A view is basically a list, and a way of presenting selected information to a user. You can select what information goes into the list, what information is seen by the user, and what views each user has available.
Permissions are required to work with Custom Objects.
The purpose of a view is to display information. Views are read only. You can create filters and conditions to show only specific information in a view. A view can be for the users own personal use, or it can be assigned to other profiles or even every user. An example of a simple view might be, "Show me all my clients who live in a certain zip code." A more complex one might be "Create a list of customers who have invoices for more than $1000 that are more than 15 days overdue, ordered by those who owe the most first, show the customer contact information, and only show it to the members of the accounting department who are part of the Collections user profile."
A view can act like a report, showing you useful information about your business, sales, employees, customers, the state of a project, or anything else.
Views
You can create views for objects by going to Setup > Development > Objects. Click on the name of the object that you want to create a view for. Select the Views tab.
Click New.
Enter the View Name. It should be descriptive of what the view is and who it is for.
Select Share This View to make it visible to other users.
Click the Choose Profiles list, and select the user profile(s) who will be able to see the view.
Next create a filter to determine what data to show. If you do not create a filter, the view will show all the information. For example, a Customer view with no filter will show all customers; a Customer view with the zip code as a filter could show only the customers with that zip code.
Click Add Criteria to add that filter to the list. You can add as many filters as you need. For example, to view invoices that are more than 30 days old, you would filter by the due date, where it is 30 or more days ago.
Advanced filter options let you filter the results by the users location and give you more control over how the basic filters work with each other.
The Use Location Filter will filter the results by the users location. For example, if the Location Filter was on, the view would only show the records for that users location.
Insert Criteria allows you to create relationships between the criteria that you created in the basic filters. AND creates an inclusive relationship (both conditions must be true to work), OR creates an exclusive relationship (only one of the conditions must be true to work). For example, for a list of Customers, criteria 1 is "City = City One", criteria 2 is "Customer is a Regular customer", and criteria 3 "Customer is a VIP customer"
1 AND 2: Shows customers from City One and who are also Regular customers only.
1 OR 2: Shows customers who are from City One as well as all other customers who are Regular customers (who could be from City Two, etc. provided they are Regular customers).
1 AND (2 OR 3): Shows all customers from City One, and who are also Regular or VIP customers.
2 AND 3: Shows all customers who are both Regular and VIP customers. (If a customer can not be both Regular and VIP at the same time, the list will be empty.)
The preview section at the bottom will filter and show you the records as you build your view, giving you a preview of how the filter will work.
Click the Columns tab.
Add the columns that you want to see in the view by clicking the Add Column button and selecting a column.
Click the Columns tab if you want to Sort and/or Group the information in the view by the columns that you have selected.
To group the information by a column, drag the column header into the Group By area. You can use up to three columns to group information. For example, if you wanted to show a list of employees with the employees grouped together by their department, you would use Group By to do that.
To sort the information by a column, drag the column header into the Sort By area. You can use up to three columns to sort information on. For example, if you wanted to show a list of employees listed in alphabetical order by last name, you would use Sort By to do that.
You can use Group By and Sort By together. For example, producing a list of employees grouped together by department, and sorted alphabetically within each department group. The preview section will show you how the records will be arranged with any selected grouping and/or sorting.
Click Save to finish.
You can also create a view when you are looking at an object. When a user clicks on the view drop down list, there is an option to create a new view and edit existing views from the view list, provided that the user has the permissions to do this. See the instructions above for the steps in creating a new view. Views can also be deleted from the list by clicking the X.
You can change an existing view by editing it.
On the View drop down, click Edit next to the name of the view to be changed.
Make the necessary changes to filters, columns, grouping, sharing, etc.
Click the Save button to finish, or Cancel to return without making any changes.
You can also edit a view from the Setup, by working with the object in the Development section, on the Views tab.
You can copy an existing view. This is a quick way to make a new view based on one that you already have, saving time by making a few changes instead of building a new view. This can only be done from the main application, and not the Setup section.
Click the Save As button, and enter a new name for the view.
You can remove a view from PerfectMind by deleting it.
From the View, click on the row with the name of the view. Do not click on the view name.
Click the Delete button.
Linked master-detail or lookup objects will show up in the filter view. So if you have a Customer object, and it is linked to Invoices, you will be able to see invoice information as well.
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