System vs. Personal Views in Microsoft Dynamics CRM

Posted by Brenda Senger on August 22, 2016


Whether system or personal, a view is a grid with records listed in it with specific column headings.  Many views come out-of-the-box with Dynamics CRM.  However, there are times that you’d like additional or different columns to look at.  This is when it’s nice to be able to have customized views. 

Dynamics CRM offers the ability to make and work with System and Personal views.  Here’s the difference between the two types of views:

How to Create & Edit System Views
It is recommended that system administrators are the only ones that edit the system views.

1.  Go to Settings > Customizations > Customize the System

2.  Select the dropdown arrow next to Entities.

3.  Open the entity which contains (or will contain) the system view you want to edit or create.

4.  From here, you can create a new system view from scratch or edit a current system view.



 

5.  Select a column you want to act upon and then utilize one of the functions listed under Common.

           Tasks.

  • Arrows: This allows you to change the order of the column
  • View properties: This allows you to change the title of the view and add a description
  • Edit Filter Criteria: This allows you to filter data to specific record types
  • Configure Sorting: This allows you to configure how the data is sorted (ascending or descending)
  • Add Columns: This allows you to add additional columns
  • Change Properties: This function allows you to change the properties of a column (change the pixel – length size – of a column) and view the properties of the record
  • Remove: This allows you to remove a column
     

6.  Last, make sure you publish. Either through the view or use the "Publish All Customizations" button at the top of the entitiy screen in settings. 

 

Creating & Working with Personal Views

1.  Navigate to the entity that you want to create a personal view for.  Example: Services > Contacts

2.  Click on the dropdown arrow next to the title of your current view, then select “Create Personal View” in the drop down menu.

3.  To start, the advanced find screen will provide filters options.

  • Look for: This dropdown should populate with the entity you are in
  • Use Saved View: [new] –this will create a brand new view, the rest of the dropdown will populate with options to copy other system or personal views you have access to (this is in case you like another view, want to copy the filter settings, but customize it yourself)
  • Select: This allows you to set additional filter criteria

There is a menu bar across the top which gives you more options when creating a view.

  • Saved views: This allows you to see all of your personal views, allows you to share your personal views with others, and allows you to delete any personal views you no longer use.
  • Results: This section shows a preview of the view you have created
  • New: Opens a new window to create a new view
  • Save: Saves your view
  • Save As: Prompts you to set the title and description for your view
  • Edit Columns: This allows you to change the order of the columns, add or remove columns, and customize sorting (see aforementioned instructions)
  • Edit Properties: This allows you to set the title and description for your view
  • Clear: Removes all filter criteria
  • Group AND & Group OR: These serve as functions to help with the filtered criteria
  • Details: This allows you to edit you filter data once it has been saved
  • Download FetchXML: This is utilized for reporting instead of SSRS reports from SQL
     

4.  Once you are done, just click on “Save As” and name your new view. 


 

5.  Your personal views will now show up under a new section called My Views, only you will be able to see them unless you share them with other users or teams.
 

Custom views in Dynamics CRM can save you time and give you the information you want right at your fingertips.  We suggest to think about what columns of data you would like to see and then try it with a new personal view.  If you have further questions, or need some assistance, just let us know.  Email our team of experts at Support@Crestwood.com.


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