it gives you an opportunity to create field as well so this is how you can configure lists as well that whatever fields you want to see whatever field you want to display to your users you can do that with the help of list configuration service now also provides a functionality in which users can create records with the help of templates these templates can be created and defined with a specific fields with a specific data into those fields as an example if you create similar kind of incidents every day with specific fields same options same values in the fields you have on incident form so out of 20 fields maybe you normally use same kind of values for 10 fields that means you are creating them every day in this case ServiceNow gives you an opportunity of functionality in which you can create a template for those those 10 fields and create a new template and then you can apply the template while creating a new record you can create that template in a template section so let me show you you click create new button once you will click on this create new button you will see this new form on the top you will see these three dots those are more options if you click this you will see this option called toggle template bar when you say toggle template bar when you click this button you will see this bar will be displayed as of now this was not displayed so you have to enable this option as of now you have two templates available if you want to create new templates you can also do that from here but you already have that which you can create incident it says incident call type if I click this you will see some of the fields which autumn we filled it says incident call type template applied and you can see it it applies this particular value so here we have contact type as self-service initially it was different so let me reload it again as of now it says none but when I will apply this template the value will be posed automatically so templates are pretty much important functionality in ServiceNow so whenever you want to create some rackets every day maybe frequently in that case you can utilize these templates ServiceNow also provides you the functionality ad in addition to this templates that you can schedule these templates as well that means if you want to create a specific racket on a specific time every day with the specific field values you can also do that and that's called schedule templates so that's how you utilize templates and ServiceNow