Master Dynamics GP: Build Custom SmartLists with SmartList Builder - A Step-by-Step Guide

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SmartList Builder in Microsoft Dynamics GP is a powerful tool that empowers users to create custom SmartLists, offering enhanced reporting and data analysis capabilities beyond the standard SmartLists. By leveraging SmartList Builder, you can tailor data views to your specific needs, extract precise information, and gain deeper insights from your Dynamics GP data. This guide will walk you through the process of building a custom SmartList step-by-step, enabling you to master this valuable feature.

Introduction to SmartList Builder¶

SmartList Builder is an integrated tool within Microsoft Dynamics GP designed to extend the functionality of standard SmartLists. It provides a user-friendly interface to create custom queries and reports without requiring technical programming skills. With SmartList Builder, you can select specific tables, define relationships between them, choose desired fields, and set criteria to filter data. This level of customization allows you to generate highly specific and relevant SmartLists tailored to your unique business requirements.

The benefits of using SmartList Builder are numerous. It significantly reduces the reliance on static, pre-defined reports by enabling users to create dynamic, real-time data views. This enhances decision-making by providing up-to-date information in a format that is easy to understand and analyze. Furthermore, custom SmartLists built with SmartList Builder can be easily shared with other users, promoting data accessibility and collaboration across departments.

Before you begin, ensure you have access to Microsoft Dynamics GP and the SmartList Builder module. Typically, access to SmartList Builder is granted based on user roles and permissions within Dynamics GP. If you are unsure whether you have the necessary access, consult your system administrator.

Step-by-Step Guide to Build Custom SmartLists¶

This section provides a detailed, step-by-step guide to creating a custom SmartList using SmartList Builder. Follow each step carefully to successfully build your own tailored data view in Dynamics GP.

Step 1: Access SmartList Builder¶

The first step is to launch the SmartList Builder window within Microsoft Dynamics GP. The method to access SmartList Builder varies slightly depending on your version of Dynamics GP.

For Microsoft Dynamics GP 10.0 and Later:

1. Navigate to the Microsoft Dynamics GP menu.
2. Hover over Tools.
3. Point to SmartList Builder.
4. Select SmartList Builder.

For Microsoft Dynamics GP 9.0:

1. Go to the Tools menu.
2. Point to SmartList Builder.
3. Select SmartList Builder.

Step 2: Define SmartList ID¶

Once the SmartList Builder window is open, you will need to assign a unique identifier to your new custom SmartList. This ID will be used internally by Dynamics GP to manage and reference your SmartList.

1. Locate the SmartList ID box.
2. Type a unique ID for your new SmartList object.

It is recommended to choose an ID that is descriptive and easy to remember, but also follows any naming conventions established within your organization. Avoid using spaces or special characters in the SmartList ID. Using a combination of letters and numbers is often a good practice. For example, if you are creating a SmartList for Sales Transactions, an ID like “SLS_TRANS_WORK” could be suitable.

Step 3: Define SmartList Name¶

The SmartList Name is the user-facing name that will be displayed in SmartList when you access and use your custom SmartList. It is crucial to choose a name that is clear, concise, and accurately reflects the data presented in the SmartList.

1. Locate the SmartList Name box.
2. Type the desired name for your SmartList object.

This name should be easily understandable by all users who will be utilizing the SmartList. For instance, if your SmartList is designed to show Sales Transaction Work data, a name like “Sales Transaction Work Details” or “Open Sales Transactions” would be appropriate. The name you enter in the SmartList Name box will automatically populate the Item Name box, ensuring consistency.

Step 4: Select Tables Area¶

The Tables area in SmartList Builder is where you specify the data source for your custom SmartList. You need to select the type of table you will be using, which depends on your version of Dynamics GP.

1. Find the Tables area.
2. Click the plus sign (+) next to Tables to expand the options.
3. Select the appropriate table type based on your Dynamics GP version:
   • For Microsoft Dynamics GP: Select Microsoft Dynamics GP Table.
   • For Microsoft Business Solutions - Great Plains 8.0: Select Great Plains Table.

Selecting the correct table type ensures that SmartList Builder correctly accesses the data dictionary and available tables within your Dynamics GP environment.

Step 5: Add Table Window Configuration¶

After selecting the table type, the Add Table window will appear. This window allows you to specify the precise table from which you want to retrieve data for your SmartList.

1. In the Add Table window, locate the Product list.
2. Select the appropriate product based on your Dynamics GP version:
   • For Microsoft Dynamics GP: Select Microsoft Dynamics GP.
   • For Microsoft Business Solutions - Great Plains 8.0: Select Great Plains.
3. In the Series list, select Sales. This categorizes the tables you will see next by functional area.
4. In the Table list, select Sales Transaction Work. This is the specific table containing sales transaction data that is still in a ‘work’ status.
5. Click Save to add the selected table to your SmartList Builder definition.

By selecting “Sales Transaction Work,” you are indicating that your SmartList will be based on data from the Sales Transaction Work table within the Sales series of Microsoft Dynamics GP.

Step 6: Go To Function - Open Form¶

The “Go To” functionality in SmartList Builder allows you to link your SmartList to specific forms within Dynamics GP. This enables users to drill down from the SmartList directly to the related transaction entry window. In this step, you will initiate the process of adding a “Go To” function to open a form.

1. On the SmartList Builder menu, select Go To.
2. Click the plus sign (+) to expand the Go To options.
3. Select Open Form.

This action prepares SmartList Builder to configure a “Go To” link that will open a specific Dynamics GP form when a user interacts with the SmartList.

Step 7: Add Go To - Open Form Configuration¶

The Add Go To - Open Form window now appears, allowing you to define the specifics of the form that will be opened when the “Go To” link is used.

1. In the Description box, type a descriptive label for this “Go To” function. Something like “Open Sales Transaction Entry” would be clear.
2. In the Product list, select the appropriate product based on your Dynamics GP version:
   • For Microsoft Dynamics GP: Select Microsoft Dynamics GP.
   • For Microsoft Business Solutions - Great Plains 8.0: Select Great Plains.
3. In the Series list, select Sales.
4. In the Form list, select Sales Transaction Entry. This specifies the form that will be opened.
5. Click Save to save the “Go To” function configuration.

By completing these steps, you have created a “Go To” link that, when activated from your SmartList, will open the Sales Transaction Entry window in Dynamics GP, allowing users to view and potentially edit the underlying transaction details.

Step 8: Add Task - Set a field value and run the field script (SOP Type)¶

Tasks in SmartList Builder provide a way to automate actions when a “Go To” link is activated. In this step, you will add a task to set the value of a field and run its associated script. This is used to pass context from the SmartList to the opened form.

1. Click the plus sign (+) to open the Add Task window.
2. In the Task Type list, select Set a field value and run the field script.
3. In the Field list, select SOP Type. This is the Sales Order Processing Type field.
4. In the Table list, ensure Sales Transaction Work is selected.
5. In the Value list, select SOP Type. This sets the value of the SOP Type field in the Sales Transaction Entry form to the SOP Type value from the selected row in the SmartList.
6. Click Save.

This task ensures that when a user drills down to the Sales Transaction Entry form from the SmartList, the form will be pre-populated with the SOP Type from the selected sales transaction work record.

Step 9: Add Task - Set the value of a field ((L) Temp Type)¶

This step adds another task to set the value of a field, this time using a temporary field. Temporary fields are used to pass data between SmartList Builder and Dynamics GP forms without directly affecting underlying data.

1. Click the plus sign (+) to open the Add Task window.
2. In the Task Type list, select Set the value of a field.
3. In the Field list, select (L) Temp Type. The “(L)” prefix typically indicates a local temporary field.
4. In the Table list, ensure Sales Transaction Work is selected.
5. In the Value list, select SOP Type. This assigns the SOP Type value from the SmartList to the temporary field.
6. Click Save.

Using a temporary field like “(L) Temp Type” is a best practice as it avoids directly manipulating core data fields and ensures compatibility and stability within Dynamics GP’s Dexterity-based architecture.

Step 10: Add Task - Set a field value and run the field script ((L) Temp Control Number)¶

This final task in the “Go To” function configuration sets the temporary control number field and runs its script. The control number is crucial for uniquely identifying a transaction.

1. Click the plus sign (+) to open the Add Task window.
2. In the Task Type list, select Set a field value and run the field script.
3. In the Field list, select (L) Temp Control Number.
4. In the Table list, ensure Sales Transaction Work is selected.
5. In the Value list, select SOP Number. This assigns the Sales Order Processing Number to the temporary control number field.
6. Click Save.
7. Click Save again to close the Add Go To - Open Form window.

By using local temporary fields, you are leveraging the fields that Dexterity, the underlying programming language of Dynamics GP, utilizes. This ensures that the process remains functional even if an existing document is already displayed in Dynamics GP. The system will prompt the user to save any changes if the existing document has been modified, maintaining data integrity.

Step 11: Default Go To Selection¶

Now that you have configured the “Go To” function, you need to set it as the default action for your SmartList.

1. In the Default Go To list, select the “Go To” function you created in steps 7 and 8 (e.g., “Open Sales Transaction Entry”).
2. Click OK to confirm the selection.

Setting the “Go To” function as the default action means that when a user double-clicks on a row in the SmartList, or uses the “Go To” button, the configured action (opening the Sales Transaction Entry form with context) will be executed.

Step 12: Select Fields to Display¶

The next crucial step is to choose which fields from the “Sales Transaction Work” table will be displayed as columns in your custom SmartList. This is where you define the data that will be visible in your report.

1. In the Default column of the SmartList Builder window, locate the fields you want to display.
2. Select the check box next to each desired field. For example, select SOP Type, SOP Number, and Order Date.

Choose fields that are most relevant to the purpose of your SmartList. Consider the information users will need to see and analyze when using this SmartList. Commonly selected fields include document numbers, dates, customer IDs, amounts, and statuses.

Step 13: Save and Close SmartList Builder¶

Once you have defined the SmartList ID, Name, Tables, “Go To” function, and selected the display fields, it is time to save your custom SmartList.

1. Click Save in the SmartList Builder window.
2. Close the SmartList Builder window.

Saving your SmartList persists your configurations and makes the new SmartList object available within Dynamics GP. Closing the window prepares you to access and use your newly created SmartList.

Step 14: Access SmartList¶

To view and use your newly created SmartList, you need to access the main SmartList window in Dynamics GP.

1. On the View menu, select SmartList.

This will open the standard SmartList window, which should now include your custom SmartList object in the available SmartList options.

Step 15: Grant Security to the New SmartList Object¶

Before you or other users can access and use your custom SmartList, you must grant appropriate security permissions. This step ensures that only authorized users can view and interact with the SmartList. The security setup process differs slightly based on your Dynamics GP version.

For Microsoft Dynamics GP 10.0 and Later:

1. Navigate to the Microsoft Dynamics GP menu.
2. Hover over Tools.
3. Point to Setup.
4. Point to System.
5. Select Security Tasks.
6. In the Task ID list, select the appropriate Task ID for the users who need access.
7. In the Product list, select SmartList.
8. In the Type list, select SmartList Object.
9. In the Series list, select SmartList Object.
10. Locate and select the check box for the SmartList object you created.
11. Click Save.
12. Exit and then restart SmartList for the security changes to take effect.

For Microsoft Dynamics GP 9.0:

1. On the Tools menu, select Setup.
2. Select System.
3. Select SmartList Security.
4. In the Company list, select the relevant company.
5. In the User ID list, select the user you want to grant access to.
6. In the SmartList Objects area, select the check box next to your new SmartList object.
7. Click OK.
8. Exit and then restart SmartList.

Note for Microsoft Business Solutions - Great Plains 8.0 Users: Security configuration for SmartList objects may differ in Great Plains 8.0. Consult your system documentation or administrator for specific instructions. In some cases, security may not be required.

Granting security ensures that only authorized personnel can access and utilize the custom SmartList, maintaining data security and control within your Dynamics GP environment.

Step 16: Select the New SmartList Object¶

After completing the security setup and restarting SmartList, your new custom SmartList object should be available in the SmartList window.

1. In the SmartList window, navigate to the appropriate category or search for the name of your new SmartList object.
2. Select the name of the new SmartList object you created.

Your custom SmartList should now load, displaying the columns and data you configured in SmartList Builder. You can now use this SmartList to view, analyze, and export data as needed.

Conclusion¶

Congratulations! You have successfully built a custom SmartList using SmartList Builder in Microsoft Dynamics GP. By following these steps, you have learned how to access SmartList Builder, define SmartList parameters, select data tables and fields, configure “Go To” functionality, and grant security access. This empowers you to create tailored reports and data views that meet your specific business needs within Dynamics GP. Mastering SmartList Builder significantly enhances your ability to extract meaningful insights from your Dynamics GP data and improve your overall reporting capabilities.

Feel free to share your experiences or ask any questions in the comments below! What custom SmartLists have you built or are planning to build? We’d love to hear about your use cases and how SmartList Builder is helping you in your daily tasks.