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J. J. Keller Support Center

How to Use Recordkeeping Grids

 

Recordkeeping grids offer efficient, "one stop shop" displays for Safety Management Suite users to see various data in one "view". This article will show you how to interact with the SMS grids so that you can use them to your benefit. For demonstration purposes, this article showcases the grid for Incident Recordkeeping. This information can easily be replicated for Chemicals.

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To the right of the grid, select Columns, Filters, or Actions.

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Columns 

From the Columns fly out, select the data you would like to see displayed within your grid. The grid will update automatically as you are selecting/deselecting specific column types.

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Columns can also be rearranged for custom viewing. Simply click and hold the column and drag into your desired order.

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Additionally, columns can be resized by placing your cursor between two column headers, clicking and dragging to your desired size. Or, you can auto-size a column by placing your cursor on the right edge of the column header to reveal a double-sided arrow. Double click the edge of the column and the column will snap to an auto-sized width.

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Other Column Functions

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Hover over a column header to reveal a stack of lines; click to open additional options.

1. Pin Column: Pin a column to the left or ride side of the grid

2. Autosize This Column: Snaps the column to an auto-sized width

3. Autosize All Columns: Makes all of the columns in the grid the same size

4. Reset Columns: Resets all column selections, column widths to the system default, resizes all columns to 

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Filter within Columns:

For more specific information about the filter functions, see the FILTERS section below.

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Column Selections:

Click the column icon to reveal another place to select additional/deselect current columns.

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Click a column header to sort the grid data in ascending or descending order.  

Filters

Filters allow you to narrow down the results of the individual columns even further. Click on the arrow next to each Column name to reveal results of your current data. Select or deselect your desired data to include in the grid. The grid will update automatically as you are selecting/deselecting specific filters.

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Columns can also be filtered individually by hovering over the column header to reveal a stack of lines; click to open additional options. Then, click on the filter icon to reveal that column's additional filter options.

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To clear all of the filters, click Clear Filters in the top right of the grid.

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Actions

Actions allow you to Export, Import, or generate CSV, Excel, or XML files based on the view that has been generated by the columns and filters.

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The Import and Export functions take you to the Import/Export Center. This is where you can import large data sets in mass, or export all of your records out of the site. Exports are in the same format required for a subsequent import, in the event a mass update is needed.”

If you want to generate a report that includes only select data from your grid (ex. only 5 of the results from the grid), you can do so by selecting the checkboxes next to the desired rows. Then, click the Actions tab. (You will notice that additional options are available, as compared to the Actions view that displays for your entire grid.) Select your preferred file format from the "Report From Selection" section.

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Here you can also "Manage" your selection by copying the data into another type of document on your device (ie. an Excel file), or by deleting the selected data and its associated information/tasks from the system entirely.

Note: The option to Print Form 301 is only visible in the Incident Recordkeeping Grid. When users select one or more incident(s) on the grid, you will see an additional option is available in the Actions section of the grid, allowing for the printing of the 301 Form in mass.

 

Quick Definitions

 

Action Function Location
Clear Filters Clears all active filters

Above the grid, upper-right corner

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Reset Clears all active filters and resets all grid columns to the default state when the page loads

Above the grid, upper-right corner

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Columns Opens selector for all grid columns

Right-hand grid menu

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Filters Opens selector for all grid filters

Right-hand grid menu

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Actions Opens selector for all grid-level actions

Right-hand grid menu

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Import Data

Opens the Import Center with the data set and "Import" pre-selected

Right-hand grid menu > Actions

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Export Data Opens the Import Center with the data set and "Export" pre-selected

Right-hand grid menu > Actions

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Report - Current View - Generate CSV Downloads a .csv file with all rows, all exposed columns, with column headers

Right-hand grid menu > Actions

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Report - Current View - Generate Excel (.xlsx) Downloads a formatted .xlsx file with all rows and all exposed columns with headers

Right-hand grid menu > Actions

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Report - Current View - Generate Excel (.xml) Downloads an .xml file with all rows and all exposed columns with headers

Right-hand grid menu > Actions

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Copy Copies all cell data for selected rows to the clipboard

With row(s) selected, Right-hand grid menu > Actions

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or

Right-click the row > Copy

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Copy with Headers Copies all cell data for selected rows with column headers to the clipboard

With row(s) selected, right-hand grid menu > Actions

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or

Right-click the row > Copy

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Print Form 301

Only visible in Incident Recordkeeping

Allows for printing of Form 301 for selected rows

With row(s) selected, right-hand grid menu > Actions

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Delete Deletes selected rows from system after confirmation modal

With row(s) selected, right-hand grid menu > Actions > Delete

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or

Menu > Delete

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Report - From Selection - Generate CSV Downloads a .csv file with the selected rows and all exposed columns with headers

With row(s) selected, right-hand grid menu > Actions

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Report - From Selection - Generate Excel (.xlsx) Downloads a formatted .xlsx file with selected rows and all exposed columns with headers

With row(s) selected, right-hand grid menu > Actions

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Report - From Selection - Generate Excel (.xml) Downloads an .xml file with selected rows and all exposed columns with headers

With row(s) selected, right-hand grid menu > Actions

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Checkbox "Select" Selects/De-selects row

Grid Column 1 on the load page

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Row Menu Opens the row-actions menu (View, Edit, Delete, etc. for this record

Grid Column 2 on the load page

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View Opens the view page for this record

Row Menu > View

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Edit Opens the edit page for this record

Row Menu > Any of the edit options

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Add Adds to this record without opening view/edit page (note, attachment, task, etc.)

Row Menu > Any of the add options

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Delete (Single) Deletes this record only

Row Menu > Delete

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Sort

Clicking the column header once sorts the data in ascending order (low to high, old to new, etc.)

Clicking the column header twice sorts data in descending order (high to low, new to old, etc.)

Clicking the column header three times resets the the order to the default when the page loaded

Column header (on-click)
Column Header Menu Opens the column actions menu

Column header (on- hover)

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Pin Column Pins/Un-pins the column from the left or right

Column Header Menu

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Autosize this Column Adjusts this column width to fit column data

Column Header Menu

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Autosize All Columns Adjusts all column widths to fit column data

Column Header Menu

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Reset Columns Resets all grid columns to the default when the page loads

Column Header Menu

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Filter Adds filter for this column

Column Header Menu

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Reset Filter Clears filter for this column

Column Header Menu

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Add/Remove Column Adds or removes columns from the grid

Column Header Menu

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