Overview of list functionalities

Lists in a project have the following general functionalities and options:

1. List title - includes the number of items available 
2. Search and filter area:
   1. Search and More Filters - allow you to identify specific items in a list. 
   2. Bulk Actions button - allows to apply a specific operation to multiple list items, at the same time. Only available if Bulk Actions are available for the list you are viewing.
3. Create button - allows you to add an item to the list, such as an organisation, a mobility activity, a contact, etc.
   The Create button is inactive if:
   • a user has no Edit access in the project, or

   • adding an item to the list is not allowed, depending on the list and action type of the project.

     Additional buttons may be available for a list, depending on the list viewed. 

4. List of items - displays the items available as per the selection in the Content menu, with the option to sort the listed items and the options to Delete, View and/or Edit an item.
   • depending on the list viewed, additional actions may be available, for example the Duplicate option for mobility activities in KA1 projects or the Select option for participants in ESC51.
   • click on reload, if available in the top row of a list, to refresh the list of displayed items.
5. Items per page and browsing arrows - allow to change the number of items displayed on the page and to navigate to previous or next pages.

Here is an example of the functionalities in Associated persons in a KA122-VET project, where the user has Edit access in the project. 

List functionalities in Beneficiary module

Here is an example of the List of mobility activities in a KA122-VET project, call year 2022, where you can also Duplicate the mobility activities and the Revalidation button is available on top of the list.

Option to duplicate items in the list

Here is an example of the list of the Activities of an ESC51 project from call 2023. In addition to the Delete, View and Edit options, the orange Select icon is available, allowing you to create a participation.

List of the Activities of an ESC51 project from call 2023. In addition to the Delete, View and Edit options, the orange Select icon is available

Create

The Create button allows you to add an item to a list, such as an organisation, a mobility activity, etc. Click on Create to open a new screen, where you can add the relevant details and then Save the item.

The Create button allows you to add an item to a list

Delete, View and Edit

Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information. 

Delete, View, or Edit an item

If editing or deleting an item from the list is not possible, the relevant icon is greyed out. 

Editing not allowed

Bulk Actions

Available actions

Bulk Actions allow you to apply a specific operation to multiple list items at the same time. The available options vary, depending on the project section and on your permissions in the project. The following bulk actions may be available, depending on the list you are viewing: 

• Export PDF
• Export CSV
• Export XLS
• Delete
• Resend Participant Report requests - only available for mobility activities. See Manage Participant Reports in projects for details. 

Using a bulk action

To perform a bulk action, take the following steps:

1. Click on the Bulk Actions button at the top of the list. Note that, as long as the bulk actions option is activated, the button name changes to Disable Bulk Actions.
   Click on the 'Bulk Actions' button
   
2. Check the relevant tick boxes next to the items you want to select. Where applicable, you will see additional filters at the top of the list (e.g., in the mobility activities section)
3. Click on the three dots next to the Disable Bulk Actions button to open the list of available actions and select the desired action.
   • The options available depend on the list and on your permissions.

   • Depending on your selection, the action is applied immediately to all the selected items, or you may need to take additional steps. For instance, a confirmation is required if you wish to delete several items in bulk, as the items are permanently removed.
     

     Take note

     If no items are selected, the bulk options to choose from are disabled. 

     Choose the items from the list and select the specific Bulk action
     

4. Click on the Disable Bulk Actions button to deactivate the bulk actions again.

Click on the 'Disable Bulk Actions' button to deactivate the functionality

Bulk options is inactive if no items are selected from the list

Bulk Export

The functionality allows you to export multiple items in the list: you can select either the full list, or only certain items, to be exported in one of the following formats: PDF, CSV, or XLS.

In this example, we will export the list of mobility activities.

1. Select Mobility Activities from the Content menu.
2. Click on the Bulk Actions button. 
   Click on the 'Bulk Actions' button
3. The button changes to Disable Bulk Actions, with three dots indicating a drop-down menu option.
4. Individually select the checkboxes of the items to export. Alternatively, to select all the items in the list, tick the checkbox in the table heading.
   Select the items in the list, to be included in the bulk action
   
5. Once one or more items have been selected, the drop-down menu button (three dots) becomes active and the options to export the list in various formats are enabled.
6. Choose the specific export option from the list. In our example, we select Export XLS. 
   Select the Bulk action from the drop-down list
   
7. The file automatically downloads and will be available in the default download folder on your computer (if applicable). The file opens in the format you selected (the xls and csv formats, in your spreadsheet software, and the PDF in your selected PDF reader). It will contain the information as present in the list.

Search

The search field is a free text field where you can add in general text to narrow down the list of results. Depending on the context it will allow a user to search either on the text displayed in the list or on the text contained within the listed items.

1. Type at least two characters in the search box and click the Search button, to retrieve the items matching your criteria.
2. The number of items found is updated and displayed at the top of the list. The found item(s) is (are) displayed in the list.
3. To remove a search filter and return to the full list, click on the X in the Search box. 

Search for an item in the list

More Filters

The More filters option available in various lists in beneficiary projects allows you to narrow down a list of search results using specific filters available for the columns available in the respective list. Click on the More filters button to display the filtering criteria at the top of list. The button name changes to Less filters. 

Click on the More filters button to display the filtering criteria at the top of list

Once you click the More filters button, the search filter row appears in the list, containing the filter for the list columns. Filters for some or each column in the list will become available, as applicable for the list you are viewing. There may be different types of filters, depending on the list, and they can be combined to narrow down the results:

• Text filter: type in at least two characters, then click outside the text field. The list is automatically updated with the matching items containing the inserted text.
• Drop-down filter: select one value from the list. The list is automatically updated with the matching items containing the selected value(s).
• Date picker filter: use the date picker to select a specific date. The list is automatically updated with the matching items. 

After a specific filter option has been provided, click away from the specific field, or click on the Search button in the top-right area of the screen. The list is updated as per the set filter options. The selected filtering criteria are displayed as a list next to the Less Filters button or as pills above the list. To remove a filtering criterion, click on the X next to its name. To remove the search filter row, click the Less Filters button.

Here is an example of using the More Filters option to narrow down a List of mobility activities. 

1. Click on the More filters button, to display the filtering criteria at the top of list.
   Click on the 'More Filters' button
2. The button name changes to Less filters. Click on Less filters to hide the filters again.
3. One filter for each column in the list will become available. There are two types of filters, and they can be combined to narrow down the results:
   Filter options become available in the list
4. Provide your criteria in the relevant filters. The list is updated as per the set filter options. In our example, we provided a Participant's first name, combined it with the filter for Sending country. 
5. The selected filtering criteria are displayed next to the Less Filters button. 
   Provide the search criteria
6. To remove a filtering criterion, click on the X next to its name.
   To remove a filter, click on the X

Sorting a list

You can sort a list by clicking on a column header (1st click, ascending, 2nd click, descending, 3rd click, off). An arrow indicating the current sort sequence is displayed next to the selected column header.

In this example, the list of mobility activities is sorted in ascending order, by Mobility Activity ID. 

List sorting functionalities