How To: DataGrids

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For a video tutorial on DataGrids, click the icon below…

Each page on accessplanit has a Global Search option embedded into the header, next to the Help icon.

This Global Search field can be used to quickly search results from the following DataGrids:

  • Accounts

  • Course Templates

  • Invoices

  • Opportunities

  • Users

It is possible to go directly into any of the above DataGrids and search directly, but if you need quick access, then the Global Search field is a great place to start.

Clicking the icon to the right hand side of the magnifying glass allows you to focus your search, the less items you have selected, the faster your search results will be:

Removing options from this list will dramatically increase the result speed of your search, this list may grow to other popular DataGrids in the future to make searching even more intuitive.

How to search a DataGrid

  1. Typing in the search criteria then pressing enter or clicking the magnifying glass will bring back results based on the search keyword.

  2. To define which columns are searched, select the small downwards arrow icon. Clicking this arrow shows all of the fields in the current DataGrid, and anything already selected is what is currently searchable. Anything deselected is ignored. 


     

How to use Bulk Edit

Bulk Edit gives you the option to update all selected rows with the information you specify. This means you can update multiple records at a time. 

  1. Select the records (items) of data that you want to change a field on by ticking the boxes on the left column of each record.

  2. You can bulk update as many records as you like, and to select all of the records in the current page you can check the tick box in the header for the left column.



  3. Clicking the Bulk Edit option from the top of the DataGrid will show a drop-down selector that defaults to the first possible field that can be updated by the tool.

  4. Within the Users maintenance DataGrid, the options all relate to User details, with all the options in the Class Courses DataGrid being related to Course details.

  5. Click Save to execute the Bulk Update.

How to export information from a DataGrid

The Export function allows you to export the information you require from your DataGrid into one of many familiar file formats.

  1. Clicking Export presents you with the following options:



    Rows -  This selector has three options:
    All Pages will export all the pages in the DataGrid
    Current Page will export only the current page of data selected on the grid
    Selected Rows will export only the rows that have the tick box selected 

    Format - This selector allows you to specify the output file format of the export, the options are as follows: Excel XLXS, Excel XLS. Word DOCX, CSV, PDF, XML

    Columns - This option allows you to specify the columns that are included in the export. Selecting 'Restore selected columns' will set the option back to its default and remove any columns you may have added or removed.

    File Name - This will be the name of the file once it has been exported. (NOTE: You cannot include the . symbol in the File Name as this will corrupt the file when saved)

    Headers - Allows you to specify if the header columns will be included in the export or not.

  2. Once you have defined your settings, click Export. This will then download the file to your desired location.

Please note: Each Excel cell has a character limit of 32,767. If you exceed the character limit in your export, the entire Excel page will fail to load. To avoid problems, keep the number of characters in your cell below the limit.

How to email from a DataGrid

You can email users directly from many DataGrids in the accessplanit platform, with various 'To Address' options depending on which grid you are using.

  1. Go to the DataGrid you want to email from, for example the Class Delegates Smart Grid.

  2. Select the records you wish to email regarding, e.g. the delegates you want to send an email to.

     

  3. Click on the down arrow in the top left of the grid and select Email.

     

  4. You will see a dialog box similar to below:



    Creation Type is whether you would like to send a pre-existing email template out, send an eCampaign, or create a new AdHoc email to send immediately.
    To Address Property is which email address relating to the records in the grid do you want to receive this email. For example, you can send an email from the Delegates DataGrid to the delegate's booker or manager too.

  5. If you select eCampaign as the Creation Type, you will see these options:


    From Address is the email address that the eCampaign should be addressed from, which can be different to the default platform email address.
    Send Date is when you would like the email to send out from the platform.

  6. When you have filled in all of the fields, you can click Send to send or schedule the email.