Please use for the latest documentation.

This site is for reference purposes only and may not be accurate for the latest ServiceNow version

Using Lists

From Wiki Archive
(Redirected from Using Record Lists)
Jump to: navigation, search
Note: This article applies to Fuji. For more current information, see Lists at

The ServiceNow Wiki is no longer being updated. Please refer to for the latest product documentation.


Lists display information from a data table. Users can search, sort, filter, and edit data in lists. Lists also may be embedded in forms and may be hierarchical (have sublists).

The list interface contains four main elements:

A response time indicator (Response time indicator UI15.png in UI15, ResponseClock.png in other UIs) may appear at the bottom right of some lists to indicate the processing time required to display the list.

UI15 List View

UI14 List View

UI11 List View

Title Bar

The title bar displays the title of the list (table) and provides several controls.

UI15 Title Bar

UI14 Title Bar

UI11 Title Bar

The title bar includes the following controls:

  • List controls: appears when you click the menu icon (MenuIconUI14.png) to the left of the list title (UI15 and UI14) or when you click the arrow icon (Icon-listcontextmenu.png) beside the list title (UI11). This menu provides the following list controls:
    • View: changes the columns and order of the list to a predefined layout. Administrators can customize views.
    • Filters: applies a saved filter or allows you to edit a personal filter.
    • Group By: aggregates records by a field.
    • Show: changes the maximum number of records per page.
    • Refresh List: refreshes the list to show changes immediately.
  • New: opens a blank form that allows users to create a new record in the list.
    Clicking the New button in a filtered list automatically applies the same filter to the new record. For example, clicking New in the Closed Incidents list opens a new record preset with Active deselected. In a list filtered for active, priority 1 incidents, clicking New opens a new record preset with Active selected and Priority set to 1 - Critical. You can change the preset values on the form as needed. If there is a field you do not want to have populated in this way, you can add the following dictionary attribute to the field: ignore_filter_on_new=true.
  • Go to or Search: finds information in the current list. For more information, see Finding Information in Lists.
  • List Activity Stream (Show live feed icon.png in UI15, ListActivityStreamUI14.png in UI14): shows recent record activity for all records currently displayed on a list (starting with the Eureka release). For more information, see Displaying Activity Streams.


Breadcrumbs offer a quick form of filter navigation. A filter is a set of conditions applied to a table in order to find and work with a subset of the data in that table. The current filter is indicated by a hierarchical list of conditions—breadcrumbs—at the top of the table. For more information, see Using Filters and Breadcrumbs.

Column Headings

Column headings appear at the top of a list header. These headings display column names and provide some list controls. Column headings are stationary at the top of the list and do not scroll with list content in UI15 and UI14.

Column Headings

The column headings provide the following controls:

  • Sorting: Click the column name to sort the list in ascending order. Click again to sort in reverse order. An arrow by the column name indicates the column currently being sorted as well as the sort direction. A downward pointing arrow indicates the column is sorted in ascending order in UI15 and descending order in UI14 and UI11.
Note: When sorting by a choice list field, the sort order is determined by the Value of each choice, not by the Label.
  • List context menu: Access this menu, also called a right-click menu, by clicking the menu icon (Icon-Column control UI15.png in UI15, MenuIconUI14.png in UI14) at the top of a list column or by right-clicking the column heading. The list context menu offers these controls:
    • Sort (a to z) and (z to a): sort in ascending and descending order.
    • Show Visual Task Board: create a visual task board based on the current list (starting with the Eureka release).
    • Group By: aggregate records by a field. For more information, see Finding Information in Lists.
    • Bar Chart and Pie Chart: create quick bar and pie chart reports based on the filter criteria of the list. Users can then modify these reports or create gauges (depending on access rights). For more information, see Creating Reports.
    • Configure (Personalize in versions prior to Fuji) (requires access rights): provides administrative functions related to the information displayed and how it is controlled.
    • Import (administrators only): import data from an XML file.
    • Export: exports data to Excel, CSV, XML (administrators only), or PDF. For more information, see Exporting Data.
    • Update Selected and Update All (administrators and list_updater roles only): change applicable field values. For more information, see Editing Lists.
  • Personalize List (Personalize list icon UI15.png in UI15, Gear.png in UI14 and UI11): customizes the list layout for the current user. For more information, see Creating Personal Lists.
  • Search (List column search icon UI15.png in UI15, Icon-searchglass.png in UI14): enables the column search in UI15 and UI14.
Note: Some of the options displayed on the list context menu depend on the user role and the installed applications.


Fields display data and provide the following functionality.

UI11 Fields

  • Links: open the associated record in form view. Click the reference icon or first column field to open the current record. You can also click a link to a related record in other columns to go to that related record.
  • Editing: changes the information in one or more records. For more information, see Editing Lists.
  • Reference Icon (List reference icon UI15.png in UI15, Reference_icon.png in UI14 and UI11): provides detailed information about the record. Point to the reference icon to open a pop-up window, or click it to open the record in form view. For more information, see Reference Icon.
  • Context menu: also called a right-click menu, offers the following options:
    • Show Matching and Filter Out: provide quick filter options.
    • Copy URL to Clipboard: copies to the clipboard the URL for the form view of the record. Follow browser instructions if browser security measures restrict this function.
    • Copy sys_id (administrators only): copies to the clipboard the sys_id of the record. Follow browser instructions if browser security measures restrict this function.
    • Assign Tag (UI15 and UI14) or Assign Label (UI11 and classic): allows the user to assign a new or existing tag or label to a record, which provides quick access to frequently referenced or urgent information. When a tag is assigned to a record in UI15 or UI14, the record is displayed on the Tagged Documents page. When a label is assigned to a record in UI11 or classic, a link to the record is displayed in the application navigator under the assigned label. For more information, see Tagging Documents (UI15 and UI14) or Creating and Using Labels (UI11 and classic).
    • Assign to me, Approve, and Reject: provide quick edit options.
    • Add to Visual Task Board: allows users to add the selected record to visual task boards they own (starting with the Eureka release).
Note: Some of the options displayed on the field context menu depend on the user role and the installed applications.

Detail Rows

Detail rows, when enabled, appear below the field row for each record and display a specified field's value. For example, the detail row might display the short description for each incident in a list. Detail rows support the same functionality as fields, including links, editing capabilities, and access to the context menu.

Detail rows

Administrators can enable detail rows and add them to lists. For more information, see Administering Detail Rows. Detail rows are available starting with the Fuji release (UI15 or later required).

Note: When a field is designated as the source for a list's detail rows, the system hides the list column for that field.

Field Status Indicators

Modern cell coloring on
Modern cell coloring off

Field status indicators are used to highlight certain fields on lists and to provide status information.

  • In UI15 and UI14, field status indicators on lists are displayed using modern cell coloring, as a colored circle on the left side of the field. You can revert to using a field background color by personalizing the list and disabling modern cell coloring.
  • In UI11 and the classic UI, field status indicators on lists are displayed using a field background color.

All UI versions display field status indicators for mandatory fields only, starting with the Eureka release. Previous versions also display field status indicators for modified and read-only fields.

Pop-Up Forms

Pop-up forms enable you to edit records without leaving the list (starting with the Fuji release in UI15). To display a pop-up form, press Shift and click a field link or point to the reference icon for a record. You can edit the pop-up form like any other form.


Action Check Boxes

Action check boxes and Actions choice list

Action check boxes enable users to perform actions on selected items in a list.

To use action check boxes:

  1. Select the check boxes beside the records you want to affect. To select all records on the page, go to the bottom of the list and select the check box beside the Actions choice list.
  2. Apply the desired action.
    • In the column heading context menu, select Update Selected to update all the selected records. For more information, see Editing Lists.
    • In the actions choice list, select an action such as Delete (administrators only), Show on Live Feed or Assign Tag. The available actions vary depending on the list and which plugins are activated.

Hierarchical Lists

Lists can have sublists in a hierarchy that can also be accessed in list view. Hierarchical lists allow users to view records from related lists directly from a list of records without navigating to a form.

To expand or collapse the related lists on a record in a hierarchical list, click the arrow (Arrow.png) beside the reference icon.

An example hierarchical list

See Hierarchical Lists for more information on how to enable and use this feature.

Embedded Lists

Some lists may be embedded in forms. Changes to embedded lists are saved when the form is saved. For more information, see Editing in Forms.

Use these controls to work with an embedded list:

  • To expand or collapse an embedded list, click the expand (Expand.png) or collapse icon (Collapse.png) in the list header.
  • To add a new row, double-click Insert a new row...
  • To edit a row, double-click in an empty area of the field. See Using the List Editor.
  • To delete a row, click the delete icon (Delete) beside the row.
    • New rows are removed immediately.
    • Existing rows are designated for deletion when the record is saved. To clear this designation, click the delete icon again.
An embedded list

Navigating to a List

To open a list using the application navigator, click the list name or type the table name followed by .list in the application navigator filter. For more information, see Navigating Applications.

To open a list using a URL, append the table name and to the instance Web address. For example, the following URLs open the incident and change request lists, respectively, in the demo instance:

http://<instance name>
http://<instance name>

To open a list in the content frame using a URL, add to the list Web address, as in the following examples:

http://<instance name>
http://<instance name>

Filters, views, and other parameters can also be applied using a URL. For more information, see Navigating by URL.

Note: Consider creating bookmarks for commonly viewed lists.

Displaying Activity Streams

Activity Stream Window

You can stream live activity information for all records on the current list. This feature is available starting with the Eureka release when UI15 or UI14 is enabled.

To view this information, click the list activity stream icon (Show live feed icon.png in UI15, ListActivityStreamUI14.png in UI14) in the list title bar. This icon appears in the title bar for all task tables.

The live stream information appears in a flyout window, and is the same information that appears in the activity formatter for a record. The information in the flyout window updates automatically with audit and journal entries. Click the x at the top to close the activity stream.