Navigating Viewpoint V6 Working with Grids

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1 Navigating Viewpoint V6 Working with Grids

2 Table of Contents About this Course 3 Introduction to Grids 4 Hiding Grid Columns 4 Column Widths 5 Column Order 6 Show All Type Columns 7 Filter Bar 8 Grouping Bar 9 Descriptions Above Grid 10 Editing Grid Records 11 Deleting Grid Records 11 Print Preview/Print 11 Print/Export Grids 12 Page 2

3 About this Course Course Description Welcome to the Viewpoint Navigation course! This course will provide you with the fundamental navigation knowledge and skills necessary to work within the Viewpoint system. Course Objectives After completing this course you will have a better understanding of how to navigate within Viewpoint. After completing this lesson, you will: Know how to customize your grids to speed up data entry Understand how the filter bar can help you easily access records. Understand your printing and exporting options. Page 3

4 Introduction to Grids Most of the forms in Viewpoint have at least two tabs: an Info tab and a Grid tab. The Info tab is used to enter data in a standard data entry format, while the Grid tab is used for entering data in a grid format. You do not have to pick one method or the other. Regardless of which method you use at a given time, the data is stored in the same place and can be later accessed in either form. If you plan to use grids as your primary method for data entry, there are a number of features available to help streamline the entry process. By taking advantage of these features, you can ensure that your grids are as entry-efficient as possible. If you do not plan to use the grid format for normal data entry, you can still use it to view records or as a quick and easy method for editing records, especially in situations where you are editing the value of a specific column for all records. Using the grid will allow you to edit the value in a record, then down arrow to edit the value in each successive record. When there are numerous records to edit, this method is generally much quicker than accessing each record individually on the Info tab. Hiding Grid Columns Hiding grid columns reduces data entry time by eliminating the need to tab or enter through fields in a grid that you don t use. It also decreases the size of the grid, which in some of the larger grids, can be particularly helpful. To hide a column in a grid: 1. Click on a cell in the column you want to hide and press [F3]. 2. Select either the User Overrides tab or the System Overrides tab. The User Overrides tab will affect the grid for your user id only. The System Overrides tab will affect everyone. Only Form Administrators (as designated in VA User Profile) can set system overrides. 3. Clear the Show in Grid option by clicking in the box. Checkboxes in this form initially default as null (box is shaded), indicating that no override has been set for the input and that it will use the standard default defined for the input. (See Figure A) 4. Click Apply followed by OK when your changes are complete. Page 4

5 Figure A. Clear the Show in Grid box to remove column from grid. Boxes default as Null (shaded). Column Widths Column widths and the grid splitter (separates the key columns from the non-key columns) can be changed as follows: 1. Move your cursor to the right border of the column heading until your cursor changes to the column resize pointer ( ). 2. Click and drag the border to the right to increase its size or to the left to decrease its size. If you are resizing a key column, you may need to move the grid splitter to make room for it. (See Figure B) 1. Move the cursor to any position on the splitter bar until it changes to the splitter reposition pointer ( ). 2. Drag the splitter to the size you prefer. 3. Resize the key column widths as desired. Your changes will remain in effect until you make further changes or until you use the Reset Column Widths option under the View>Columns menu. These changes affect only your user id. Page 5

6 Figure B. Grid splitter and splitter reposition bar highlighted. Column Order Non-key columns can be rearranged in the grid to suit your individual needs. Changes affect only your user id. To change your column order: 1. First, unlock your columns. From the View menu, select Columns and then Unlock Column Order. 2. Move your cursor to the column heading you want to move, which will change your cursor to a down arrow ( ). 3. Click and drag the column to the position you want. 4. Once your columns are in the positions you want, unselect the Unlock Column Order option from step 1. Warning: Do not move columns that are dependent upon another column, as this can interfere with field validations. For example, if a grid contains job-related columns (e.g. JC Co, Job, Phase, and Cost Page 6

7 Type), you should not change the order of any of these columns because the Job column depends on the JC Co column, the Phase column depends on the Job column, and the Cost Type column depends on the Phase column. Changing the order of these columns will cause errors when entering data. To reset your columns back to their default order select the Reset Column Order option from the View>Columns menu. Show All Type Columns This option allows you to control the display of line type columns in the grid. Examples of grids that have a line type are AP Transaction Entry, AR Invoice Entry, and PO Purchase Order Entry. When this option is left in its default unchecked state, only the fields related to your chosen line type will display. For instance, in AP Transaction Entry, if you are looking at a Job line type, you will see JC Co, Job, Job Desc, Phase, JC CT, and JCCT UM in the grid. (See Figure C) Figure C. Line type Job displays job-related fields Show All Column Types is available under the Options menu. It is only available when the grid has a line type. When this option is checked, the grid displays the fields related to Jobs, Purchase Orders, Subcontracts, Work Orders, Expenses, and Equipment regardless of the line type. (See Figure D) The fields not related to the Job line type typically display to the far right of the grid. Note: This option is intended for viewing purposes rather than for data entry. Once you close the form, the grid resets to the default unchecked state. Page 7

8 Figure D. Show All Type Columns displays all columns regardless of line type. Filter Bar The Filter Bar is accessible in three different ways. 1. Select the Filter Bar option from the View menu. 2. Click the Grid button ( ) on the Toolbar and select Filter Bar. 3. Right-click anywhere in the grid and select Filter Bar. The Filter Bar allows you to filter records in the grid so that you can easily locate a specific record or set of records. Let s say you want to see all active AP Vendors located in the city of Portland. In the Filter Bar, check the Active box and enter Portland in the City column. Only Vendors that are Active and located in Portland will display in the grid. (See Figure E) You can also use comparison operators (<, >, <=, >=, =) or wildcards (* or %) to filter data in the grid. For example, if you enter *8 in a filter column, the grid will display values that contain the number eight. Note: You can still add records while filtering the grid. If you try to enter a value that already exists in the table, an error message will alert you to it. If you add a record while filtering, and the data in the record doesn t match your filter, your new record will disappear from the grid when you save it. However, the record is still saved. Page 8

9 Figure E. Grid displays records filtered by Active status and Portland Filtering records in the grid is also useful when you want to print the grid or export it to another program, such as Microsoft Excel. We ll discuss exporting grids later in this lesson. Grouping Bar The Grouping Bar is accessible in three different ways. 1. Select the Grouping Bar option from the View menu. 2. Click the Grid button ( ) on the Toolbar and select Grouping Bar. 3. Right-click anywhere in the grid and select Grouping Bar. The Grouping Bar allows you to group records together based on specific values. For instance, you could group the AP Vendor Master grid by Active Vendors vs. Inactive Vendors. To do so, activate the Grouping Bar and then drag the Active column heading to the bar. (See Figure F) Note: You can review or edit records as desired. Records cannot be added to the grid while in group mode; however, you can move over to the Info tab, enter a new record, then move back to the grid and the new record will be saved in the appropriate group. Page 9

10 Figure F. AP Vendor Master Grid grouped by Active versus Inactive Vendors Descriptions Above Grid This option allows you to choose whether to display data descriptions above the grid. (See Figure G) This option is available when you have at least one field description set to Show Above Grid Only in Field Properties (F3). By default, this option is checked but you can toggle it on and off as follows. 1. When in a Grid, select Descriptions Above Grid on the View menu. 2. Right-click anywhere in the grid and select Descriptions Above Grid. 3. Click the Grid button ( ) on the Toolbar and select Descriptions Above Grid. Figure G. Contract Item description displayed above the grid Page 10

11 Editing Grid Records To edit records in a grid, you must activate the edit mode for the cell you want to change. Tabbing to a cell or clicking in it with the mouse selects the cell, it does not place you in edit mode. When the cell is selected, you can overwrite the contents, but if you want to edit the contents you must activate the edit mode. You can activate the edit mode using either of the following methods. Double-click with your mouse in the cell you want to change. With your cursor in the cell, press [F2] on your keyboard. Click with your mouse or navigate with the arrow keys to move around in the cell. Tab off the cell to exit edit mode and move to the next cell. Deleting Grid Records You can delete records in a grid using any of the following methods. With your cursor in the record/row you want to delete, click the Delete button ( ) on the Toolbar. With your cursor in the record/row you want to delete, select Delete from the Records menu. With the entire record/row highlighted, press [Delete] on your keyboard. If you want to delete multiple records at once, you must use one of the previous two options. To delete multiple records/rows at once, select the records you want to delete. To select multiple records that are in consecutive order, hold the [Shift] key while you select them. To select multiple records in random order, hold the [Ctrl] key while you select them. When your records are selected, click the Delete button ( ) on the Toolbar or select Delete from the Records menu. Print Preview/Print The Print Preview option displays a preview of the grid records that will print when you select the Print option. (See Figure H) Select the Print Preview Option using one of the following two methods when in a grid. 1. On the View menu, select Print Preview. 2. Right-click anywhere in the grid and select Print Options followed by Print Preview. Page 11

12 Figure H. Print Preview of JC Job Phases grid using default Print/Export Options Print/Export Grids You can choose to print grid records or export them to another program such as Microsoft Excel. If you filter the grid to show specific records, only those records will print/export. The same is true if you hide columns. This can be useful when you want specific information that is not available in a standard report. Access the Print/Export Options form as follows. To Print a grid, right-click anywhere in the grid and select Print Options followed by Print. To Export a grid, right-click anywhere in the grid and select Export Grid. If you select the Print option, the Action field in the Print/Export Options form will default to Print and you will not be able to change it. If you select the Export Grid option, the Action field in the form Page 12

13 provides a variety of export formats, such as Adobe PDF, Rich Text Format, Microsoft Excel, HTML, etc. (See Figure I) Figure I. Export Format Options For detailed descriptions of the fields on this form, see the Viewpoint Help Topic titled Using the Grid Print Preview/Print/Export Options. Page 13

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