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Author: Joel Kristenson
Last Updated: 2015-04-28
Roughly a month ago a new update of the software went out which included some significant changes to the way you create formats, save them, and most importantly you can now assign them as a default for either yourself or all database users. This saves you the hassle of reloading a format each time you open a new search window.
TWO IMPORTANT NOTES:
- Formats are still specific to the list they’re created in i.e. Voters/Donors, Contributions, Email Campaigns, Event Attendees, Etc.
- You must administrative access to set default formats for all users of your database.
Tip: Read a blog post on the same topic for a more succinct walk through.
Navigate to the list you want to create a format in, in this example I used my Contacts (Voter/Donor) list.
Click on the Format drop-down menu on the list tool strip.
The options you have in the Column Selection window are listed below in three separate images with descriptions for each tab.
- Select which columns display in your grid by checking/unchecking the boxes in the column on the right.
- Select Joined Tables in the lower-left to pull in information from other tables in the database i.e. Households, Addresses, User, etc.
- Use the buttons on the right to perform tasks such as Select All, Clear All, and Show Selected.
- You can add the Attribute Values, Dates, and Note fields into the grid as columns from this tab.
- Change the column title under the Header column.
- Quickly remove certain columns by unchecking them under the Visible column.
- Choose which columns are frozen under the Frozen tab.
- Choose which columns are updateable under the Updateable column.
NOTE: Not *all* columns are updatable in the grid view even though the system currently allows you to check all of the check boxes in this column.
Once you’ve configured the format click [OK] to update the grid.
Once you have a format that you’re satisfied with you’ll need to save it before you can assign it as a system default.
Click the Format drop-down button, and select Save as….
Give the format a recognizable name, and click [Save].
After you’ve saved your format, you can then set is as a default for either you specifically OR for all other users of the database.
Click the Format drop-down button, and select Assign as Default…
This will bring up another screen which gives you two options:
- This format is used as my personal default.
- This format is used as the global default, affecting all users.
(In my example I chose to set it is as a personal format.)
Click [OK] to finish.
You’re now finished with this process.
Take a look at related resources below for links to other articles, and videos.
Feel free to call/email our support line if any questions come up going through these steps.