Dynamic Communities Magazine

Dynamic Communities creates technology-centric communities to exchange ideas on how to best maximize industry knowledge through user-produced education, enriched networking, and conference attendance.

Changing How You View SmartLists via SmartList Options

03-09-2020 10:20 Dana Haessig Dynamics GP


Learn how to make changes to some of your favorite Smartlists at a system level. 

You have probably created a Favorite or two in SmartList to save your SmartList exactly the way that you like to see it. Did you know that you can make some of those changes to SmartLists at a system level? That is done using the SmartList Options settings. 

One of the most common issues with SmartLists and the data they return is that it seems to only be returning data for a certain timeframe, but what is often the case is that the SmartList only allows 1,000 records to be returned by default, and the actual number of records has exceeded that amount. You can certainly save a SmartList Favorite and increase that number, but that only increases it for that one Favorite that you just created. To make this change so it applies to the SmartList you choose and any new Favorites you might create in the future, go to Microsoft Dynamics GP | Tools | Setup | System | SmartList Options.

smartlist - payables transactions

In my screen shot, you can see that I have chosen the Category of ‘Payables Transactions’, which corresponds to the folder with the same name in SmartList.

smartlist - maximum records

You can see that my Maximum Records default is now 5,000 instead of 1,000 records on this SmartList.  Now that I have made this change to the ‘Payables Transactions’ category, all the NEW favorites that you create based on this SmartList will also default to 5,000 records. 

To change this for existing SmartList favorites, you can open them, click the Search button, then modify the Maximum Records amount (which is a required field at the bottom of the window).

smartlist - add or remove favorites window

Once you have made the change to the Maximum Records, click OK, then click Favorites to open the Add or Remove Favorites window, and click the Modify button.

smartlist options window - middle section

This saves the existing favorite with the new Maximum Records amount.

The middle section of the SmartList Options window allows you to add or remove columns from your SmartList and change the order in which they appear.  These changes will also impact all NEW favorites that you create based on that SmartList.

The last portion of the SmartList Options window allows you to make changes to Search Defaults and allows you to password protect the modifying of SmartList Favorites.


Dana Haessig

Written by Dana Haessig

Technical Support Lead, Rockton Software

Terms of Use: Dynamic Communities does not take responsibility for any incorrect or outdated information and looks to the author as the expert to provide accurate content.