# Basic use Registers feature consistent navigation. This includes: * Left panel [Register menu](/concepts-and-fundamentals/on-a-computer/navigation.md#registers-menu) and [Filter menus, filters and counters](#filter-menus-and-filters) * Right panel View panel Once you've [navigated to a module and register](/concepts-and-fundamentals/on-a-computer/navigation.md), you'll reach a datagrid. There are multiple ways to navigate here including different [views](#views), [menus, filters and counters](#filter-menus-and-filters), [search](#using-the-search). These are summarised below:

Once you've decided on what data you want to see, you can use [select a view](#views) to control how the results are presented in the view panel. For the datagrid this will include a [grid presentation of items](#viewing-the-datagrid-and-items-list) and for the [map view](#map-view) this will be a [geospatial presentation of items](#viewing-items-from-the-map). ## Views Datagrid is the default view mode, however Map mode is also available. To toggle between these modes use the corresponding grid icon. The two main view modes are: * Datagrid

* Map

These icons can be found at the top right of the Register navigation bar. *** ## Datagrid View The Datagrid by default shows all items listed over a number of pages. The following filters are available to refine the list. ### **Filter Menus and Filters** The easiest way to filter and view a list of items is to use a Filter menu. Filter menus are grouped by categories. You can expand a category using the arrow symbol on the left of the category name. Some filters are initially hidden. These are usually ones that will most likely return no result, for example those without [counters](#counters). #### Counters Filters are sometimes accompanied by counters. These tell you how many items should be in the results. Counters in red (such as Overdue, Assigned etc) usually require actioning.

Filters in the main category
with counters in red and blue

#### Activating a Filter To activate a Filter, use the relevant blue link. The MAIN filters include frequently used presets. These vary from register to register but include: * **Active** - any items that are in progress and not closed * **Recently Updated** - items updated recently (i.e. in the last week) * **Assigned to Me** - items either assigned to a position that is in your user profile, or to your user individually * **Overdue** - items that have a due date set that have passed that date * **All** - includes everything including items that have an active or inactive/closed status #### Refreshing the Filters and Counters Sometimes the filters and counters can get out of date and need to be refreshed. This should result in more accurate counters and unhiding of active filters. To refresh, use the Refresh

button. {% hint style="info" %} Sometimes other factors can cause filters and counters to be out of date. In this case the system may more help to refresh. If you're consistently finding inconsistencies, you can use the [Reload App Data](/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties.md#app-data) under Diagnostics in the User menu or try refreshing the page. {% endhint %} ### **Searching** To filter the datagrid use the Search icon

in the Navigation Bar to open the Search Bar or activate the Register filters using the Filter icon

. More information on the search parameters can be found in the [Searching and Querying](/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers.md) section. ### Datagrid controls Items presented are determined by the currently activated filter and any datagrid controls enabled. Datagrid controls are found at the top and bottom of the [items list](#conceptualoverview-status-priority-and-progress). These determine both how the data will be presented and what actions can be performed on it. By default, it presents 25 items per page sorted with the most recently updated at the top. It is not necessary to change these controls to use the datagrid.

Controls include (clockwise): *

[Refresh](#refreshing-the-datagrid) *

[Actions menu](#actions-menu) *

[Options menu](#options-menu) * Datagrid columns, the first of which is the selection column which includes a tickbox * Select All column * Pagination, at the bottom of the grid #### Refresh Sometimes the datagrid can get out of sync with the filters, such as if new data gets added or if you're moving from module to module or register to register. If you're finding the active filter isn't displaying what you're expecting the datagrid may also need a refresh. This is similar to [refreshing filters and counters](#refreshing-the-filters-and-counters). Use the Refresh

button at the top left to update the datagrid to the latest data. {% hint style="info" %} The [Options menu](#options-menu) has an option to Auto Refresh, however this is turned off by default for performance reasons. {% endhint %} #### Actions Menu The Actions menu provides access to additional functions for bulk management of records within a register. It is located in the Datagrid menu bar to the top right of the datagrid. The available options will depend on the functions available for the register you are using, your duty and permissions and whether or not you have selected records. {% hint style="info" %} Most actions will only work if you have an Event selected {% endhint %} This can include: * **Bulk edit** (requires selecting of one or more records - see Working with Register Items) * **Export to Report** (exports all records, or only selected ones if any are selected) * **Create a Copy** (duplicate an item) * **Copy IDs** (to clipboard) * **Generate file** (such as a Mail Merge) (requires selecting of one or more records) You can select items to perform actions with either: 1. Collectively using the [Select All](#select-all) box 2. Individually by ticking the select box in their row #### **Options menu** The options menu determines how items are presented in the datagrid and includes the following: * Choose Columns * Group by Column * Restore to initial state * Enable Auto Refresh

**Choose Columns** This option allows you to customise which columns are available on the datagrid. Not all available columns may be displayed. To add or remove columns to the datagrid display: 1. Click the Columns menu at the top right corner of the datagrid and select *Choose Columns*. 2. Tick the checkboxes next to the columns you want to display. To show all columns, click *Select All*. 3. Select OK to save and refresh the column list

Searching and selecting available columns using tick boxes

**Group by column** This option enables grouping which is disabled by default. **Restore to initial state** This option returns the datagrid view back to the default. For example, if you've modified any [columns](#datagrid-columns) or enabled grouping. **Enable Auto Refresh** The datagrid is set to refresh each time you activate a filter or when you [manually refresh it](#refresh). Use this option to turn on Auto Refresh which will continually check for updates. {% hint style="info" %} Enabling Auto Refresh may impact performance. If you are experience datagrid performance issues, please disable this option. {% endhint %} #### Datagrid columns The Datagrid columns also control the data presented. **Ordering** To change the order of the columns in view, drag and drop the column you want to move left or right in the datagrid. **Resizing** To change the width of a column, drag and drop the bar separating the column headers left or right. **Sorting** To sort the datagrid by a column, click the columns header to sort by that field (ascending or descending). The up arrow indicates ascending order and the down arrow indicates descending order.

Sorting by a column by toggling the up and down arrow

You can sort by as many columns as necessary. {% hint style="info" %} Sorting is only available on select columns such as ID, Name and Date. {% endhint %} **Grouping** Grouping is enabled from the [Options menu](#options-menu) by enabling *Group by column*. You can add up to 3 groupings to the datagrid. To group items with Group by column enabled: 1. Drag the column header into the space directly above the column headers. Groupings will be created in real time as column headers are added, showing the number of items in each group. 2. Add more column headers as needed.

Dragging items into the column header to group

To sort within a group, click the column header. An up or down arrow will indicate the current sort direction, just like in the main datagrid view. To remove a column header from the grouping, click the cross on its right. #### Select All The Select All column will select all items in the current filter. This is mainly used in combination with the [Actions menu](#actions-menu). To select all items in the current filter, tick this box. Ticks will appear all items in the current view (note that some items selected may not be visible).

When the Select all box is ticked, it indicates that all items are selected. If you have one or more items selected or unselect one or more items, the Select box will instead show a minus symbol.

A minus symbol indicates not all items are selected

#### Pagination Pagination controls determine how many items are presented at a time and which sub-set of items are presented.

To show more items, use the pagination controls at the bottom of the item list. Select number of the page, or move between sets of items using the controls. To view less or more items per page, select the number option to set the ‘Items per page’. The view will update automatically. ### Items list Items are presented as rows, similarly to a spreadsheet. This section explains some common items and how to use them. You can use the [Datagrid controls](#datagrid-controls) to configure the columns and enable additional options. #### Selection Box The selection box is used to select an item to perform actions on using the [Actions menu](#actions-menu). Place a tick in the selection box to select it. Likewise, to unselect an item, untick the box.

Item selection works like a shopping basket. The items will remain selected until you change a filter or [Restore the datagrid to its initial state](#options-menu). #### ID Every register item has a unique ID. You can use this to [open an item for viewing](/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items.md) or editing. This column is always enabled by default. #### Status, Priority & Progress Most registers use a **status** system controlled by strict rules known as a **state machine**. This ensures that only authorised users can set specific statuses, and that items proceed through the status workflow in a defined logical order. A core feature of Crisisworks is that each register has its own state machine, allowing workflow to be tuned to the needs of each register. To fully understand how a register operates, it's important to understand the status progression within its workflow. While each register has its own workflow process, they generally follow a common colour-coded convention: * **Red** ![](/files/3W0zMj8au5PK3vBQs97g) is unhandled and needs to be assessed and assigned * **Yellow**

is assigned but not underway * **Blue**

is in progress * **Green**

is safe or completed * **Grey**

is inactive or completed *** ## Map View The Map View displays register items from the current filter in a geo-spatial format, using markers, polygons and overlays (layers). * To activate Map View select the pin icon

from the top right of the Register navigation bar. * Zoom in and out using the ![](/files/F3v8umnEiAQ2OAkZTDQk) and ![](/files/YgueWOb2sWhJJN3tyJAk) controls at the top left, or use the pinch/spread gestures if using a touch screen or mobile device. * To move the map around, select and drag the map area. * Click the **full screen icon**

(bottom left) to expand the map. * You can filter by asset class using the drop down list at the bottom of the screen. * Click the **Layers icon**

(bottom right) to toggle available map overlays. * To **exit Map view**, click the datagrid view button

(top right). ### Viewing Items from the Map * Items on the map are indicated by **Points**, **LineStrings** and **Polygons**, typically colour coded according to their workflow state. * Pins can have icons depending on their register. For example, on the map a [Request that is 'Requested](broken://pages/6qkLMNrCU6gx9Gj5hsi7#request-workflow)' has an icon that looks like an blue in-tray

. * To **view a summary** of an item, tap the icon on the map. * Selecting **View** in the summary links you directly to the full item details.

Tapping an icon on the map reveals a summary of the icon.

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