Changing How You View SmartLists via SmartList Options

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SmartList Tips

I think we all know adding a SmartList in Dynamics GP is pretty straight forward and easy.

Here are the steps:

  1. The first step is to open the SmartList Builder window.
  2. Then enter the SmartList ID and the name of the SmartList.
  3. Enter the Item Name.
  4. Once entered, select the Product that the SmartList will be grouped under.
  5. Select tables and fields for the SmartList.

You probably even created a Favorite or two and saved your SmartList exactly the way you like to see it.  But, did you know you can make some of those changes to SmartLists at a system level?  That is done using the SmartList Options settings.

SmartList System Level Changes

One of the most common issues with SmartLists and the data they return is that it seems to only be returning data for a certain timeframe, but what is often the case is that the SmartList only allows 1,000 records to be returned by default, and the actual number of records has exceeded that amount.  You can certainly save a SmartList Favorite and increase that number, but that only increases it for that one Favorite that you just created.

To make this change so it applies to the SmartList you choose and any new Favorite you might create in the future, go to Microsoft Dynamics GP | Tools | Setup | System | SmartList Options.


Dynamics GP Payables Transaction Window


In my screen shot, you can see that I have chosen the Category of ‘Payables Transactions’, which corresponds to the folder with the same name in SmartList.


Dynamics GP SmartList


You can see that my Maximum Records default is now 5,000 instead of 1,000 records on this SmartList.  Now that I have made this change to the ‘Payables Transactions’ category, all the NEW favorites that you create based on this SmartList will also default to 5,000 records.


To change this for existing SmartList favorites, you can open them, click the Search button, then modify the Maximum Records amount (which is a required field at the bottom of the window).


Search Payables Transactions in Dynamics GP


Once you have made the change to the Maximum Records, click OK, then click Favorites to open the Add or Remove Favorites window, and click the Modify button.



This saves the existing favorite with the new Maximum Records amount.


The middle section of the SmartList Options window allows you to add or remove columns from your SmartList and change the order in which they appear.  These changes will also impact all NEW favorites that you create based on that SmartList.


The last portion of the SmartList Options window allows you to make changes to Search Defaults and allows you to password protect the modifying of SmartList Favorites.


About Rockton Software

Work Simpler & Easier® isn’t just a catchy motto. It’s a lifestyle.

Rockton Software, a Microsoft Dynamics Partner, is an Independent Solutions Vendor (ISV) based in the United States. The company started in 1999 by offering custom development for clients using Microsoft Dynamics GP accounting software. Today, Rockton Software is a creative company with add-on products for Dynamics GP and Acumatica. Our product suite consists of: SmartFill, Dynamics GP Toolbox, Auditor, Dynamics Report Manager, Omni Price, Project Cost, and the newest addition to the Rockton product family, Rockton Pricing Management.

Rockton Software is a virtual company with employees in seven states and its headquarters in Erie, Colorado. Serving over 100,000 users worldwide, Rockton Software supports innovation by offering Microsoft Dynamics add-ons for all industries. Whether you’re in need of auditing, pricing, searching, reporting, or general user enhancements, we’ve got the solution for you!

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