Views are an essential component of Microsoft Dynamics 365 for Sales. Every entity that displays information has its own set of views whether they are out of the box views or views that have been created by a system administrator for their users to use. Each one of these views presents a different way to view information within an entity. For example, the Contacts entity has views such as; Active Contacts, All Contacts, My Active Contacts, etc. Each one of these views presents filtered down information for the user to view. A feature that is useful for users is the ability to create their own view in order to be able to view information needed for a particular task a user may need to execute whether on a regular basis or sporadically.
To create a personal view:
Click on the Advanced Find icon located on the Navigation Bar. This will prompt another window where you will begin by taking a look at the “Look for” drop-down.
There, you will select the Entity that has the information you are looking to access and filter down. It is important to note that you may not access information for your view across more than one entity as the Views are simply a way to filter information within a single entity.
After the Entity is selected within the “Look for” drop-down, you may then begin to filter down as needed within the “Select” icon located right below the “Look for” drop-down. You may filter down the search based on the different fields that exist within the entity and may also refine those fields as well to particular values within the filter as well. A “Group AND” and a “Group OR” function exist where you may group different fields together as needed to more accurately display the information that you would like to see.
Once the filters have been finalized, you may then click the “Edit Columns”. Within the Edit Columns, you are given the ability to choose what fields you would like to see for this view. You are given the ability to add columns, remove columns, change the properties of a column, and rearrange the columns as well. Clicking on an existing column will give you the ability to move it, delete it, or change its properties.
After all the columns have been edited and fit to what you are looking for, then you may click “Ok” to finish editing the columns.
To verify that the view will display the correct information, you may click the “Results” icon to see if any changes need to be made to the filters or columns. If the information displayed is correct after seeing the results, you may click the Advanced Find tab and then click the “Save” icon.
Then, another window will prompt you to name the view and provide a description, which is not necessary.
Once that is completed, click “Save”.
Lastly, you may go to the entity where you created a personal view under and when you click on the drop-down next to the name of the current view, you will be able to find the newly created personal view. If you would like to pin this view so it becomes the default view for that entity, then you may click on that little pin icon located to the left of the view.
A view presents a method of viewing information that is filtered down. The creation of personal views is a useful way of having the ability to create a view that pertains to what you as a user are looking for. It is important to note that these personal views may only be viewed by the user who created them. No other user can access these personal views. The only way for another user to view the view created by another user is to have that user share the view to them otherwise a personal view may only be viewed by the user who created it.
Note: This is the Advanced Find tool where you may filter down the results based on the fields you would like to have for your new personal view
Note: When clicking on the Views drop-down within the entity where you created your view, the new View will appear under My Views.
Clicking the pin will make this personal view the default view the next time you access the entity.
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