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Watchlists

Watchlists​

Screen Overview​

The Watchlists screen lets administrators and operators create and manage named watchlist records used to flag or track people or entities of interest across a system. It includes:

  • A filter panel to search by system, status, and text.
  • A results grid showing watchlists with their owner scope.
  • A create form to define the watchlist name and notification recipients.

Field Definitions​

Field LabelDefinitionNotes
OwnerScope for the new watchlist record. Options: Company, Facility, Occupancy, Me, System.Determines who can see and use the watchlist based on ownership scope and user permissions.
NameDisplay name for the watchlist record.Required. Use a clear, descriptive name (e.g., “Do Not Admit – Vendors”).
Notification Distribution List IdPredefined distribution list to receive watchlist notifications.Optional. Populated from configured Distribution Lists. If selected, all members will be notified.
Notification EmailsOne or more email addresses to notify when the watchlist triggers.Optional. Enter comma-separated addresses. Basic email format validation applies. Can be used with or without a Distribution List.
System (filter)Limits the search to a specific system.Default is “-- All --”. Affects the result set and export contents.
Search (filter)Status filter for watchlists.Common values include Active/Inactive/All. Defaults to Active.
View (filter)Additional scope filter for which records to show.Defaults to All. Exact options may vary by role/configuration.
Search TextFree-text search input.Searches by Name. Press Submit to apply.
Name (grid column)The watchlist record’s name in the results list.Click to select a row for actions (View/Edit/Delete).
Owner (grid column)The owner scope of each watchlist in the grid.Read-only. Indicates where the record resides (e.g., System: Demo 125 High St.).

Screen Actions and Functions​

  • Create – Opens the Create Watchlists form.
  • Submit – Applies the filter criteria and refreshes results.
  • Reset – Clears all filters to their defaults.
  • View – Opens the selected watchlist in read-only mode.
  • Edit – Opens the selected watchlist for modification.
  • Delete – Removes the selected watchlist record.
  • Export – Exports the current filtered results to a file.
  • Back To List – Returns from the create/edit view to the results list.
  • Back To Filter – Returns from the create/edit view to the filter panel.

Usage Instructions & Examples​

How to Create a Watchlist

  1. Click Create from either the filter or list page.
  2. Select the Owner scope (e.g., Facility or Company).
  3. Enter a Name. Example: “Do Not Admit – Contractors”.
  4. (Optional) Choose a Notification Distribution List Id.
  5. (Optional) Add Notification Emails as comma-separated addresses (e.g., security@site.com, manager@company.com).
  6. Click Create. You are returned to the list where the new record appears.

How to Find and Review a Watchlist

  1. Set System to the desired system or leave as -- All --.
  2. Ensure Search is set to the appropriate status (e.g., Active).
  3. Enter part of the watchlist name in Search Text and click Submit.
  4. Select the row and click View to open it.

How to Edit a Watchlist’s Notifications

  1. Filter and locate the record, then select the row.
  2. Click Edit.
  3. Adjust Notification Distribution List Id and/or Notification Emails.
  4. Save your changes.

How to Delete a Watchlist

  1. Search and select the target row.
  2. Click Delete and confirm. The record is removed from the list view (subject to status/archiving rules).

How to Export Watchlists

  1. Apply any filters (System, Search, View, Search Text).
  2. Click Export to download the filtered results.

System Behaviors and Edge Cases​

  • Required fields: Name must be provided to create a record; the system prevents save if missing.
  • Row actions: View/Edit/Delete buttons appear only after a row is selected.
  • Notifications:
    • If both a Distribution List and Notification Emails are supplied, all recipients are notified.
    • If neither is supplied, the watchlist can still be created; however, no email notifications will be sent.
    • Email inputs expect comma-separated formatting; invalid addresses are rejected or ignored based on validation rules.
  • Filters and export: Export includes only the records matching the current filters.
  • Ownership scope: The Owner selection controls visibility and manageability of the record. Users may see only owner scopes allowed by their permissions.
  • Status filtering: The Search filter (e.g., Active) controls what appears in the grid; switching to All reveals inactive records if permitted.

Permissions​

  • View Watchlists: Required to access the screen and run searches.
  • Create Watchlists: Required to create new records.
  • Edit Watchlists: Required to modify existing records.
  • Delete Watchlists: Required to remove records.
  • Export Watchlists: Required to export results.
  • Owner scope access (Company/Facility/Occupancy/System/Me) is constrained by the user’s role and assigned security context.

Linked Workflows​

  • Distribution Lists: Configure recipient groups used by Notification Distribution List Id.
  • Visitor/Identity Management: Watchlists can be referenced by check-in or identity verification workflows for alerting.
  • Event/Alarm Monitoring: Alerts generated by watchlist matches can feed operator consoles and email notifications.
  • Reporting: Use exports for audits and compliance reviews.

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