CONTENTS


What is a List in Lumi?

Lists in Lumi are a customisable list view of your Cards. Add your Cards to Lists and choose your own columns to create a live automatic tracker, that instantly gives you an overview of your work. The overview is automatically populated from the work itself, rather than being a static spreadsheet. This removes unnecessary duplication of your work. 


You can make updates to the Card from the List itself, and it updates everywhere!


This is an example of an Episode Tracker with rows for each episode.




Click the  icon on the top right to reveal the toolbar.


1. Toolbar 

2. Upper Toolbar

3. Sidebar menu

4. Segment - segments can be added to Lists as a way to separate your rows under different headings or categories.
5. Click the purple arrow to jump to the bottom of the List and the arrow to jump back to the top.



Toolbar Actions:


  • Automatically resize all columns to fit the content. 
  • Search to add a Card to your List
  • Add a new Row
  • Add a Segment. 
  • Expand and collapse Segments
  • Filter your List
  • Print your List
  • Send an FYI link to team members
  • Attach a file or image to your List
  • Add your List to a Set
  • Change the security of your List by adding it to a private vault or group vault
  • View keyboard shortcuts


Upper Toolbar Actions:


  • Click the back arrow to go to the previous screen you were on.
  • Click  to add your List to Favourites. Click again to remove from Favourites. 
  • Click the three dots  to open the action menu.


Action Menu:

 

Create a List 

Press the  icon on the left-hand side of your screen and select "List".


Name your List, and then click "Add & Open".


Add Columns to a List

List columns are fully customisable, which allows you to control what information from Cards will display on your List. Information across multiple Cards is visible at a glance, so you can easily compare information between Cards. You can edit Card fields directly on a List, avoiding duplication of your work.  

Add columns to your List by clicking the three dots on the top right.

Then select "Columns".

From here you can add, delete and edit existing Columns. 

Click the + to create a new Column. 


You can choose from a variety of Column Types:

Field - Select Fields from your Cards to display on your List. If you update the Field on a List, it updates the Card. Note: you need to set up your Fields and link them to the relevant Card Category in order to edit them from the List. See What is a Field? for more information.


All the other column types are for information that will display on your List only, not on the Cards. 


Currency - a dollar value (you can edit the currency)

Date - a date selector

Number - a numerical value

Rich Text - for notes that will display only on your List

True / False - a checkbox 

Card - Allows you to display Card name and image on your List. You can choose between a small, medium or large profile image.

Time - a time selector


Click "Save & Close" when done.


Add Cards to a List Manually

You can add Cards to a List from the List or from a search in the Project Library.


Add Cards from within the List:

Expand the toolbar by clicking the icon, then click the search card icon . This opens the sidebar search where you can search for Cards to add to your List.

You can search by typing any keywords, or you can filter the search by Category. Press the filter icon and choose a Category from the dropdown menu.


You can also right click on a row to add a Card.

Add a Card to an empty row

Right-click anywhere on the row and select "Add Existing Card", or "Create New Card". All the other row actions are also available here.


Add Cards to a List from your Project Library:

You can add Cards in bulk to a List from a search in your Project Library. 

Click the bookcase iconon the far left of your screen to access the Project Library.

1. Select the "Cards" tab. 

2. Open Advanced Search. 

3. Filter your search by Category, Field, or enter a keyword.

Select a Card and the bulk action menu will open. 

You can either select the Cards individually, or click in the bulk action menu to select all Cards in your current search.

Click the "Add to List" icon in the bulk action menu. Select your List from the dropdown menu and click "Save".

The selected Cards are added to your List.


Add Cards to a List Automatically using Auto Lists *NEW*

Auto Lists is a new feature that allows you to automatically populate your List with Cards that meet your required specifications. Simply create a new List, set your behaviours, and the relevant Cards will be added. Both existing Cards, and new Cards that meet the specifications will automatically be added to your List.


Auto List Behaviours

The behaviours that you can select from are:

Category - All Cards of your chosen Category will be automatically added to your List. For example, you might want a List that displays all Talent, Crew or To Dos etc. 

OR

Category + Fields - All Cards of your chosen Category, that also have a specific Field value (or values) will be automatically added to your List. You can specify multiple Fields. 


For example, you might want to create a List to help you cast a dating show, and want all "Talent" Cards that have a "Relationship Status" of "Single" or "It's Complicated" to be added to your List. You might also want to add a second or third Field to narrow your selection further.


In the above example:

Category = Talent

Field = Relationship Status

Field Values = 'Single' or 'It's Complicated'


Note, Auto Lists only support Single Choice and Multiple Choice fields.


Once you have created an Auto List you will be unable to manually add or remove Cards from the List. The add and delete Card buttons will be disabled.


How to Create an Auto List

Create a new List as normal, by clicking the "Add (+)" button on sidebar. Then select "List".

The "Add List to Project" dialog will open. 

Enter a Name your List, then click "Add & Open".

Your empty new List will open.

Click the action menu (three dots) on the top-right.

Then select "Settings" from the action menu.

The "Settings" dialog will open. This is where you will set your Auto List behaviours.

You can either create an Auto List for all Cards of a certain Category, or narrow the selection by Category + Fields. 

Both options are described in detail below.


Auto List with 'Category' Behaviour

If you want to add all Cards of a certain Category (ie Talent, Crew, Shoots, Locations) to your List, select "Category" from the Behaviour drop-down menu.

Then select your Category.

Click Save.

The Settings dialog will close, and you will briefly see the "Sync in progress" message on your List.

All existing Cards of that Category will be appear on your List. Any new Cards that are created for this Category will automatically be added to the List.


You can add columns, add sections, reorder Cards and edit the List as normal. However, you cannot manually add or remove Cards.

The lightening symbol on the toolbar shows that this is an Auto List. Clicking this symbol will open "Settings" where you can edit your behaviours if needed.



Auto List with 'Category and Fields' Behaviour

If you want to populate your List with Cards of a certain Category, that also meet certain Field criteria, select "Category + Fields" from the Behaviour drop-down menu.

Select your Category.

Select your desired Field 1. Only Fields that are available for that Category will display on the drop-down menu. Only Single Choice and Multiple Choice Fields are available for selection.

Select your Values for Field 1. 

You can select just one Value or multiple Values. Even for a Single Choice field, you can select more than one Value here. Selecting multiple values will act as an 'OR' qualifier. For example, "Relationship Status" is a Single Choice Field, but you may want to have all Talent that selected "Single" or "It's complicated" to be added to a Dating Show Casting List.

Click Save OR add another Field (+).


Adding Additional Fields

If you want to add another Field click the add (+) button under Field 1.

Populate your Field 2 and Values as detailed above.

Note, you can continue to narrow your selection by adding additional Fields. 


Only Cards of the specified Category, that meet the requirements of Field 1 AND Field 2 AND Field 3 will be added to the List, so the more Fields you add, the more you narrow your results.

Once you have added all the desired Fields to your Auto List behaviour, click Save.


The Settings dialog will close, and you will briefly see the "Sync in progress" message on your List.

All Cards that meet the 'Category + Fields' behaviour will be added to your List. Any new Cards that are created, or edited to meet the behaviour requirements will be automatically be added.


You can add columns, add sections, reorder Cards and edit the List as normal. However, you cannot manually add or remove Cards.


In the example below, I've added columns for the two Fields that I applied the behaviour for, so that I can see that my Auto List is working as expected.

The lightening symbol on the toolbar shows that this is an Auto List. Clicking this symbol will open "Settings" where you can edit your behaviours if needed.



Edit Auto List Behaviour

Auto List behaviour can be edited at any time. Editing the behaviour will prompt a sync of your List, which will remove the Cards that no longer meet the requirements, and add the Cards that do.


1. Open your Auto List.

2. Click the lightening icon on the toolbar.

The Settings dialog will open. 

3. Click the down arrow next to your Auto List behaviour. The Auto List details will expand. 


From here, you can:

  • Add additional Fields to the current behaviour to narrow your results. Click the + sign under the bottom Field to add additional Fields. Then select the relevant Values for the additional Fields.


  • Remove Fields from your current behaviour to broaden your results. Click the minus (-) button under the Field that you want to remove. 

  • Select or deselect Field Values. Click the "Values" dropdown menu for the Field that you want to edit. Select or deselect values.


  • Change one Field for another. Click the Field dropdown menu and change it for your desired Field. You will then need to reselect the relevant Values for that Field.


4. Once you have updated your behaviours as desired, click Save. 


The Settings dialog will close, and you will briefly see the "Sync in progress" message on your List.

Your List will be updated with Cards that meet your new requirements. 


Remove Auto List Behaviour

You can remove Auto List behaviour at anytime. Removing the behaviour will not remove the current Cards from your List. This ensures there is no loss of data, and allows you to edit the List as you desire.


Once you have removed your Auto List behaviour it will behave as a "normal" List, meaning that you will be able to manually add or remove Cards.


1. Open your Auto List.

2. Click the lightening icon on the toolbar.

The Settings dialog will open. 

3. Click the bin next to your Auto List behaviour. 

The Auto List behaviour field will state "None".


4. Click Save. 


Your List will look the same, and the Cards will remain, but you will now have access to the "Add Card" and "Remove Card" buttons. The lightening icon will also be gone from the toolbar.


Open Cards from a List

To click into your Card from a List, click on the Card title. To return to the List, click the back arrow.



Edit Fields on a List

You can edit fields directly from a List by double-clicking into the cell and editing. If it is a single or multiple-choice field, the options will be available for you to select. Date fields offer a date selector or the option to type the date DD/MM/YY. Text fields allow you to type directly into the text box.


Reorder a List 

To reorder columns on a List, just drag them from right to left by the heading. Your changes will be saved automatically.


To reorder rows on a List, just drag them up or down from the two lines on the far left of the row. 


Changes are saved automatically.


Resize Columns

To resize an individual column, drag the side of a column heading. To resize all columns, press the  icon on toolbar. This will resize to fit the content of each column.


Sort a List

To sort your Cards or content by alphabetical order or numerical value, simply click the column heading. 


Click again to reverse the order, and click a third time to revert to the original order.



Filter a List

You can filter a List by a particular value, or range of values, from a specific column. 

Hover over the column heading, that you want to filter by, and click the "hamburger" icon, then click the filter icon.



Select the constraint (ie "Equals", "Starts With" etc) and the value. 



Choice and multiple choice Fields can be filtered by a specific value.



The List will remain filtered until you change it, or leave and return to the List. 


Add, Insert & Duplicate Rows

Right-click anywhere on a row to see the action menu. From here you can duplicate a row, or insert a row above or below the current row. 


You can also add blank rows by clicking the + in the toolbar. 



The rows will be added to the bottom of your List. You can move your rows wherever you want dragging the icon on the far-left.


Delete Rows & Remove Cards from List

When you delete a row with a Card, you are only removing the Card from the List, not deleting the Card. 


Delete an individual row

Right-click anywhere on a row to see the action menu. Select "Delete Row".



Delete multiple rows

Select the rows you want to delete. The bulk action menu will open on the right-hand side. To "Select All", click the double tick  on the bulk action menu. 


Note, to deselect all Cards, click the X at the top of the bulk action menu.


Click the  icon at the bottom of the bulk action menu to remove your selection of Cards from the List.



Access all Lists

To access Lists, click the Search button in the sidebar menu, then select Lists. All the Lists for this Project will display.




Add Lists to Dashboard

To make it easier for you and your team to access an important List, you can add it to the Dashboard.


Note: only Admin Users and Project Admin Users can edit the Project Dashboard.


Add an Individual List to the Dashboard

Open your List and click the three dots in the top-right corner and select "Add to Dashboard".

Choose whether you'd like a heading, what font size and colour you want, and click "Create". 

Your List is added to the Dashboard for easy access.


Add All Lists to the Dashboard

You can add a list of all Lists to the Dashboard. 

Click the Home button  in the sidebar to go to the Dashboard.


Expand the toolbar, then click Settings and + (Add).


The "Add to Dashboard" menu will open. Choose "Lists" from the options.



Choose whether to display a heading, and your text and background colour. Click "Create".

A list of all Lists will be added to the Dashboard for easy access.


Export List to Excel 

Easily share or work on your List outside of Lumi, with the export to Excel function. 


Click the three dots on the top-right of your List. 


Select "Export to Excel"


Please let us know below if this guide was helpful!