Lists, filters & columns

Contacts, Leads in list view, Estimates, Proposals, Projects, Permits, Invoices and Claims all share one table. Each has the same toolbar across the top: a Search box on the left, then Export, Filters and Columns on the right, and a gear for saving your layout. Learn it once and it works everywhere.

Type in the Search... box at the top left of the table. It matches anything on the row, including columns you have hidden, so you can find a record by a field that is not even on screen. Capitalization does not matter, and the list narrows as you type.

Filters are rules you build yourself, so you are not stuck with a fixed set of tabs. A row has to match every rule to show.

1. 1Click Filters in the toolbar.
2. 2Click Add filter, then pick a column, an operator, and a value.
3. 3The operators are Contains, Equals, Starts with, Ends with, Is empty and Is not empty. The last two take no value.
4. 4Add up to five rules. Click Apply when you are done.
5. 5The Filters button shows how many rules are live. Click Clear, then Apply, to drop them all.

The rule builder offers every column the list has, not just the ones showing. That is how Leads filters by Source and Claims filters by Stage even though both columns are hidden out of the box. Set the rule, and the rows narrow without the column taking up space.

Click a column heading to sort by it. Click again to reverse it, and a third time to put the list back in its default order. Columns with no heading text, like a trailing actions column, are not sortable. Hiding the column you sorted by clears the sort rather than leaving rows in a mystery order.

1. 1Click Columns in the toolbar.
2. 2Tick or untick a column to show or hide it, or use Show all and Hide all to move in bulk.
3. 3Use the "Search columns..." box if the list is long.
4. 4A column tagged Locked is the one that identifies the row, so it cannot be hidden.
5. 5Click Edit to drag the columns into the order you want, then Save.
6. 6To change a width, drag the divider on the right edge of a column heading.

Hiding, reordering and resizing are yours to try out first. Nothing is kept until you save, and a dot on the gear tells you there are unsaved changes.

1. 1Click the gear at the right end of the toolbar.
2. 2Save layout keeps what you have set up.
3. 3Discard changes throws away what you were trying and puts back your last saved layout.
4. 4Reset to default drops your saved layout entirely and returns the list to the way it shipped.
5. 5Layouts are saved per screen and to your login, not to your company, so yours can differ from your teammates and it follows you to any device you sign in on.

Only the column layout is remembered. What you typed in Search, the filter rules you built, and the column you sorted by all reset when you leave the page. There are no named or saved views yet.

Every list screen exports itself, so you do not have to run the full records export just to get one list out.

1. 1Search or filter first if you only want part of the list.
2. 2Click Export, then Export as CSV or Export as JSON.
3. 3You get exactly what is on screen: the rows left after your search and filters, in the columns you have showing, in the order you sorted them. Page size makes no difference, the whole filtered set comes across.
4. 4Contacts is the one exception. Its CSV is the full re-importable sheet, so it round-trips straight back through the contact import.

The pager at the bottom of a table has a Rows per page picker, and changing it there lasts until you leave the page. To change it everywhere and for good, go to Settings → Appearance → Datagrid display. You can pick 10, 25, 50 or 100, and new accounts start at 25. The same section has "Always show pagination", which keeps the pager on screen even when everything already fits on one page.

Finished work leaves the working lists on its own, and nothing is deleted. A job that is Complete, fully paid, free of open warranty claims and not still billing on a recurring schedule files itself into Archives, and its invoices and permits go with it. A declined, expired or superseded estimate that never became a job goes there too. Open Archives under Library in the sidebar to find them, or open the job and click Restore project to bring it back into the working list.

Managolio is the same site on a phone as it is on a laptop, so there is nothing to install and no separate login. The lists adapt rather than shrink.

1. 1Export, Filters and Columns fold into a single "..." button that opens a panel from the bottom of the screen. The New or Import button for that list is in there too.
2. 2Tap the menu icon at the top left to slide the sidebar out, and the magnifying glass beside it to open search.
3. 3On a record page, secondary buttons like PDF and Email customer move into the "..." menu in the header.
4. 4The collapse handle on the edge of the sidebar is a desktop feature. On a phone the sidebar is a drawer instead.