How to Create a Personal View in Microsoft Dynamics CRM 2011

Introduction to Views in Dynamics CRM 2011

Microsoft Dynamics CRM 2011 refers to the list of records as “Views”. Views are generally based on the data from one entity but can also display the data from related entities.

Views can be configured to filter the data based on the business rules and display the selected columns of the source and the related entities.

For example, the figure below illustrates the view of an Account entity with the following fields (and only displays Active Accounts):

  • Account Name (Account entity data)
  • Main Phone (Account entity data)
  • Address 1: City (Account entity data)
  • Primary Contact (Account entity data)
  • Email (Contact entity data)

 

There are two types of views:

  • System Views (Public)
    “System Views” are the views configured by the System Administrator and are available to all the users of the system.
  • Personal Views
    “Personal Views” are the views configured by the Users themselves and are only available to them when shared with the other users or teams.

View Actions

The main actions that are available on a View tab are:

  • Set As Default View: This action enables the users to mark a view as a personal default view.
  • Filter: This action enables the users to filter and sort the results.
  • New Personal View: This action enables the users to create a new personal view in the system.
  • Refresh: This action enables the users to refresh the data of the view.

Step by Step Guide to creating a new Personal View

In this post, we will create a new personal view on the “Account” entity to display the records which are modified within the last month and are owned by a logged in user.

We will configure the new personal view to have:

  • Filters
    • Modified On (date) is within Last Month
    • Owner of the record is the current logged in user
  • Display Columns
    • Account Name
    • Account Number
    • Account Rating
    • Primary Contact

Step 1
A personal view can be created by clicking the “New Personal View” ribbon button which launches the “Advanced Find” window.

“Advanced Find” is a tool provided by Microsoft within Dynamics CRM 2011 to perform the advanced search – and the results can then be stored as a personal view (with filters and the selected columns).

Step 2
Configure the filters to show the records modified within the last month and the owner of the Account record to be the current user.

Step 3
Click “Results” to review the results.

Step 4
The filter for the new personal view has been configured; the next step is to configure the display columns.

Click “Edit Columns”.

Click “Add Columns”

Select the columns to be displayed on the view.

Step 5
After the view has been configured, Click “Save As” to save it as a personal view.

Provide the name of the new personal view and then click “OK”.

The newly created view now appears as a personal view under “My Views” as shown below.

November 8, 2013