Filter, search, export and share the risk index

On Risk management > Index, use Search for a quick lookup, Filter and Select columns to set up the list you work with, and click column headings to sort. On the risk index, your filters, sort order and columns are saved for you; your search text is not. Export turns the list into an Excel file using your saved filters, sort order and columns, but not your search text. Share gives you a link that opens the index exactly as you see it now, search included.

Before you start

• Risk management appears in the left menu only if your company has the module and you have at least the Read right on its row. If you don’t see it, contact your user administrator. See The top bar and the left menu.
• You need the Read right on the Risk management row. Your user administrator grants it; see Give a user access rights.
• These controls work on the list of analyses. To export a single analysis with its risk elements, open it and use Export there (see “Good to know”).

Steps

Search

1. Type in Search and press Enter, or click the magnifier.
2. The list shows analyses whose Title, Scope, facilitator name or global-field values contain your text, regardless of upper and lower case.
3. Click the x in the search box to clear the search.

Choose columns

1. Click Select columns.
2. Tick the columns you want and untick the others. Title is always shown.

The selection is saved at once and follows you to other devices. It also decides which columns your exports contain.

Filter

1. Click Filter and choose a column. A filter line for that column appears.
2. Set the filter. It applies at once, with no Apply button:
   • Title or Scope: type text, then press Enter or move the mouse out of the box. Analyses whose value contains the text remain.
   • Facilitator: choose a name.
   • Date Created or Last updated: set a start date, an end date, or both. Both days are included.
   • A global field: choose one or more values under Select Value. Analyses with at least one of the values remain.
3. To filter on more columns, choose another column in Filter. An analysis must match all filters and the search text.
4. Check Applied Filters: it shows one tag per filter. Click the x on a tag to remove that filter, or the x next to Applied Filters to remove all filters.

Sort

1. Click a column heading to sort ascending.
2. Click it again to sort descending.
3. Click it a third time to return to the default order, Title ascending.

Finalised/Total items cannot be sorted or filtered.

Export the index

1. Set up the filters, sort order and columns you want in the export. A search does not limit the export, so use a filter instead.
2. Click Export and choose one of the two entries:
   • Risk Management index: downloads an Excel file listing the analyses with your selected columns.
   • Risk Management incl. details: the file is made in the background. A green notice confirms it: “The export will be created in the background. Once finished, it will be sent to”, followed by the e-mail address registered on your user and “as an attachment.”
3. For the detailed export, look for an e-mail with the subject “Risk Management incl. details export”. The attached file has the index on its first sheet and one sheet per analysis that has a matrix.

Share the index

1. Set up the search, filters, sort order and columns you want to share.
2. Click Share (tooltip “Get link to share this filtered index”).
3. In the dialog, click the button that copies the link, then close the dialog. In some browsers you are asked to copy with Ctrl+C instead: “Click Ctrl + C to copy the url into clipboard”.
4. Send the link to your colleague. To open it, they need the Read right on the Risk management row.

What you should see

• The risk index shows ten analyses per page, starting on page 1 after every filter change.
• Next time you open the risk index, your filters, sort order and columns are as you left them. The search box is empty.
• Someone who opens your link sees the shared index: the list as you set it up, with an information icon saying the changes they make there are not saved. Select columns, Filter, Export, Share, New risk analysis and Edit mode are hidden, and they cannot remove the filters. A button next to the information icon takes them back to their own index.

Good to know

• Saved per user. Filters, sort order and column choices belong to your user only. Your colleagues’ indexes are not affected, and a shared link never changes the saved settings of the person who opens it.
• Export of a single analysis. Open the analysis and click Export (tooltip “Export analysis to excel”) on its page, outside table edit mode. It exports that analysis’s risk elements to Excel. See Find and read a risk analysis and The risk-element table.
• Export is hidden in a shared index. Go back to your own index to export.

Next step

• Find and read a risk analysis
• Copy or delete a risk analysis

Related

• The risk index page
• The risk-element table
• Build a graphical analysis
• Excel exports in Risk management, column by column

risk, risk analysis, risk assessment