Member List Management Documentation

Member List Management Screen Shots

Members List Management Members List Management is performed within the Member Administration, under the List Management ‘Lists’ page and Quick Lists section of the main page. List Management allows for the grouping of members for quick access, either personally or for a selection of other users. The definition of a group is entirely down to the user. Members can be grouped based upon a single database search using Find, many separate searches or even individual members added one at a time. There are two types of list, Snapshot and Query. Lists are created in one of two places in the Member Administration system - the ‘Quick List’ section above the ‘Navigation Grid’ (NavGrid) on the Member Administration page and through the List Management ‘Lists’ page. Quick Lists can be saved in just a few clicks. Find your members in a database search, enter a list name above the Member Navigation Grid, click save and choose the list type. Simple – and quick. The List Management page allows for much more control and is for creating more complicated lists and for managing existing lists.

Figure 1: What are lists for? Whatever you want. Who can go in a list? Anyone you want Figure 2: Quick List features are just above the Member Navigation Grid (NavGrid)

List Types There are two types of list that can be saved, Snapshot and Query. A Snapshot List saves a link to all members of the list. The members in the list do not change unless you add or remove them manually through List Management. A Query List holds no links to any members, instead storing the database search used to find them. This search is re-run every-time you open the list. Members cannot be added or removed from a Query list and the list is ‘dynamic’ – i.e. it can change every time you open it because it always searches the member’s database. A real life example might be to answer the question ‘Who is in the dining hall?’. With a snapshot you would only enter the room once and write down who is in there, creating a permanent, fixed record. With a query you go back to the dining hall each time to see. More work but always up-to-date.

Figure 3: Lists come in two flavours – SNAPSHOT: a static list, or QUERY: a dynamic, updating list

Shared Lists By default, a list is a ‘personal’ thing but you can easily share these lists with groups within the College. Any number of groups can be shared with and, as list controller, you can change these at any time. Lists do not have to be shared and by default are ‘personal’. Snapshot Lists can be shared as ‘Read Only’ where only the list creator can manipulate the lists members. If not shared as ‘Read Only’ anyone you share the list with can add and remove members.

Figure 4: Lists can be PERSONAL, or open for everyone to see, and potentially update

Quick Lists Quick Lists provides a fast and simple way to use lists. The quick lists section sits just above the Member Navigation Grid (NavGrid) on the main Member Administration page. Quick Lists provides the ability to save a single database search to a new list or load existing lists into the Member Navigation Grid.

Figure 5: The Quick List section allows you to save a database search and retrieve saved lists - all from the comfort of the main Member Administration Page

Saving a Quick List Once you have searched the database, found a group of members and can see them in the Member Navigation Grid on the Member Administration tab, you are ready to save them to a new list. To do this, Click the box marked ‘Current Query’. This text will be cleared ready for you to enter your new list name. Enter the name and once you are happy, click the save icon and select how you want the list saved: Snapshot or Query to save a personal list, or choose ‘Advanced Save’ to save and share. Remember, lists must have a unique name. For personal lists it must be unique to you and there must not be a shared list with the same name. This means everybody could call one list My List, but only one – as long as there is not a shared list named My List (Who would call a shared list my list anyway? Mistakes happen!). Don’t worry though – we’ll warn you if one exists by turning the field red.

Figure 6: Find your members Figure 7: Enter your list name and click the save icon Figure 8: Select your list type – Personal Snapshot or Personal Query Figure 9: We won't let you save a duplicate – maybe just add a ‘2’ to the end. Or think up a proper name!

Loading a Quick List When you need access to a previously saved list (no matter how saved) you can click the zoom icon in the Quick List section. You are presented with a menu of personal lists. Click the list you want to load and hey presto – your members are retrieved. If you want to load a shared list, click Show Shared Lists at the bottom of the menu, and a new menu will appear – this time with personal lists at the top and lists shared with you below. This selection (Show Shared Lists) will be remembered until you exit Member Administration or select Hide Shared Lists from the Quick Lists menu.

Figure 10: Click the zoom icon in the Quick List section for instant access to your lists Figure 11: Your personal lists will then be listed for you to select. Click the one you want or click 'Show Shared Lists'. Click Hide Shared Lists to stop

List Management The List Management ‘Lists’ page can be found in Member Maintenance. Whilst Quick Lists aims for simple list management for simple lists, List Management aims for simple management of sophisticated lists. List Management allows you to: · Navigate Lists · Create New Lists · Change List Properties · Manipulate List Members · Delete Lists · Copy Lists to New Ones · Refresh Snapshot Lists The List Management screen is broken down into three sections – saved lists (left hand side), list members (centre panel) and Current Review List on the right. The Current Review List is the query result set you are working with in Member Administration and Review pages. Any members in your Current Review List who exist in the highlighted list are shown in teal, while members not in the list remain in black to clearly identify any you may wish to add.

Figure 12: List Management page can be found in the 'Lists' page in Member Administration Figure 13: Top Toolbar options for what you can do with lists Figure 14: Creating a list from the current query is one click away... Figure 15: Moving members from the current query to an existing list is just about pushing the right buttons. Green members are already in your list!

Navigate Lists Within List Management, you can move up and down the left hand list of personal saved lists, or select ‘+Shared Lists’ to additionally view lists others have shared with you. When you move to a ‘Snapshot’ the list of members will be shown in the list members section. Unlike Snapshots, Saved Queries do not immediately show their members when the list name is highlighted. This is because a Saved Query must read the database each time to fetch members. To display members of a Saved Query in Lists Management you need to click the ‘Refresh List’ button. When you are dealing with a Saved Query this is made obvious on screen with a message informing how to refresh, and a green glow around the refresh button.

Figure 16: Navigate the lists to show the list members Figure 17: Click the refresh button (highlighted green) to load a Saved Queries members

Create New Lists Within List Management you can either create a new blank list to add members to afterwards, or create a new list from your Current Review List.

Figure 18: Click New to create a blank list, or click 'Create as new list' to save you Current Review List

Create Blank List To create a blank list click the New icon on the top Toolbar and enter the details for the new list. When creating a blank list it must be a Snapshot list, meaning a link is saved for each members added to this list. This is because there is no database query to save. As with all lists you can select ‘User Groups’ to share the list with. Snapshots can be shared as ‘Read Only’ – where only the creator of the list can make changes. Queries are, by their nature, always read only. Finally select if notes can be made against the members on this list? When you tick to ‘Allow Notes’ you can make notes against each member within the List Management page. Click Ok to save your new (empty) list.

Figure 19: Enter the new list name, keep it personal or share it and select if notes be made in list management?

Create List from Current Review The fastest way to get a new list up and running within List Management is to click Create as new list, having already done a search on the member’s database in Member Administration. This instantly saves the members you found into a new list. Depending on which list type you choose you can then add members to or remove members from your new list (when saving as a Snapshot). Enter the list name and choose the type of the list and any shares you want. Finally, can notes be made against the members on this list? When you tick to ‘Allow Notes’ you can make notes against each member within the List Management page. Because you performed a database search to find the members you can save this list as type Query –it will always refresh when you open it – or Snapshot allowing you to manipulate the members in the list. Click Ok to save your new, populated list.

Figure 20: Enter the list name, choose to save it as a Snapshot or Query, personal or shared and can you make notes? Figure 21: Your new list has been created from your Current Review List

Change Existing List Properties Once a list has been created you are able to change its properties – the name, type, share and notes selections. Highlight the list and click the Change Icon in the top Toolbar to change its properties. The List Properties window will open. Here you can change the list name, the list type – Snapshot or Query, Shares and notes flag. If the list wasn’t created from a database query (i.e. it was created as blank list) then you won’t be able to save it as a query – only a snapshot. If this list was created from a query – even if saved as a snapshot – you can change it to become a Query. Warning: Any manipulation of the list (i.e. members added, or members deleted) will be lost if you change a snapshot to a query. This is because the links between the members and this list will be severed and the query re-run each time the list is opened. Once you are happy with your changes, click Ok to save them away.

Figure 22: Select your list and click the Change Icon on the top Toolbar Figure 23: You can change the name and list type, notes selection and any shares. Changing to a Query though will lose any changes you had made to the members Figure 24: Remember - Lists created without a database search (i.e. as a blank list) can never become a Query

Manipulating List Members Any personal list or shared list* saved as a Snapshot allows you to manipulate the members in the list through List Management. This means you can add members or remove members from the list – even if that list was created from a query. You can also select members in your list and remove them by following the instructions to delete members from a list. *You cannot change a ‘Shared as Read Only’ list unless you created it.

Figure 25: You can delete members from lists or drag new ones in from the Current Review List

Add Members To A List To add members into a list you must start with members in your ‘Current Review List’. You can do this either by searching for members in the usual way or make another list your current review List. Once you have members in the Current Review List, select the ones to move into your list, or add all. To add all members: 1. Highlight the list you wish to add members to. 2. Click the Copy All Items icon To List icon to add them. To add selected members: 1. Highlight the list you wish to add members. 2. Select the list members in the Current Review List to add. · To select a range click the highest member to add, then hold Shift whilst clicking the lower member · To select members not all together click the first member you want and then pressing and holding Ctrl key, click all additional members 3. When you have all the members you want click the Add Selection icon to add them to the list. 4. Alternatively you can the click and hold on of the selected members (i.e. left mouse button down but do not release) and then drag the mouse onto your list members grid releasing the mouse button to drop all selected members All changes are effected immediately. Members just added are highlighted with a teal background until you add more members, change list or leave the List Management page. You can do this as many times as you wish. You are also free to return to Member Administration and perform new searches to find additional members to add to the list. Drag to another list: In addition to the above methods you can also drag a selection of members (click and hold the mouse left button) and drop them (release the mouse button) onto one of your list names. The list you drop to will become the currently highlighted list.

Figure 26: To make a list current, highlight the list and click the Make List Current Icon Figure 27: Click Copy All Items to List Icon to add the Current Review List members to your list Figure 28: To select a range, click the highest member you need, the Shift+Click the lower member you need Figure 29: Ctrl+Click allows for several members to be selected. Click the Add Selected icon to add them to the list, or alternatively drag and drop them Figure 30: The last batch of members added are highlighted in both lists until you add more, change list or move off the Lists page

Remove Members from List To remove members from a list: 1. Highlight the list you wish to remove members from. 2. In the list of members, select the member or members you wish to remove. · To select a range click the highest member to add then hold Shift whilst clicking the lower member · To select members not all together click the first member you want and then pressing and holding Ctrl key, click all additional members 3. When you have selected the members to, click the Remove Selected From List icon All changes are effected immediately.

Figure 31: To select a range, click the highest member you need, the Shift+Click the lower member you need Figure 32: Once members have been selected, click the Remove Selected From List icon

Deleting Lists You can delete an existing list within List Management. 1. Highlight the list you with to remove. 2. Click the Delete button on the top Toolbar 3. Confirm you wish to delete the list by clicking Yes.

Figure 33: Highlight the list you want to delete and click Delete on the top Toolbar Figure 34: Confirm that you wish to delete the list

Copy List To New You can copy any existing list to a new list, and if required, change the List Types and shares of the new list. One great reason for doing this is to have a ‘Saved Query’ (for instance Graduates) which brings up a refreshed list when loaded and then copy the list to a ‘Snapshot’ – perhaps called ‘Grads Sept2012’. To make a copy: 1. Highlight the list you want to copy. 2. Click CopyNew on the top Toolbar. 3. Enter details for the new list, changing list type and scope where necessary. 4. The new list will be created, including the members that are attached to the existing list*. *Where a list is saved as a query then no member details are saved and the list will be generated from the saved query each time it is opened.	Figure 35: Highlight the list you wish to copy, then click CopyNew from the top Toolbar Figure 36: Enter the details of the new list. This includes list type and scope
Make List Current Review List In List Management, highlighting the list you want to make your Current Review List and click the Make Current List icon just before the ‘Current Review List’ heading.
Refresh a Snapshot From Query Whenever you have a Snapshot that was created from a query, you have the ability to refresh it. This will re-query the database to give a new, up-to-date selection of members and save this new set as the snapshot. To perform a refresh: 1. Highlight the list you want to refresh. 2. Click the Refresh Icon next to the list name, above the list members. 3. Confirm that you wish to refresh the list by clicking Yes. Warning: Any manipulation of the list (members added or removed) will be lost as a complete refresh is performed to synchronise the list with the database	Figure 37: Highlight the list to refresh and click the Refresh Icon. This will re-query the database for an up-to-date list of members Figure 38: Confirm you want to refresh. Remember: Changes will be lost