Manage Lists

A platform manager or list managers (users with the Manage list categorytask) can handle all types of lists. Users with other roles may access some lists specific to their roles.

From Reporting, select Manage listsand then select Manage basic and advanced lists.

There are two types of legacy lists which enable you to directly query your database.

  • Basic lists enable users to create queries based on topic templates. Each topic template includes specific filter criteria (to limit your results) and output options (what to show in the results). You'll select an appropriate topic template based on what a query or for or who needs the results.

    See basic lists for more information.

  • Advanced lists are ad hoc queries. Each object in an advanced list corresponds to a table and data in your database. You can join objects together to create lists of data from multiple tables of data. You can also choose how to filter the data and which data to show in the output. These lists require advanced knowledge of how to write and work with SQL statements. You also need a firm understanding of how data in stored in various tables for your school's database. Use advanced lists to create specific, customized queries without the constraints of basic lists.

    See advanced lists for more information.

  • For detailed step-by-step instructions and an example scenerio, see the Advanced Lists tutorial.

Other lists (known as SKY lists) are found throughout 'Blackbaud's Education Management'. Regardless of where you find them, each one will typically function in similar ways to other SKY lists.

To quickly find a specific record, enter search criteria — such as the name of the constituent — in the Find in this list field.

To choose the information to view about records in a list, select Choose columns , choose which details to include, and select Apply changes.

Select the column header. Drag and drop it to the desired location.

Select a column header to sort by that information. Select it again to reverse the sort order.

To view only records that share specific characteristics, select Filter and choose the criteria of the items to work with. The filters available depend on the type of records in the list. For some filters, you can select multiple criteria. Then select Apply filters.

Select + New. A duplicate of the existing list appears in a new tab.

By default, the creator owns the list and can restrict who can change it.

After you adjust a list to show only the information you want, consider saving it for future use. For example, consider saving a list of candidates who requested financial aid or who were wait-listed. When you open the list again, it'll show the latest records that meet the same criteria.

  • Select Save, enter a unique name, and then select Save.

  • You can also use Save as to create a copy of an existing list with many similarities but also slight variations.

By default, the creator owns the list and can restrict who can change it.

When a list has unsaved changes, an asterisk (*) appears next to its name.

By default, the creator owns the list and can determine whether others can access/view or manage it. You'll probably set the sharing details when you create and save the new list.

To change the settings for an existing list, from Reporting, select Manage lists and locate the list name. On the list row, select the ellipsis (...) and choose Edit details. Select your settings for sharing and Save your changes.

By default, the creator owns the list and can rename it. From the list, select Edit details, enter a new Name, and select Save.

You can open a saved list, such as to view its records or edit its filters (depending on its settings for sharing).

Select Open. Then browse to or search for the existing list. If multiple users have saved lists, you can select Only my lists to limit the results.

Only lists you have access to view appear. If you suspect you need access to a list that does not appear, contact the list creator or owner.

To help prevent confusion, you can't open multiple instances of a saved list at the same time.

Select Export to download a comma separated value (.CSV) file of the current list for use in other spreadsheet applications, such as Microsoft Excel. The file is downloaded to your local computer based on the default settings for your internet browser.

To print a list without photos:

  • First Export the list and then use the Print function built into your spreadsheet application, such as Microsoft Excel.

  • For athletic rosters, run and then print an athletic report. For instructions, refer to Sports & teams.

To print a list with photos:

  • First minimize the number of Columns displayed to ensure the columns for user photos and names will fit on a row when printed. Then use the Print function built into your internet browser. If your list includes more than 20 people, you'll need to print the first "page" of the list, select the next page, print the next page, and so forth.

  • Alternatively, consider finding a group that includes the desired individuals. From the Group page, select Roster. All members of the group will appear with their photos and the list is not paginated when longer than 20 members. Then use the Print function built into your internet browser.

To remove a saved list you no longer need, find the list row from Manage lists, select ..., select Delete and then Confirm you want to permanently remove the saved list.

In most cases, only the owner of a list can delete it. However, in cases where the user who owned a list is no longer included as a user in the system, any user can delete the list.

  • From Reporting, select Manage lists.

  • Select Build a new list.

  • Select a type of list to build.

  • Edit the list.

  • When you Save the list, you determine who can view and edit it.

You find some SKY lists embedded in other user workflows. Some users may only be able to access specific lists for their security roles. Rarely, SKY lists are also called "filterable views." SKY lists are newer than basic and advanced lists.

For Sky Lists in specific 'Blackbaud's Education Management' products, security roles determine who can own a list and (to some extent) who can see, copy, or edit them.

In general, the user who has rights to manage the data can also manage the corresponding list. For example:

  • An admissions manager can manage the Candidates list.

  • A schedule or course manager can manage the Courses list.

  • A nurse can manage a Medical list.. Medical information is protected by additional security. Thus, even platform managers (who aren't nurses) can't see Medical lists.

The owner of a list can also determine who to share a list with for editing or view purposes. For example:

  • An admissions manager started with the default Candidates lists. Then, the user filtered the list to only show candidates who meet specific criteria. The user Saved this customized list. The owner of the new, customized, saved, Candidates list wanted to Share it with another admissions manager so that person could View the list but not change it. The owner didn't want the viewer to be tempted to change the list filters the owner set up. Thus, the owner of the list gave the other admissions manager rights to view and copy, but not edit, the new list.

The default Sky Lists are designed with specific user workflows in mind. Thus, default lists that seem similar may not include the exact same filters or available columns. This conservative approach is intended to prevent lists from becoming "bloated" with filters and columns that most users never need to use. For example:

  • Many lists (such as the Users Lists) enable list owners to view a block summary of addresses as an available column. However, only lists typically exported for use with mail merges also have columns available for each aspect of the address (zip code, state, address line 1, address line 2, etc).

    If a list you use regularly does not include the specific filters or columns you expect, and you believe it should include them, we encourage you tell us more in Ideas section of visit the K-12 user community. When you post an idea, please let us know a little about your situation and the goal you are trying to accomplish, so we can best understand the context of your idea. Instead of only asking for a zip code column, we'd love to hear about your communications work flow. Then, if there is already a better list for that, we can direct you to it. If we need to consider further developing existing lists to meet your needs, the information you provide gives us useful context. From the added context, we may know that you'll need more than just a zip code column to complete your mail merge.

Users who can access any list for an 'Blackbaud's Education Management' product, can also access a central location for managing all of the lists they have rights to in that product. (In other words, they now have the Manage lists task enabled.) From Reporting, select Manage lists. You can then:

  • Create a new list

  • View a list

  • Edit the details of a lists (including name, and ownership)

  • Copy a list (Save as)

  • Delete a list (based on ownership and security rights)

Select the (...) on a list's row to manage it.

Since Manage lists is itself a SKY List, you can search it, customize how data appears in the list, and even export it for use in another spreadsheet application.

Looking for something else? Consider searching the help for "rosters" or "mailing labels."