Every Action Centre uses the same set of table controls, so once you know them they work the same way across cases, finance, forms, goals, lists and posts. This guide covers searching, filtering, sorting, managing columns, editing in the table, and exporting to CSV.
Searching
Use the search box to quickly find records within the current table. Search works on the data shown in the Action Centre's columns.
Filtering
Filters narrow the table to the records you care about.
- Apply filters on the columns available in the Action Centre to focus the view.
- Many Action Centre types support Default Filters set during configuration, so the table opens pre-filtered. You can apply your own additional filters on top of those defaults while you work.
- Once you change a table away from its saved defaults — by adding or clearing filters, or re-sorting — a Reset View control appears in the toolbar. Select it to return the table to the Action Centre's saved default filters and sorting. Your ad-hoc changes only ever affect your own view of the table, never the saved configuration other users see.
- Type-specific default filters include things like date ranges, status, method, line type, CPD type, source, and assigned tags — depending on the Action Centre type.
- Data Table Action Centres can also be filtered on Record custom fields (for example an organisation record selector); the filter suggests matching records as you type, so you can narrow the table to entries linked to a specific record.
Sorting
Sort the table by a column to order records — for example by date, name, status or amount — in ascending or descending order.
Sorting is available on most, but not all, column types. Rather than memorising which types qualify, open the column's menu: the column menu shows Sort column where sorting is available. If Sort column is not listed, that column cannot be sorted; use Apply filter or the toolbar Sort control on another column instead.
Sorting has recently been extended to more column types, so a column that could not be sorted previously may now offer it.
Managing columns
Column controls live in the menu on each column header. Depending on the column, that menu offers Sort column, Apply filter, Pin column and Hide column.
- Pin column keeps a column visible while you scroll across the table.
- Hide column removes a column you do not need, to declutter the view.
- In List Builder Action Centres you can also add extra columns (including custom fields) during configuration — see List Builder Action Centres.
In-table editing
Some fields can be edited directly in the table, without opening each record:
- Editing is available where fields have been made editable — most notably in List Builder Action Centres, where you tick Editable on a column during setup.
- A user must also have Full Access or View and Edit permission on the Action Centre to make changes; View only users cannot edit.
- Category Type columns can be edited directly in the table — click the cell and choose the record's category from the dropdown. This works for both people and organisations, and replaces the previous display-only behaviour.
- For Cases, you can also open and edit cases and add posts, tasks and comments from the Action Centre.
Exporting to CSV
- CSV export is available across all Action Centre types — export the current table (respecting your filters) for use outside SwiftFox.
- Invoice Action Centres add accounting export formats: MYOB and MYOB journal (including tracking codes), and let you export at the invoice level or per line item. The invoice export also includes the Due column (the amount outstanding).
- Financial — Batch Action Centres export batch files designed for upload to your payment gateway or bank, or for direct processing depending on your integration.
Tips
- Combine default filters (set at configuration) with ad-hoc filters (applied while working) to drill down quickly without changing the saved view.
- Use pinned columns for key identifiers (such as name) so they stay in view as you scroll wide tables.
- Export after filtering so the CSV contains exactly the records you need.
Received Date in the Receipts export
The CSV exported from a Receipts Action Centre includes a Received Date column, positioned immediately after Effective Date.
Two things to know about it:
- It is export-only. Received Date does not appear as a column in the Action Centre table on screen — it is added to the exported file. If you go looking for it in the table you will not find it.
- It comes from the payroll batch. The value is the Received date of the batch the receipt belongs to. A receipt that is not part of a batch has an empty Received Date rather than a fallback value.
Use it to reconcile receipts against the date funds were actually received, rather than the date each receipt was created or took effect.
How the export runs
The Export control produces the file directly — there is no column-picker step. The export follows the view's columns and whatever filters are currently applied.
When the file is ready a notification appears confirming how many records were exported, along with a Download action. The download link is time-limited (currently 480 minutes), so if you leave it too long you will need to run the export again.