---
title: "List Building"
slug: "list-building"
updated: 2026-09-29T15:19:48Z
published: 2026-09-29T15:20:45Z
canonical: "guide.youraspire.com/list-building"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# List Building

## Purpose

Each module (except **Calendar** and **Scheduling**) and the details screen in the **Reports** 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 apply again later.

This article shows you how to save these customized lists, also called advanced searches, use them later, and share them with others in your organization.

## Saving a list

> [!TIP]
> **Tip:** Before you create and share many lists, consider creating a generic list-building contact and user 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 don't have to be rebuilt when people leave the company.

1. After you build a list using the filter, display, sort, and group options, select **Save**. The **Advanced Search Save** window opens.

![Advanced search settings for properties, including user access and row options.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1790691395164.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)
2. In the **Name** field, enter a unique name for the list. This name appears in the list dropdown after you save.
3. In the **Rows per Page** field, enter how many rows you want to see on a single page.
  - Most lists allow a maximum of 500 rows, and the allowed range appears below the field. Aspire recommends using the maximum so the list has as few pages as possible.

> [!WARNING]
> **Important:** **Rows per Page** controls how many records appear on each page. It doesn't control how many records the list loads. When you open a search list, Aspire loads up to a set number of records, and that number varies by list.
> 
> 
> 
> If a list has more records than that, some aren't loaded. To load every record, select the database icon at the right end of the toolbar ![Icon representing a database with an add button for data management.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1790691957474.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D). The result count at the bottom of the list then updates to show the full total.
4. To make this list your default whenever you open this module or search screen, select the **My Default** checkbox. For example, if "Ashley's Branch" is your default Properties list, it appears each time you open the **Properties** module. Branch managers can use this to see only the properties they oversee.
5. The **Wrap Text** option wraps long text onto an additional line instead of cutting it off.
6. In the **Share With** section, choose the individual users or roles you want to share the list with.
  - To share with a user, select the **Select User** dropdown at the bottom of the window and start entering the person's name. When their name appears, select it.
  - To share with a role, select the **Select Role** dropdown at the bottom of the window and start entering the role name. When the role appears, select it. Only System Administrators can share lists with roles.
  - For each user or role, choose an option from the **Access** dropdown: **Edit** lets them change the list, and **View** lets them only view it. System Administrators can also select the **Default** checkbox to make the list the default for that user or role.
  - Repeat the steps above for each user or role you want to add.
  - To remove a user or role, select the trash can icon next to their name.
7. When you're done, select **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 is shared with, it appears in the **Shared with Me** section.

![Dropdown menu displaying created by me and shared with me property checklists for user management.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Created%20By%20Me%20-%20Search%20List.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)

## Selecting a saved list

To view saved lists, select the dropdown at the top of the search screen.

![Search bar with options for selecting the default search system in a user interface.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1790693440520.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)

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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/saving-and-sharing-your-created-lists-image-iafs51qu.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)

## Editing a saved list

If you created a list, or a list was shared with you with **Edit** access, you can change and save it.

Change the filter, display, sort, and group options, and then select **Save**. The **Advanced Search Save** window opens again so you can update any of its fields.

> [!WARNING]
> **Important:** If you edit a list that's shared with you, your changes also apply for everyone else the list is shared with.​

## Saving a new version of an existing list (Save As)

To build on someone else's list without changing their version, select the three-dot menu, and then select **Save As**.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/saving-and-sharing-your-created-lists-image-qdjju5ll.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)

The **Advanced Search Save As** window opens, where you can name and share the new version of the list.

## Deleting a saved list

1. Select the list from the list dropdown.

![List dropdown menu showing options for saved lists in your system.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Select Saved List.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)
2. Select the three-dot menu, and then select **Delete List**.

![Menu options displayed with 'Delete List' highlighted for user action.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1790694773413.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)
3. In the confirmation message, select **Confirm**.

## 

## Creating a dashboard metric from a saved list

To create a dashboard metric directly from a saved list without leaving the module:

1. Apply your filters, display settings, grouping, and sort order.
2. Save the list if you haven't already.
3. Select the three-dot menu, and then select **Create Metric**.

The **Create Metric** window opens.

- The **Element Type** and **Selected Search** fields are filled in for you and can't be changed.
- Complete the remaining fields, and then select **Save**.
- The window closes and you return to the search list.

**Create Metric** is available only when you're viewing a saved list. It's unavailable if the list hasn't been saved yet. For more information, see [Navigating, Editing, and Creating a Metric](https://guide.youraspire.com/docs/navigating-editing-and-creating-a-metric).

## Things to know

- When you share a list with all users or all roles, recipients can't remove it.
- If you select **Share With All Roles**, users without an assigned role don't receive the list.
- If you share a different list as the default with the same user or role, the most recent default replaces the earlier one.
- Selecting **Default** when you share a list overrides the recipient's **My Default** list. The **Default** option isn't available when you select **Share With All Users** or **Share With All Roles**.
- If you remove a shared default list from a user or role, they see the system default list instead.