Three Steps to Taming Smartlist Sprawl in Microsoft Dynamics GP

Smartlist is an ad hoc reporting tool built into Microsoft Dynamics GP. The simplicity and power of Smartlist reporting is a significant differentiator for Dynamics GP, but like every good tool, its power can be used for good or evil. We talk about the good a lot, so let's spend a few minutes on evil.

The biggest negative for Smartlists is what I like to refer to as "Smartlist Sprawl". As Smartlists permeate an organization, users often find that they have a proliferation of Smartlists, many of them no longer used, or only used for a one-time event.  It makes it difficult to figure out which Smartlist to use to for a particular task. Users are also reluctant to change Smartlists that they didn't create, lest they destroy a report needed by someone else. Consequently, users simply create another Smartlist and contribute even more to the sprawl. It's a vicious cycle, but th


Requires FREE Membership to View

Become a Member Joining gives you free, unlimited access to news, analysis, white papers, case studies, product brochures, and more, and it’s all FREE. You’ll also receive periodic email newsletters with the latest relevant articles and content updates.
About Mark Polino

Mark Polino is a Certified Public Accountant (CPA) and a former Microsoft MVP (2007-2018) for Business Solutions. He is the author or coauthor of 5 books related to Microsoft Dynamics GP.  Mark also maintains the Dynamics GP focused website He speaks and writes regularly about ERP related topics. Mark has been a controller and CFO for a division of a publicly traded company and he has  worked as a consultant implementing ERP solutions. Mark holds additional certifications including Certified Information Technology Professional (CITP), Certified in Financial Forensics (CFF) , Chartered Global Management Accountant (CGMA). Dynamics Credentialed Professional for Dynamics GP 2015 (Core Install and Core Financials), Xero Certified. He holds a bachelor's degree in accounting from the University of Central Florida and an MBA from Rollins College. Mark lives with his family in Florida.

Read full bio...

Or use a smartlist to manage your smartlists

Create a smartlist using SLB10000 (Smartlist Builder Smartlists) to manage your custom smartlists. Utilize the note index with some of the recomendations in step 3 and display that column in your smartlist. Also, created/modified user id's and dates are available as columns.


I personnally feel that the Smartlists are a two edged sword. A smart guy can use this sword in a smart way to cut and chop. But I have seen cases where people have created smartlsts which nobody (including the person who created the smartlist) can understand after a couple of months. I think the advice in this article of "descriptive naming" and personalising smartlists is the right way to use this tool. Doing right the first time so that you dont have to revise it.

how i can remove the smartlist from some users


how i can remove the smart list from some users and make security password if someone try to add it.

thanks alot