Microsoft CRM uses views to display multiple records at one
time. You can customize almost all of the views used in Microsoft CRM to
display just the data that you want your users to see. In addition, you can
also create entirely new views to display different data sets. First, let's
define the various components of a view, as shown in
Quick Find Users can enter search terms and click Find to
search within the view.
View Filter This list shows all of the predefined views
available to the user.
Grid The grid displays the records for the view in rows and
Grid Tool Bar The grid tool bar lets users perform
additional actions on the records in the grid. Users can select more than one
record at a time to perform these grid tool bar actions (such as assigning
records or exporting data to Microsoft Office Excel).
Columns Each view consists of one or more data columns.
Users can click the column header to sort the view's records in ascending order
(A to Z). Clicking the column header a second time sorts the records in the
opposite order (descending from Z to A).
Index Users can click an Index letter to quickly filter the
records shown in the view.
Microsoft CRM uses four types of views:
Saved Views are different from the other three views because
you do not manage them in the Customization section of Microsoft CRM. Rather,
you use the Advanced Find tools to create, modify, and delete Saved Views.
Not surprisingly, any Microsoft CRM user can access Public
Views for an entity. All of the Public Views appear in the View Filter for each
entity. You can also specify a Default Public View for each entity. The Default
Public View loads the first time a user browses to an entity area. Therefore,
if you want to create a new view for Accounts that every user will see the
first time they browse to the Account workspace, create a new view and set it
as the Default Public View for the Account entity. You can change the Default
Public View in the entity editor by selecting the view that you want to make
the default (single click), and then clicking Set Default on the More Actions
menu, as shown in Figure 5-18.
Because you can create as many Public Views as you need, you
might find that a large number of views will fill up the View Filter, making it
difficult for users to find a specific view. Therefore, Microsoft CRM allows
you to utilize Private Views so that only a subset of users will have access to
a specific view. Even if you don't have a large number of Public Views, you
might want to restrict which views each user can access by using Private Views.
Let's review an example of using Private Views to minimize the
number of view names that appear in the View Filter for the Account entity.
Consider a fictional company with five sales districts:
Each sales district contains sales people who cover Accounts only
in their territory. If you created a Public View for each sales district, the
View Filter would show all of the views. However, because a sales person in New
York doesn't call on West Coast accounts, the West Coast view in the View
Filter simply clutters up the screen and reduces usability for users that don't
need that view. Fortunately, you can use the Private View feature to streamline
the View Filter list for each user. Conceptually, you will make each sales
district view a Private View (instead of a Public View) so that each user would
only see the view for his or her sales district.
Figure 5-19 shows the View Filter two different ways:
Converting Public Views to Private Views
Go to the Customization section of
Microsoft CRM and click Customize Entities.
Double-click the Account entity and click Forms
and Views in the navigation pane.
Double-click the Public View that you want to make private.
In the menu bar, click Actions and then
click Sharing… The Share View
dialog box will appear.
In the Common Tasks section, click
Select one of the teams and click OK. If
you don't have any teams created in your system, refer to
Chapter 3, "Managing Security and Information Access," for information
on creating and using teams.
Click OK in the Share View dialog box,
and then click the Save and Close button in the view
Now only users who belong to the team you shared the Active
Accounts view with can see this view in the View Filter. Of course, you can
share a view with multiple teams if you need to do so. Since users can belong
to multiple teams, you can get very creative by assigning users to multiple
teams or sharing a view with multiple teams. In summary, you can use Private
Views to restrict which users have access to a particular view.
Microsoft CRM includes five System-Defined Views:
Advanced Find View
Quick Find View
Similar to system entities, Microsoft CRM automatically creates
these System-Defined Views upon installation of the software. Each of them
serves a unique purpose in the user interface, so the software constrains your
ability to modify these System-Defined Views. In particular, Microsoft CRM
implements a few notable customization restrictions with all of these views:
Only one of each System-Defined View can exist for an entity.
You cannot delete any of the System-Defined Views.
You cannot configure filtering in the System-Defined Views
because the system relationships define the records that Microsoft CRM will
display in each view.
Now let's discuss how Microsoft CRM uses each of these views and
how you can customize them.
Associated View When you look at the records
related to an entity, Microsoft CRM displays the records using the Associated
View. For example, when you view the Contacts related to an Account, Microsoft
CRM will use the Associated View of the Contact to display the records (Figure 5-21). When you look up the
Sub-Accounts of an Account, Microsoft CRM displays the Associated View of the
Therefore, if you wanted to add a Contact's title to the view in
Figure 5-21, you would edit the
Contact Associated View even though you're actually viewing an Account record.
Because only one Associated View exists per entity, you cannot display different
views based on the related entity. For example, both Lead and Opportunity
reference the Activity Associated View. If you change the Activity Associated
View, this change appears on both Leads and Opportunities,
as shown in Figure 5-22.
Advanced Find View The Advanced Find View for an
entity allows you to define the columns that appear when users use the Advanced
Find feature. Figure 5-23 shows the
Advanced Find View for Leads.
Note that users can easily edit the columns that appear in the
Advanced Find results, as shown in Figure 5-24, but their updates will not change the
Advanced Find View for the entity.