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What are Custom Views and how can I set these up?

Updated: 01 July 2019 15:01:42 OpenCRM::Leads OpenCRM::Contacts OpenCRM::Companies OpenCRM::Opportunities OpenCRM::Quotes OpenCRM::Orders::Sales Orders OpenCRM::Orders::Purchase Orders OpenCRM::Invoice OpenCRM::Projects OpenCRM::Helpdesk OpenCRM::Products

What are Custom Views?

Custom views are a way of filtering data on the Home pages of all the entities.

These are useful in two ways:

1. They allow you to add alternative columns in a view
    e.g. instead of displaying Company Name, City & Phone etc. you might want to display Company Name, Company Type & Annual Revenue
 
2. They allow you to create/view specific subsets of data (filter the data by using queries) for you to action, such as adding to a Campaign, sending a mailshot etc.
    e.g. My Companies or A-List Companies etc.

The screenshot below shows the Custom View Selector drop-down on the Companies module which enables you to switch between views.

Setting up views

Admin users can create and edit views using the Edit and Create View functions next to the view selector. This is collapsed by default:

The menu is ordered to show:

  1. Your Default View at the top
  2. Your Profile Default View below that (if applicable)
  3. Then by name (0-9, a-z)

Clicking on the cogs opens up the options to create/ edit/ delete the Custom Views:

Clicking Admin enables you to see all Custom Views configured in that module, including any that are not set to be visible to you (thereby enabling the Admin user to edit views configured for other users).

Before you begin it is a good idea to make a note of order of the current columns that are already familiar to you. Views can be set up in six simple steps.  

1. Set up some basic view information (View and Tab name)

2. Specify View visibility for particular users or on a per Profile basis.

3. Select which columns you wish to see on the home screen.

4. Set some Date filters

5. Set some other filters (e.g. Username, Company Type, Opportunity Stage etc.)

6. Specify an Order for the records in the view to be displayed.
 

1. Set up the basic view parameters (View and Tab name)

Click on Create View, give the view a name, and tick the List in Metrics tick box if you want this view to appear on your Dashboard. Giving the view a Tab Name allows you to list the View in the row of tabs on the Companies: Home screen. If you are duplicating an existing view, tick the Create as new view box.

 

2. Specify View visibility for particular Users or on a per Profile basis.

You can specify, at User or Profile level, who can access the View, who can see it by Default (ie so they see this View whenever they log into this module), or who can see the View as a Tab.

3. Select which columns you wish to see on the home screen.

You can display information from up to fifteen columns on the Home screen. Use the drop-down menu on each field to select the data you want to display.

 

4. Set some Date filters.

You can use any of the Date fields you use (e.g. Created Date, Modified Date, End Date) and specify a Date Range for example Current Week, Current Month, Next 90 Days

When you use the Custom option you will be able to use the filters for "Selected Dates", "Next", "Last", "More Than" and "Less That" you will then get the choice of unit of time so 1, 2, 3 etc then you will have option between Days, Weeks, Months and Years. You can use these filters to create views to display e.g. "All Companies created in the last 21 days":

 

5. Set some Advanced Filters (e.g. Username, Company Type, Opportunity Stage etc.)

You can add as many rows as you need.

Note: To create one view for all users e.g. My Companies, use Assigned to - equals{username}

 

6. Specify an Order for the records in the view to be displayed.

You may wish to sort your data alphabetically based on Company Name, or City. Or you might want to sort records based on a Date field. Use the Default Result Ordering section to specify the sort order:

 

Important:

If you do not add yourself to the view (either by User or Profile), the view will not be available in the list of Views that you can access. Admins can override this restriction by selecting the Admin option next to the View box.

Also, you need to give Users or Profiles the ability to access the custom view, in order for them to be able to use the default view or tab options.

When you add the view as a Tab, it will be visible on that module's main screen:

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