Basic Lists

Basic lists enable users to create queries based on topic templates. Each topic template includes specific filter criteria (to limit your results) and output options (what to show in the results). You'll select an appropriate topic template based on what a query or for or who needs the results.

The topic templates available will vary based on your school's solutions and each user's access rights. The topics templates are independent and cannot be edited nor joined to other topics.

Note: First name and last name are options in all constituent-related topics for criteria and results.

By default, users with particular manager roles can access the corresponding topics and categories for basic lists. They can also manage corresponding roles for creating basic lists. To create a basic list, you must be a member of one of the specified manager roles.

A platform manager can give users (including users who are not managers) access to lists in your school's database.

  1. Select Reporting.

  2. Select Manage Lists

  3. Select Manage basic and advanced lists.

  4. Select List admin.

  5. Select Access.

  6. Choose:

    1. Advanced role access to add or remove advanced lists access by role.

    2. Advanced user access to add or remove advanced lists access by user.

  7. Select Save & exit.

Note: A platform manager can give users who are not managers access to run a basic list, create mail labels from a basic list, and copy a basic list. If a user who isn't a manager has permission to copy a list, the user can create a new list using only the topic the original list was created with.

Administrators with a manager role can query the school's database to create lists using list templates customized to your specific needs.

  1. Select Reporting.

  2. Select Manage Lists

  3. Select Manage basic and advanced lists.

  4. Select Add.

  5. Select Create basic list.

  6. Select a topic and then select Next.

  7. Enter a Name, Category, and Description.

  8. If you plan to use the results for a mail merge:

    • Select Enable mail labels to enable users to generate mailing labels from this list.

    • Select Enable mail merge to show the list as a selectable option in Mail merge.

  9. On the Criteria tab, determine the list parameters.

    • And/Or

      Use the And operator in the where clause when you want all conditions to be true.

      Use the Or operator in the where clause when you want either (not all) of the conditions to be true.

    • Parents

      Use the parentheses in the And/Or parents column to enclose multiple lines of criteria that the list must treat as a single operation.

    • Field

      Select which constituent information to query on.

    • Condition

      Select an applicable condition such as Equals or Not equal to.

    • Value

      Select a value corresponding with the field and condition selected.

  10. To add additional criteria to the list, select the "+" symbol.

    Then pause while the page reloads.

    After the page reloads select additional criteria as needed.

  11. Select Select fields and then use the arrows to determine which fields should appear in the list results.

  12. Select Run to test the query.

  13. Select Save & exit.

When you copy a basic or advanced list, the original list remains unchanged. You create a new list (copy) that only uses the topic that the original list used.

Platform managers, the creator of the list, and anyone who has been granted access or security rights to "copy" the list can do this.

  1. Select Reporting.

  2. Select Manage lists.

  3. Select Manage basic and advanced lists.

  4. Select Copy next to the appropriate list.

  5. Edit the all desired fields.

  6. Select Save & exit.

Use categories to organize basic or advanced lists

Users create categories. You'll assign a list to a category when you create or edit the list.

Alternatively, you create a category and then assign lists to the new category.

  1. Select Reporting.

  2. Select Manage lists.

  3. Select Manage basic and advanced lists.

  4. From Options (at the top-right) select Organize.

  5. At the top of the screen:

    1. Enter a Sort Order (optional).

    2. Enter a Category name.

    3. Select the Add link.

  6. Select Save & exit.

You can delete a category you previously used to organize lists.

  1. Select Reporting.

  2. Select Manage lists.

  3. Select Manage basic and advanced lists.

  4. From Options (at the top-right) select Organize.

  5. Select Delete(next to the list name).

  6. Select Save.

  1. Select Reporting.

  2. Select Manage lists.

  3. Select Manage basic and advanced lists.

  4. From Options (at the top-right) select Organize.

  5. Change the name for the appropriate list in the Category column.

  6. Select Save.

Users can assign lists to categories previously created.

  1. Select Reporting.

  2. Select Manage lists.

  3. Select Manage basic and advanced lists.

  4. From Options (at the top-right) select Organize.

  5. In the Category drop down list next to the list name, select a category.

You can also add lists to categories when you create a category, create a list, or edit a list.

By default, categories appear in alphabetical order. Lists appear alphabetically under each category.

Change the order to group similar items or frequently used items.

  1. Select Reporting.

  2. Select Manage lists.

  3. Select Manage basic and advanced lists.

  4. From Options (at the top-right) select Organize.

  5. In the Sort order column, enter numbers to use to display the lists on the My lists screen.

  6. Select Save.