List Views and Configuration

List Views and Configuration in ServiceNow – Complete Guide for CAD Exam

Introduction

List Views are one of the most fundamental user interface components in ServiceNow. They display records from a table in a tabular format, allowing users to view, sort, filter, and act on multiple records simultaneously. Understanding how List Views work and how they are configured is essential for the ServiceNow Certified Application Developer (CAD) exam, as questions on this topic test your knowledge of UI customization, user experience, and platform fundamentals.

Why Are List Views Important?

List Views serve as the primary way users interact with large sets of data in ServiceNow. Their importance includes:

• Efficiency: Users can quickly scan, sort, and filter records without opening each one individually.
• Customization: Different users and roles may need to see different columns and data arrangements. List Views allow tailored experiences.
• Productivity: Features like inline editing, list actions, and context menus allow users to perform bulk operations directly from the list.
• Navigation: List Views are the starting point for most workflows — users land on a list, identify the record they need, and then drill into the details.
• Reporting and Analysis: List Views can be grouped, filtered, and exported, making them useful for quick data analysis.

What Are List Views?

A List View is a UI component that renders records from a ServiceNow table in rows and columns. Each row represents a record, and each column represents a field on that table. Key characteristics include:

• Views: Multiple list views can be created for the same table. A view defines which columns are displayed and in what order. The default view is called Default view, but administrators and developers can create custom views (e.g., "ESS" for End User, "ITIL" for fulfiller roles).
• Columns: The fields shown in a list view are configurable per view. Each view can display a different set of columns.
• Filters: List Views can have breadcrumb-style filters applied to narrow down the displayed records using conditions.
• Sorting: Users can click column headers to sort records in ascending or descending order.
• Grouping: Records can be grouped by a specific field, creating collapsible sections in the list.
• Pagination: Lists display a configurable number of records per page (default is typically 20).

How List Views Work

When a user navigates to a module (e.g., Incident > All), the system performs the following steps:

1. Determine the Table: The module is linked to a specific table (e.g., incident).
2. Determine the View: The system checks if a specific view is defined for the module, the user's role, or if a view parameter is passed in the URL (e.g., sysparm_view=ess). If no specific view is found, the Default view is used.
3. Apply the Filter: Any filter condition defined in the module or applied by the user is executed as a query against the table.
4. Apply ACLs: Access Control Lists determine which records and fields the user is authorized to see. Records or fields the user cannot access are hidden or restricted.
5. Render the List: The system renders the list with the appropriate columns, records, sorting, and grouping.

Configuring List Views

There are several ways to configure List Views in ServiceNow:

1. List Layout (Personalize List Columns)
• Right-click the list header and select Configure > List Layout (or use the gear icon).
• This opens the List Layout slushbucket where you can add, remove, and reorder columns.
• Changes can be saved for the current view or a new view.
• Important: If the user has the personalize_list role or the admin role, they can personalize lists. Admins can save layouts for everyone; non-admin users with personalize_list can save for themselves only.

2. List Control (sys_list_control)
• List controls allow you to configure properties of a list such as enabling/disabling features like omnisearch, filters, and column sorting.
• Navigate to System UI > List Control to manage these settings.

3. List v2 vs. List v3
• List v2 is the legacy list rendering engine.
• List v3 is the modern list rendering engine used in the current platform versions, offering improved performance and additional features.
• The platform property glide.ui.list_version controls which version is used.

4. System Properties for Lists
• glide.ui.per_page: Controls the default number of rows per page.
• glide.ui.list.allow_inline_editing: Enables or disables inline editing on lists.
• glide.ui.list_edit_insert_mandatory: Controls whether mandatory fields are enforced during list editing.
• glide.ui.compact_list: Toggles compact list display.

5. List Editing (Inline Editing)
• When enabled, users can double-click a cell in the list to edit the value directly without opening the record form.
• List editing can be controlled at the system level or per-table level.
• Security: ACLs and data policies still apply during inline editing.

6. Filters and Breadcrumbs
• Users can apply conditions using the filter builder (funnel icon) to narrow list results.
• Applied conditions appear as breadcrumbs above the list.
• Filters can be saved for personal use or shared with others.

7. Context Menus
• Right-clicking a column header provides options like Sort, Group By, Configure (for admins), Show/Hide bars and counts, and Export.
• Right-clicking a cell provides options like Copy, Filter, and Show Matching.

8. List Actions and Buttons
• UI Actions with List checkbox enabled appear as buttons or context menu items on lists.
• Common list actions include Delete, Update Selected, Copy, and Export.

9. Hierarchical Lists
• For tables with parent-child relationships (e.g., CMDB), hierarchical lists can display data in a tree-like structure.

10. Related Lists
• Related Lists appear at the bottom of a form and display records from related tables.
• They are configured via Configure > Related Lists on the form.
• Related lists use the same list view mechanics but are scoped to the relationship with the parent record.

Key Concepts for the Exam

• Views are named configurations that define which columns appear in a list. Different views can be assigned to different modules or roles.
• The sysparm_view URL parameter determines which view to display.
• List Layout is the primary tool for configuring which columns appear in a list view.
• Personalization vs. Configuration: Personalization affects only the current user; configuration (by admins) affects all users viewing that list.
• Roles matter: The admin role can configure lists for all users. The personalize_list role allows individual users to personalize their own list views. The list_admin role can manage list layouts for others.
• ACLs govern record-level and field-level security on lists, just as they do on forms.
• Dot-walking in list columns: You can add columns from referenced tables using dot-walking (e.g., caller_id.department on the Incident table to show the caller's department).

Exam Tips: Answering Questions on List Views and Configuration

1. Know the difference between views and filters: A view determines which columns are displayed, while a filter determines which records are displayed. Exam questions may try to confuse these concepts.

2. Understand role-based access to list configuration: Remember that admins can save list configurations for all users. Non-admin users with personalize_list can only personalize their own view. Questions may ask who can modify list layouts for others.

3. Remember sysparm_view: If a question asks how to display a specific view on a list, the answer often involves the sysparm_view URL parameter or configuring the module to use a specific view.

4. Inline editing nuances: Know that inline editing respects ACLs, data policies, and business rules. A question might ask what controls inline editing behavior — remember the relevant system properties.

5. Dot-walking on lists: You can display fields from referenced records by dot-walking when configuring list columns. This is a commonly tested concept.

6. Related Lists vs. List Views: Understand that related lists are a subset of list functionality that appear on forms to show related records. Configuration of related lists is done from the form, not the list itself.

7. Pay attention to scenario-based questions: If a question describes a user who cannot see certain columns or records, think about ACLs, views, and roles. If a user sees different columns than expected, it may be a view configuration issue.

8. List v2 vs. List v3: While detailed technical differences are unlikely on the exam, know that List v3 is the modern engine and may be referenced in questions about performance or features.

9. Export and reporting from lists: Users can export list data to CSV, Excel, PDF, etc. Know that this is controlled by roles and properties (e.g., glide.ui.export roles).

10. Practice in a PDI: The best preparation is hands-on. Navigate to any list, right-click column headers, configure list layouts, apply filters, and experiment with views in your Personal Developer Instance (PDI). This will reinforce your understanding and help you answer scenario-based questions with confidence.

Summary

List Views are a core component of the ServiceNow user interface. They display table data in a configurable tabular format with support for custom views, sorting, filtering, grouping, inline editing, and related lists. For the CAD exam, focus on understanding how views work, how list layouts are configured, the role of ACLs and roles in controlling list access and personalization, and the relevant system properties that govern list behavior. Combining conceptual knowledge with hands-on practice will give you the best chance of answering list-related exam questions correctly.