Data selector windows

SECURITY  All Users

NAVIGATION  Any field with a data selector

In places where it is too cumbersome to scroll through a large number of list items to make a selection of one or more items, for example, when you want to populate a filter, Autotask will let you open a Data Selector page that contains multiple search tools.

A data selector is available anywhere you see next to a field.

NOTE  Some fields feature typeahead searching in addition to a data selector. Refer to The advanced data selector.

While you are selecting from different Autotask entities, all standard Data Selector pages share the following features:

  • Function buttons to Save Selections, Clear Selection or Cancel the selection process
  • A pane that displays all values that are currently selected. If the filter allows the selection of multiple values, the pane appears as a box that becomes scrollable if necessary
  • One or more direct entry search fields. Like all direct entry search fields in Autotask, they execute a "contains" search. If multiple direct entry search fields are displayed, they can be used independently, for example, you can populate the Contacts search field without entering a value into the Organizations search field. You can also use all fields to consecutively narrow the search
  • Some selector windows feature a "begins with letter" search that lets you click a letter to search for all values beginning with that letter or number
  • Record count (1-15 of 24)
  • Standard page navigation << < [Page x of y drop-down] > >>
  • The fields displayed vary depending on the selector, but clicking on the header will sort on that field.

Some data selectors share most of the same functionality. Unlike the standard data selectors, they include simple column filters instead of the traditional search fields.

How to...

  1. Click next to the field to be populated to launch the Data Selector page. Up to 50 items can display on one page.
  2. Use the search and navigation tools to locate the record or records you want to select.
  3. To select an item, left click the item name, or right-click it and choose Select <itemName>. The selected item is copied into the Selected Items pane. If multiple selections are permitted, add additional items.
  4. To deselect an item and remove it from the Selected Items pane, double-click it.
  5. To clear all selections from the Selected Items pane, click Clear Selections.
  6. To paste the selections into the filter or application, click Save Selection. To cancel the selection process, click Cancel.
  7. To remove a selection from a filter after it has been added to a field, double click it to remove the value.

Some Advanced Filter Value fields include a data selector, for example, when you want to associate one or more devices Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product. with certain content. The Advanced Filter data selector opens in a separate window. It contains a searchable table that displays 25, 50, or 100 items per page. Navigation tools below the table allow you to move from page to page.

Sorting and filtering

You can click any column to sort by that column and click again to reverse the sort order. Each column also includes a simple filter.

Using the simple column filter

To use the simple filter, type your search criteria directly into the field below the column heading to filter the list. When you finish typing characters into the field, the search is executed. The simple filter performs a "contains" search.

Selecting and clearing items

When you have filtered your list and are ready to select items, do the following:

  1. Select the check box next to the desired items. If the table you are working with has no check boxes, click the item itself.

The items you selected will move to the Selected Items list.

  1. If needed, advance to another page and select check boxes for additional items, or click the items.
  2. If you are satisfied with the list of items in the Selected Items field, click Save to close the data selector and return to the advanced filter. To leave the data selector without saving any selections, click Cancel.

If you reopen the data selector, your selections are still visible in the Selected Items field.

To remove items from the Selected Items field, do the following:

  • To remove all items from the Selected Items field, click Clear.
  • To remove individual items from the Selected Items field, double click each item you want to remove.

Products on your Products list can be selected on a large number of Autotask pages, and there can be a large number of them. When you click the selector icon or on a page, you'll see the following:

You can click any column to sort by that column and click again to reverse the sort order. Each column also includes a simple filter.

To use the simple filter, type your search criteria directly into the field below the column heading to filter the list. When you finish typing characters into the field, the search is executed. The simple filter performs a "contains" search.

NOTE   Click New next to the Column Chooser icon to create a new product from the Product Selector.