List views

Most list pages, such as the Suppliers list, display a default set of columns that are sorted alphanumerically, for example displaying suppliers in order based on Customer ID. There's usually additional columnar information that does not appear in the default list but can provide relevant insight depending on your requirements.

Each time you open a list view, it displays all the data that matches the filtering, sorting, and display options specific to that view. You can create new views or edit, rename, share, save, or delete existing views.

System and custom user views

By using system views and creating custom user views, you can automate the drill-down process to display any list data including data in columns that does not appear in the default list. Each time you open a view, it displays all data that matches the filtering, sorting, and display options set up in the view.

• System views, which come with the list, usually display list data in ways that most users might access regularly.

• User views are ones that you create by either honing and saving standard views as custom views or by creating new views from scratch. For example, if you add the Payment Priority and Term columns to your standard list view, then sort the Payment Priority column to see the most urgent priority at the top, you can then save the view with a unique name, such as "Supplier payment priority list."

Create a new view

If system views are insufficient for displaying the list items and values that you need to see, you can create a custom user view. A user view can be based on a standard view or another user view, or you can create a completely new view.

Create a new view from scratch

You can create a new view from scratch to select specific criteria.

1. Go to Manage view > New.

   The Create New View wizard appears.

2. Enter a unique name for the view in View name.

3. In the Columns section, you can:

   • Select Add (circle) to add a new column to your view.

   • Select the type of column to include in your view.

   • Select Remove to remove a column.

   • Wrap the text of the column name or Clip the column name to the size of the column.

   • Select the number of columns you want to freeze.

4. Optionally, add filter criteria to further hone the results you want to display in the view.

5. Optionally, apply sorting to display the results in a different order.

6. Optionally, select Public to change the sharing from the default of Private. Selecting Public shares the view with everyone who has access to the list.

After you save the view, it appears in the All dropdown list for that list.

Create a new view from an existing view

You can quickly create a new view when you’re working in an existing view. For example, you might modify the existing view, and want to save it as a new view so that the existing view remains saved as it was before you modified it.

1. Go to Manage view > Save as.

2. Give the view a new name. The original view remains as it was before the modifications. The new view includes the modifications.

Edit a view

Edit a view in one of the following ways:

• On the fly, for example, if you want to quickly add or change a single criteria or display option

• Within the Edit View dialog box if you want to view and edit multiple criteria and display options

Edit the current view

In the view you want to edit, you can do any of the following:

• Display options:

  • To move a column, drag and drop it to the appropriate location.

  • To sort, freeze, or specify text wrapping for a column, select the gear icon on the column.

  • To add, remove, or sort multiple columns, select the gear icon above the list.

  • To split the screen display to view row details, select the split screen icon.

• Filter options:

  • To filter on a column, select Filter on the column.

  • To filter on the entire list, select Filter above the list.

If you want to keep the changes that you made, be sure to save the view. If you edited a system view, and want to keep the changes, save the view with a unique name.

Edit multiple options for a view

1. Go to the All dropdown and select system or the user view to be edited.

2. Go to Manage view > Edit.

3. Make the required updates and save the view. If you edited a system view, and want to keep the changes, save the view with a unique name (system views cannot be saved with changes).

Revert a view

If you make changes to a view and decide to abandon those changes, you can revert the changes and return the view to its original state.

To revert a view, select Revert changes above the list.

Rename a view

1. Go to the All dropdown and select System or the user view to be renamed.

2. Go to Manage view > Rename.

3. Replace the existing name with another unique name.

Save a view

As you edit a view, notice that an * appears beside the view name to indicate that the view was changed. The asterisk remains until you either exit the view (and discard the changes) or save it.

Go to Manage view > Save or Save as.

• Select Save if you edited the view and just want to save it as is.

• Select Save as if you edited the view and want to keep the original view as is and save the changes to a new view. This option is especially helpful if you edit a standard view and want to keep the edits for repeated use.

Share a view

A view can be either private or public. The default is Private.

• If the view is public, any person with permissions to the list can see and use the view.

  System views are always public.

• If the view is private, it’s a user view and only the owner has access to it.

To change view accessibility:

1. Go to All dropdown and select your appropriate user view.

2. Go to Manage view > Edit.

3. Go to Shared and select either Public or Private as needed.

Delete a view

Deleting a view removes it entirely from your company.

1. Go to All dropdown and select the appropriate custom view.

2. Go to Manage view > Delete.

3. Select Delete.

Display a hierarchical structure

Note: You can use 10 colors to display your hierarchical structure.

Some lists, such as customers, suppliers, and projects, can display a hierarchical structure of parent-child relationships using icons and indentations. For example, you might want to view a list that displays customers as subsidiaries of the same parent company. Or, you might purchase goods or services from subsidiaries or divisions of the same company and need to track their contact and payment information separately. Or, you might want to see an inventory item, including all its subcomponents, at a glance.

Parent items can have an unlimited number of child items, allowing you to view and act on the items as needed. You can still sort and search for items as you would in any view.

To toggle between a flat and hierarchical view of a list:

The default for a list that has hierarchical items is to display the hierarchical view.

• To switch to a flat view, clear the Display hierarchy checkbox above the list. When the checkbox is clear, all items are displayed by their unique ID, whether or not they have relationships to other items. To return to the hierarchical view, select Display hierarchy.

  Don't see Display hierarchy on your page?

  The most common reason that you do not see this feature is that you're using a custom view.

  When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

  To see the options again, switch back to View All. See Custom views for more information.

Edit the number of records per page

Select the number of rows to display in pages that provide lists of records. The default is 50 lines. You can change this number to accommodate your monitor's resolution and line speed. The greater the number, the more lines you can see without selecting Next.

1. Select your username at the top right of the page.

2. Select My preferences from the dropdown menu under your username.

3. In Personalize page defaults, change the number of items shown on each page.