A saved table view lets you reuse the same columns, filters and sorting. Exporting to Excel gives you a separate file for reviewing and processing the data further. A view preserves display settings; it is not a fixed copy of the data.

These instructions apply to browser interface tables that have options for saving and exporting views. Perform these steps in the browser even if you otherwise use the Android or iOS app. Opening a view or exporting data does not extend your access permissions.

Open the table and adjust its contents

To access the Spots table, select Assets and content → Assets, devices, tools in the side menu. On the page, open Datatables and then Default table. Above the table, you will find Save view, Select saved view, Return default view and Export view to Excel.

  • Show or hide columns: open the columns icon at the right-hand end of the table's header row. Select the columns you need from the column list. Use the list's search field to find a column by name.
  • Change the column order: drag a column header to the position you want.
  • Change a column's width: drag the edge of the header cell.
  • Filter rows: use the search fields and filters below the column headers. For example, you can use the status and folder filters to narrow the table down to the Spots you need.
  • Sort: click the header of a column that supports sorting. Check the sorting indicator in the header to see the direction.

Hiding columns and filtering rows changes what you see, without changing a Spot's saved data or status.

Choose how folders are sorted

In browser interface tables where a menu arrow appears next to the Folder column header, you can also choose how folders are sorted. Open the menu using the arrow and select:

  • Full folder path: sorts the data by the full folder path, starting from the root folder.
  • Folder name only: sorts the data by the folder name alone.

Sort the table by the Folder column by clicking its header. If the table is already sorted by this column, changing the sorting method updates the order. The selected sorting method is stored in the saved view and restored when you reopen it. Make your selection before saving the view.

Save and open your own view

  1. Adjust the columns, column filters and sorting as needed.
  2. Open the Save view button's menu and select Create new view.
  3. Fill in the required Name of the view field and select Create new view in the window.
  4. To open the view later, open Select saved view. Select a view under Your views or Global views and confirm using the window's Select saved view button.

The view saves column visibility, order and widths, column filters, sorting and the folder sorting method. Opening a view clears the previous row selection and scrolls the table back to the beginning. You therefore cannot use a row selection as a saved limit on which rows to export.

Not all separate searches or date range selections on the page are included in a named view. For example, the Search by device cards field value search above the Spots table is not saved in it. Check this field separately after opening a view as well: its current value may still filter the table.

If the table's columns have changed since the view was saved, removed columns will not be restored. New columns are included according to their default visibility settings. Grouping in the service request table is not restored from a saved table view; opening the view removes the grouping.

Your views, global views and default views

Your views are specific to each user. A manager can edit and delete their own views and open global views. An admin user can also manage global views.

The Global view option shown to admin users in the window for creating a new view shares the view with manager users. Global default view makes it the default that loads automatically and also selects the Global view setting.

When you create a new global default view to replace an earlier one, the previously saved default view may be deleted entirely. This does more than just move the default designation to another view. Check the replacement confirmation and, if necessary, save the old layout as a separate view first.

In the Spots table, the table's previous state from the same browser session is restored before the automatic global default. If the default does not appear to update, open the desired global view separately using the saved view selection.

System default view in the list is a predefined view. You cannot edit or delete it; you can use its layout as the basis for a new view of your own.

Edit, delete or restore the default layout

First open the saved view you want to update. Make the desired changes to the table and select Save view → Edit current view. You can also change the Name of the view field. Save in the window replaces the selected view's settings with the table's current layout. Changes to a global view also affect other users who use it.

In the same editing window, Delete and the deletion confirmation delete the selected saved view. They do not delete the table's Spots or other underlying data, and they do not automatically restore the table's default layout.

Return default view restores the default layout loaded for the table and clears the saved view selection. The default restored for the Spots table may be based on a global default view. This action does not delete saved views or underlying data. Save any custom layout you need before restoring the default, and check the separate search fields afterwards.

Choose the data to export to Excel

Select Export view to Excel above the table. The Spots Export to Excel window offers two different export methods:

  • Export loaded rows: creates a file from the data already loaded into the table and the visible export columns. Columns containing selection, editing and deletion buttons are not exported. In a paginated table, the file may contain only some of the search results; seeing the total result count in the pagination controls does not mean that all rows have been loaded.
  • Export all spots: starts a background export of all Spots you have permission to access. It is not limited to loaded pages. Spots with the Disabled status are excluded. Other statuses, including Inactive and Faulty, are included unless excluded by column filters.

Export all spots does not use the table's column filters by default. To export rows matching those filters, first select Export only filtered rows. This option is off by default and appears when the table has column filters applied. Even a filtered background export excludes Spots with the Disabled status.

The separate Search by device cards field value search is not passed to the Spots background export, even if Export only filtered rows is selected. If you need a background export filtered by a particular field value, use that field's column filter. Check the file to confirm that the filter was applied.

Choose the columns for the background export

Select the columns in the export window before clicking Export all spots. These selections apply to the background export, not to Export loaded rows.

  • All columns or All columns (standard + dynamic): the default selection. The Spots export includes standard columns and attribute columns for which Spot attribute data has been saved. It may include columns hidden in the table and attribute columns that are empty for the selected set of rows.
  • Visible columns only: exports the data columns visible in the table. The Spots background export also adds the ID, even if it is not displayed in the table. Standard columns and attribute columns form separate consecutive groups in the file, so any interleaved order in the table is not preserved as such.
  • Standard columns only: appears in tables with dynamic columns. In the Spots export, it includes the basic data columns but excludes device card attribute columns.

The ID column in the Spots background export is hidden in Excel. You can display the IDs using Excel's option to unhide columns. The background export adjusts column widths to fit the file's contents instead of copying the browser's widths.

The Spots background export does not preserve the table's sorting. Sort the completed file in Excel if you need a particular row order. The contents of the Folder column also differ between export methods: exporting loaded rows produces the full folder path, while the background export shows the folder name. Choosing a folder sorting method does not change this difference.

Wait for completion and check the result

A background export may take a while. Wait for the Export complete! notification and the automatic file download. Export failed indicates an error. The export took too long. Please try again., displayed after about five minutes, means that the browser stopped waiting for completion; it does not itself stop the background job or indicate that it failed.

Wait for one background export to finish and save the file before starting another. A new Spots background export replaces the user's previous Excel export file on the server. A copy you have already saved to your own computer is retained.

Verify the saved view by reopening it and checking column visibility, order and widths, as well as filters and sorting. Check separate searches and any date range separately.

Open the export file and check the row count excluding the header row, the columns, statuses and other filters, and a few recognisable records. Take account of pagination, the exclusion of disabled statuses and the background export's separate filtering option. Exporting does not change Spots' data, statuses or history. If you need the results from a particular point in time for later comparison, keep the verified export file.

Preparing a file for Excel import is a different task from this export for reviewing data. For updates, use the instructions in Excel import and bulk changes for Spots. Planning views for task management are covered in Saved views in task management, and products' own Excel functions are covered in Product import, export and bulk changes.