Using the Credentials List View

Imagine you're managing 300 Credentials and need to quickly find those that expired last week, or you've just onboarded 50 new employees and want to export their Credential data for your records. The Credentials list view is your command center for all of this—and more.

This guide shows you how to make the list view work for you, with practical examples and tips you can use right away.

Required Roles

Required role: Admin

To use the features in this guide, you need to have the Admin role.

Why the List View Matters

The list view isn't just a table of Credentials—it's your main tool for:

• Finding what you need quickly: Instead of scrolling through pages, use filters to jump straight to the Credentials you're looking for
• Getting the big picture: See status, creation dates, and key info at a glance
• Working efficiently: Bulk actions let you manage dozens of Credentials in seconds instead of clicking through them one by one

When to use this view: Pretty much always! It's the default view when you open "Manage Credentials," and it's designed to be your starting point for most Credential management tasks.

Getting Started: Understanding the Interface

Each row in the list represents one Credential. Here's what you need to know:

• Double-click a row or click the arrow icon to open the full Credential details
• Hold Ctrl and click to open Credentials in a new tab (handy when you're comparing multiple Credentials)

Quick Navigation Tip

Use Ctrl+Click on the arrow icon when you want to keep your place in the list while checking Credential details. It's perfect when you're reviewing multiple Credentials in sequence.

Make It Fit: Customizing Your View

Ever wish you could see more of that "Requester Email" column, or make the status badges wider? You're in luck.

Resize columns by dragging the divider between column headers. Your preferences are saved automatically in your browser, so they'll stay exactly how you like them. Don't worry—these settings are specific to your browser, so other team members won't see your layout changes.

Find Credentials Fast (Filtering)

Here's where the list view really shines. Let's say you need to find all Credentials for people with "Smith" in their name.

Here's how you'd do it:

1. Look for the filter icon in the "Person - Last name" column header
2. Click it and type "Smith" in the search box
3. The list updates instantly to show only Credentials matching your search

But filters can do so much more than that. Let's look at what each field type can do:

Field Type	What You Can Do	Real Example
Text	Contains	"Type 'John' to find all Johns, Johnathans, and Johnson Credentials"
Numbers	Equals, Greater than, Less than	"Find Credential #13530 exactly, or all Credentials numbered above 10000"
Dates	Before, After, Between, On	"Show me all Credentials created after January 1, 2024" or "Credentials created between March and April 2024"
Status	Multi-select dropdown	"Show only Active and Deactivated Credentials" (perfect for excluding old test data)

Here's a powerful tip: You can combine multiple filters to create very specific searches. For example:

• Find Credentials created in the last 30 days and with status "Active"
• Show Credentials for people with "Martinez" in their name and created before a specific date

Pro Tip

Start broad, then narrow down. If you're looking for something specific, add one filter at a time and watch the results shrink. This helps you understand which filters are actually helping you find what you need.

Don't forget: When you're done filtering, use the reset button in the top filter bar to clear all filters and see your full list again.

Sort It Your Way

Want to see the newest Credentials first? Or maybe you need to find Credentials in alphabetical order by name?

Here's how sorting works:

1. Click any column header (like "Order date" or "Person - First name")
2. The list sorts immediately—look for the ↑ or ↓ arrow in the column header
3. Click again to reverse the order

Example: Click "Order date" once to see newest first (↓), click again to see oldest first (↑). Perfect for finding that Credential you know was created last week but can't remember the exact details.

Current Limitation

At the moment, you can only sort by one column at a time. Multiple column sorting isn't available yet, but it's on the roadmap!

Work Smarter with Bulk Actions

Managing Credentials one at a time works fine for small tasks, but when you need to handle many at once, bulk actions save you time and clicks.

How It Works

1. Select Credentials using the checkboxes in the first column
2. Watch the action buttons update—they'll show how many items you've selected (e.g., "Delete 5 Credentials")
3. Choose your action from the available buttons

Available bulk actions (what you see depends on your role):

Action	Required Role	What It Does
Delete Credentials	Admin	Permanently remove selected Credentials from the system
Reproduce Credentials	System Admin	Create new versions of selected Credentials (useful for reissuing)
Export Search Results	Super Admin and Data Exporter	Download the selected Credentials as a file for reporting or backup

Before Bulk Deleting

Deleting Credentials is permanent! The system will ask you to confirm before anything is deleted, but make sure you've selected the right Credentials. When in doubt, export them first as a backup.

For large selections (more than 100 items), you'll see helpful options:

• Select just the first 100 items (if that's all you need)
• Select the first 300 items
• Clear your selection and start over

These options help you avoid accidentally selecting thousands of Credentials when you only need a subset.

Common Scenarios

Here are real-world situations where the list view features really come in handy:

Scenario 1: Finding Expired Credentials

The situation: Your security policy requires reviewing all Credentials that expired in the last month.

How to do it:

1. Filter by "Card valid until date" and set the date you want to filter by
2. Sort by date to see the most recently expired first
3. Review or export as needed

Scenario 2: Bulk Export After Onboarding

The situation: You've just onboarded 50 new employees and need to export their Credential data for HR records.

How to do it:

1. Filter by "Order date" to show Credentials created in the last week
2. Select all the new employee Credentials using the checkbox in the header (selects all on the current page)
3. Click "Export Search Results"
4. Download your file with all the Credential data

Scenario 3: Cleanup After Employee Departure

The situation: Ten employees left last month, and you need to deactivate or delete their Credentials.

How to do it:

1. Filter by their names or email addresses
2. Select all their Credentials
3. Use bulk delete (if permanent removal) or manually deactivate them individually

Time Saver

If you're doing regular cleanup, create a filter for "Status: Deactivated" and sort by date. This helps you find old deactivated Credentials that might need permanent deletion.

Scenario 4: Finding a Specific Credential When You Only Know Partial Info

The situation: Someone says "I think the employee number starts with 13..." or "It's for someone named Maria, but I'm not sure of the last name."

How to do it:

1. Use the "Personnel number" filter and type "13" to see all Credentials where the personnel number starts with 13
2. Or filter "Person - First name" with "Maria" to narrow it down
3. Browse the filtered results—much faster than scrolling through everything!

Tips for Smooth Navigation

Here are some quick tips to make your life easier:

Keyboard Shortcuts

• Ctrl+Click on any Credential to open it in a new tab (keep your place in the list!)
• Esc to close side panels and dialogs
• Tab to move between interactive elements

Working with Large Lists

• Use filters, don't scroll: If you have 500+ Credentials, scrolling through pages takes forever. A quick filter gets you there in seconds.
• Adjust page size: Change how many rows show per page (10, 25, 50, 100) based on what you're doing. Viewing details? Smaller page size. Bulk selecting? Larger page size.
• Clear filters between searches: Don't forget to reset filters when starting a new task—nothing's more confusing than wondering why your list is empty when you know you have 300 Credentials!

Performance Tips

• Be specific with filters: "Created in the last week" is better than "All Credentials"
• Avoid selecting 1000+ items: If you need to work with that many, break it into smaller batches or use more specific filters
• Close detailed views when done: Side panels are great, but closing them when you're finished keeps the interface snappy

Safety Features

We've built in several safeguards to prevent accidents:

Confirmation Dialogs

• Destructive actions require confirmation: When you delete Credentials, you'll see a confirmation dialog before anything happens
• Clear warnings: The system tells you exactly what will happen before you commit

Smart Selection Limits

• Large selection warnings: If you try to select 100+ items, you'll see options to limit your selection or work with batches
• Clear selection option: Always available if you change your mind

Role-Based Protection

• Some actions are role-restricted: You can only do what your role allows. If you don't see an action button, it's likely a permissions issue—check with your administrator

Troubleshooting Common Issues

Sometimes things don't work as expected. Here's how to solve the most common problems:

What's Happening	Likely Cause	What to Try
List won't load or shows an error	Network connectivity issue	Check your internet connection and refresh the page
Everything feels slow	Too many results showing	Add a filter to narrow down the results
Columns look wrong or are missing	Custom view settings	Check with your administrator—someone might have customized the list view
Action buttons are grayed out or missing	You don't have permission	Verify your role assignments with your administrator

Getting Help

If you're stuck:

1. Check your role permissions first—many "missing features" are actually permission-based
2. Contact your tenant administrator—they can check your access levels
3. Reach out to support if needed, and include:
   • Screenshots of what you're seeing
   • What you were trying to do (step by step)
   • Your browser and version (Chrome, Firefox, etc.)

Related Documentation

Now that you're comfortable with the list view:

• Customizing the List View — Configure which columns appear and how they're arranged
• Data Export — Learn more about exporting Credential data for reporting and backups