Purpose
This article explains how to use the recordkeeping grids in Safety Management Suite. Grids provide efficient, centralized displays for viewing, filtering, sorting, and exporting data. The examples use the Chemicals Product List grid, but the functionality applies to all recordkeeping grids in SMS.
Steps to Follow
Recordkeeping grids offer efficient, "one stop shop" displays for Safety Management Suite users to see various data in one "view". For demonstration purposes, this article specifically showcases the grid for the Chemicals Product List. This information can easily be replicated for other recordkeeping grids in SMS.
Accessing Grid Controls
To the right of any recordkeeping grid, select Columns, Filters, or Actions.
Columns
From the Columns flyout, select the data columns to display. The grid updates automatically as you make selections.
Rearrange columns by clicking and holding a column header, then dragging to the desired position.
Resize columns by dragging the edge of a column header. Double-click the edge of the column to auto-size.
Other Column Functions:
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Hover over a column header to reveal a stack of lines; click to open additional options.
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Filter within Columns: Some column filters allow for specific selection/s or selecting variables (Contains, Equals, etc.). Other columns that are "Company Data" are searchable filters, as shown in blue. For more specific information and features about the filtering functions, see the FILTERS section below. |
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Column Selections: Click the column icon to reveal another place to select additional/deselect current columns. |
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| Click a column header to sort the grid data in ascending or descending order. |
Filters
Filters narrow down grid data to display specific results.
Righthand Filters Menu
Click the arrow next to each column name to reveal Filter options. Select or deselect data to include. The grid updates automatically as selections are made.
Filter by Column Headers
Hover over a column header to reveal the stack of lines icon. Click to open additional options, then click the filter icon.
Search Filters Row
Search and filter right within the grid to reveal specific data. Click into the search bar under a specific column to type and filter as needed. Select multiple values from the list to display in the grid.
To remove a filter for a specific column, you can click the X in the search field.
Hide/Show Filters
Click the cog wheel to the right of the grid and select Hide/Show Filters.
Clear Filters
Click the cog wheel to the right of the grid and select Clear Filters.
Reset Filters
Click the cog wheel to the right of the grid and select Reset if you'd like to completely reset the grid to the system's default view.
Actions
Actions allow you to export, import, or generate CSV, Excel, or XML files based on the current grid view.
Import/Export
The Import and Export functions take you to the Import/Export Center. This is where you can import large data sets in mass, or export all of your records out of the site. Exports are in the same format required for a subsequent import, in the event a mass update is needed.
Grid Reporting
To generate a CSV file of your entire grid (including all pages of grid data and all filters/columns you have exposed/set), select Generate CSV under the Grid Reporting section.
Reporting from Selection
If you want to generate a report that includes only select data from your grid (ex. only 3 of the results from the grid), you can do so by selecting the checkboxes next to the desired rows. Then, click the Actions tab. Select your preferred file format from the Report From Selection section.
Managing Selection
Here you can also "Manage" your selection by copying the data into another type of document on your device (i.e.. an Excel file), or by deleting the selected data and its associated information/tasks from the system entirely.
Saved Views
To the right of the grid and located above the Columns/Filters/Actions buttons, locate the cog wheel. When you filter, add columns, etc. in order to view specific sets of data, you are able to save and name that grid configuration to view another time. Additionally, you can set a configuration as a "default", allowing the page to load up that default view anytime you return to the grid.
Save a New View
When all desired data is displayed in your grid, and you'd like to save this view for future reference, click Save a New View.
Enter a name for the view. If you'd like this view to be the default for each time you return to this grid, check the box for Default View.
To save any additional grid configurations that you set, click the Save button.
Name the view and click Save.
You will see your list of Saved Views populate in the Saved Views box. Simply clicking on the name will display that view in the grid.
Edit or Delete a View
To edit a view, click the pencil icon next to the name of the view. Here you can change the name or set/unset it as a default view.
To delete a view, click the trash can next to the desired view. You will be prompted to confirm the deletion.
Note: Once a view is created, you are not necessarily able to make changes to that view. If you decide to add additional filters, columns, etc. to that view, you will need to save it as a new view. You can then delete the previous view if needed.
Quick Definitions
| Action | Function | Location |
| Hide (or Show) Filters Row | Hides the Search to Filter Row under each column |
The cog wheel in the upper right of the grid
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| Clear Filters | Clears all active filters |
The cog wheel in the upper right of the grid
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| Reset View | Clears all active filters and resets all grid columns to the default state when the page loads |
The cog wheel in the upper right of the grid
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| Select All/Deselect All | Select/Deselect all rows on the page |
Above the grid, upper-left corner |
| # of Rows Selected | Notes how many rows across the entire grid are selected. |
Above the grid, upper-left corner |
| Pagination | Shows what page you are on and how many pages there are. (The double arrows bounce you to the last/first page of the grid) |
Below the grid, lower-right corner |
| Columns | Opens selector for all grid columns |
Right-hand grid menu |
| Filters | Opens selector for all grid filters |
Right-hand grid menu |
| Actions | Opens selector for all grid-level actions |
Right-hand grid menu |
| Import Data | Opens the Import Center with the data set and "Import" pre-selected |
Right-hand grid menu > Actions |
| Export Data | Opens the Import Center with the data set and "Export" pre-selected |
Right-hand grid menu > Actions |
| Grid Reporting - Generate CSV | Will generate a .csv file of all data in the entire grid, across all pages. |
Right-hand grid menu > Actions |
| Report From Selection - Generate CSV | Downloads a .csv file with all rows, all exposed columns, with column headers |
Right-hand grid menu > Actions |
| Report From Selection - Generate Excel (.xlsx) | Downloads a formatted .xlsx file with all rows and all exposed columns with headers |
Right-hand grid menu > Actions |
| Report from Selection - Generate Excel (.xml) | Downloads an .xml file with all rows and all exposed columns with headers |
Right-hand grid menu > Actions |
| Manage Selection - Copy | Copies all cell data for selected rows to the clipboard |
With row(s) selected, Right-hand grid menu > Actions or Right-click the row in the grid > Copy |
| Manage Selection - Copy with Headers | Copies all cell data for selected rows with column headers to the clipboard |
With row(s) selected, right-hand grid menu > Actions or Right-click the row > Copy |
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Manage Selection - Print Form 301 Only visible in Incident Recordkeeping |
Allows for printing of Form 301 for selected rows |
With row(s) selected, right-hand grid menu > Actions |
| Manage Selection - Delete | Deletes selected rows from system after confirmation modal |
With row(s) selected, right-hand grid menu > Actions > Delete or Menu in the grid > Delete |
| Row Menu | Opens the row-actions menu (View, Edit, Delete, etc. for this record |
Grid Column 2 on the load page |
| View | Opens the view page for this record |
Row Menu > View |
| Edit | Opens the edit page for this record |
Row Menu > Any of the edit options |
| Add | Adds to this record without opening view/edit page (note, attachment, task, etc.) |
Row Menu > Any of the add options |
| Delete (Single) | Deletes this record only |
Row Menu > Delete |
| Sort |
Clicking the column header once sorts the data in ascending order (low to high, old to new, etc.) Clicking the column header twice sorts data in descending order (high to low, new to old, etc.) Clicking the column header three times resets the the order to the default when the page loaded |
Column header (on-click) |
| Column Header Menu | Opens the column actions menu |
Column header (on- hover) |
| Pin Column | Pins/Un-pins the column from the left or right |
Column Header Menu |
| Autosize this Column | Adjusts this column width to fit column data |
Column Header Menu  |
| Autosize All Columns | Adjusts all column widths to fit column data |
Column Header Menu |
| Reset Columns | Resets all grid columns to the default when the page loads |
Column Header Menu |
| Filter | Adds filter for this column |
Column Header Menu |
| Reset Filter | Clears filter for this column |
Column Header Menu |
| Add/Remove Column | Adds or removes columns from the grid |
Column Header Menu |
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