Purpose
Each module (except Calendar and Scheduling) and the details screen in the Report module has a search list with customizable filters, sorting, grouping, and display options. When you customize a list with these options, you can save your customization so it’s easy to re-apply them later.
This article shows you how to save these Advanced Searches, use them later, and them with others in your organization.
Saving a list
Tip: Before creating lots of lists and sharing them with others, consider creating a generic List Building contact and user profile with System Administrator permissions (First Name: List, Last Name: Admin). When you or someone else needs to create an important list, log in as the List Admin user. That way, important lists won’t have to be rebuilt when people leave the company.
Once you’ve built a list using the Filter, Display, Sort, and Group options, click the green Save button to save the list. This opens the Advanced Search Save box.
The Name field lets you give the list a unique name. This is the name that will appear in the dropdown list once the list is saved.
The Rows per Page field lets you choose how many rows you want to see on a single page. Most lists in Aspire allow a maximum of 500 rows. The allowed range is listed below the text field. Aspire recommends using the maximum number of rows when saving a list to allow for the least number of pages.
Checking the My Default box makes the saved search the default whenever you use that specific module or search screen. In the example below, the list “Ashley’s Branch” will be displayed each time the Properties module is opened.
If I'm a branch manager, this is great for only seeing the properties that I oversee.The Wrap Text option allows the system to wrap the text to an additional line of text instead of cutting off the text.
In the Share With… section, you can choose individual Users or whole user Role types to share the saved list with!
To share the list with a User, click the Select User drop-down at the bottom of the modal and start typing the person’s name. When their name appears, click it to add them to the share list.
If you’re a System Administrator, you can also share a list with specific Roles. To do so, click the Select Role drop-down at the bottom of the modal and start typing the name of the Role you want to share the search with. When the Role’s name appears, click it to add it to the share list.
When sharing with a User or Role, click the Access drop-down choose whether Users or Roles can Edit the list or only View it. If you’re a System Administrator, you can also check the Default checkbox to make the saves search the default for a User or Role.
Repeat steps 6a-c as for as many Users and Roles as you like. If you need to remove a User or Role, simply click trash can icon next to the User or Role.
When you’re done making changes, click Save.
The saved list appears in the dropdown at the top of the screen. If you created the list, it appears in the Created by Me section.
For anyone the list was shared with, it appears in the Shared with Me section.
Selecting Saved Lists
To view existing saved lists, click into the dropdown at the top of the search screen:
This dropdown allows you to view lists that have been created by you, shared with you by others in your organization, and system default lists.
Editing a Saved List
If you created a list or have Edit access to a list that was shared with you, you can make and save edits to the list. Simply change the Filter, Display, Sort, and Group options and click Save. This will reopen the Advanced Search Save modal, so if you need to make changes to any of those fields, that’s your chance!
📌 Note: If you’re making changes to a list that has been shared with you, this will also affect the list that other people view.
Once you have made your needed changes, click the Save button.
In the example below, we’re changing the name of the list from “Ashley’s Branch” to “Ashley’s Branch Properties" to be more specific. Once we click Save, the changes will apply for everyone the list is shared with.
Saving a new version of an existing list (Save As)
There may be times where you like someone's list but want to add things to it without affecting their list.
To do this, click the three-dot menu and select Save As.
This will open the Advanced Search Save As window and allow you to name and share the new version of the list.
Deleting a saved list
Select the list from the lists dropdown.
Click the three-dot icon and select Delete List.
Click Confirm in the confirmation pop-up.
Creating a dashboard metric from an advanced search
If you've saved your advanced search list and want to create a dashboard metric directly from it, you can do so without leaving the module:
Apply your filters, display settings, grouping, and sort order.
Save the search list if you haven’t already.
Open the More menu and select Create Metric.
This opens the Create Metric modal:
The Element Type and Selected Search fields are pre-filled and locked.
Complete the remaining fields and click Save.
After saving, the modal closes and you're returned to the search list screen.
The Create Metric option is only available when viewing a saved search list. It is disabled if the list hasn’t been saved yet. For more information, see the Metric Element screen.
Final notes
Once you share a list with all, the recipients cannot remove it, ensuring consistent visibility over who has been granted access.
If you select Share With All Roles, the list will not be sent to users without an assigned role.
The most recent selection overrides the previous list if you decide to share and default to another advanced search list with the same user or role.
Checking Default will override the My Default advanced search list for any user or role you share with unless you have selected Share with All Users or Share with All Roles in which case the default option will not be available.
If you remove the default shared list from a user or role, the user will see the default system list instead.
Now you know all about saving and sharing customized lists in Aspire!