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Editing Lists

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Note
Note: This article applies to Fuji and earlier releases. For more current information, see Methods for List Edits at http://docs.servicenow.com

The ServiceNow Wiki is no longer being updated. Visit http://docs.servicenow.com for the latest product documentation.




Overview

Users can edit data in lists using a variety of methods:

  • Quick edit functions: change applicable field values using the right-click menu.
  • List editor: edit field values in a list without opening a form.
  • Multiple records: edit more than one record at the same time using the list editor or an editing form.

Quick Edit Functions

To edit a record in a list using quick edit functions, right-click a field and select the appropriate function:

  • Assign to me: for records that use assignments, adds the logged in user's name into the Assigned to field.
  • Approve: for records that use approvals, changes the record's approval state to Approved.
  • Reject: for records that use approvals, changes the record's approval state to Rejected.

Using the List Editor

The list editor allows users to edit field values directly from a list without navigating to a form. Administrators can configure the list editor. By default, list editing is disabled for some tables. Fields of certain types cannot be edited from lists.

To use the list editor:

  1. Double-click (or click, if you have personalized the list editor) in an empty area of the field. The appropriate editor for the field type opens. You can also use keyboard navigation to access the list editor.
    • Before the list editor opens, access rights to edit the field are verified. A loading indicator appears if this process takes longer than expected.
    • If the field has a dependency relationship (for example, Category and Subcategory), then a composite editor opens to allow editing of all dependent fields. You must have rights to edit all dependent fields to use the list editor.
  2. Enter the appropriate values and click Save (Save.png), or click Cancel (Cancel.png) to retain the original value.
List editor

Using Keyboard Navigation for List Editing

Users can use spreadsheet-like keyboard navigation to edit data in list view.

To use keyboard navigation for list editing:

  1. Navigate to the list you want to edit.
  2. Press Tab until the first field in the list is selected (highlighted).
  3. Use any the following key combinations to navigate through the list until the field you want to edit is selected.
    • Move right: Tab or the Right Arrow key.
    • Move left: Shift + Tab or the Left Arrow key.
    • Move down: the Down Arrow key.
    • Move up: the Up Arrow key.
    To select multiple fields in the same column, hold Shift and press the Down Arrow or the Up Arrow key.
  4. Press Enter. The list editor opens.
  5. Enter a new value. To add a new line in a multi-line text field, press Shift + Enter.
  6. Save or cancel your changes in one of the following ways:
    • Press Enter. The new value is saved and the field below the edited field becomes selected.
    • Press Tab. If the list is configured to save immediately, the new value is saved. If the list is configured to save data by rows, an indicator appears beside the value and the list editor opens for the next field. The row is saved only when you navigate away from the row or click the Save (Save row.png) button beside the row.
    • Press Ctrl + Enter. If the list is configured to save immediately, the new value is saved. If the list is configured to save data by rows, an indicator appears beside the value and the current field remains selected.
    • Press Esc. The list editor closes without saving changes and the field remains selected.
Note
Note: Depending on the browser you are using, you may use different key combinations to edit certain field values. For example, to edit a choice list using Chrome, press the Spacebar.


Creating New Records

Users can create new records in list view. Administrators can configure the list editor to enable this feature for lists.

To create a new record in list view:

  1. Navigate to the empty row at the bottom of the list.
  2. Open the list editor for a field in the row and enter a value.
  3. Save or cancel your changes.
Error creating thumbnail: Unable to save thumbnail to destination
Insert a new row (record)


Personalizing the List Editor

To personalize the behavior of the list editor:

  1. Open the list.
  2. Click Personalize List (Gear.png) in the upper left corner.
    • To allow the list editor to open for the list, select the Enable list edit check box. Clear the check box to prevent the list editor from opening for the list.
    • To open the list editor with a double-click, select the Double click to edit check box. Clear the check box to open the list editor using a single click.

Editing Multiple Records

All users can edit multiple records at the same time using the list editor. Administrators and users with the list_updater role can edit multiple records at the same time using an editing form. If you want to update a single field on multiple records to have the same value, the list editor is the quickest method. If you want to edit multiple fields or fields that do not appear in the list view, use an editing form.

To edit multiple records in a list using the list editor:

  1. Select the records you want to edit:
    • To select multiple consecutive fields, hold Shift and drag in the desired fields, or select a cell and then press Shift + Up Arrow or Shift + Down Arrow.
    • To select multiple non-consecutive fields, press Shift and click in one of the desired fields, then hold Shift + Ctrl (Shift + Command on Mac), and click in the desired fields.
  2. Open the list editor by double-clicking (or clicking, depending on setup) in an empty area of the field.
    The number of selected rows that will be edited is indicated. If any rows cannot be edited (due to security constraints), that is indicated.
  3. Enter the appropriate values and click Save.


Error creating thumbnail: Unable to save thumbnail to destination
Selected fields are highlighted in blue.



To edit multiple records in a list using an editing form (administrators and users with the list_updater role):

  1. Select the records to edit in one of the following ways:
    • Select the check boxes in the record rows.
    • Select a field in the record rows.
    • Filter the list to show only the rows you want to edit.
  2. Right-click the column header and select Update Selected or, if you filtered the data, select Update All. An editing form opens.
  3. Enter appropriate values in any of the fields and click Update to save your changes in all selected records.