View object records using list views

List views, also called views, are object records listed in a table format and filtered or organized according to the criteria you set. A view includes a set of grouping, sorting, and filtering options that allow users to manage large lists of records. Use views on list pages for object records, where multiple related records are displayed on a record page. Or use them in formulas where you want to loop through a filtered set of records. For more information on using views with formulas, see the formula guide.

Views can be a great development tool and a great user tool. Users and developers can create custom views that show only the records they want in the order they want with the fields they want.

Add a list view

You can create views that help users effectively work with your application. For example, you might have an application that tracks product development. The main object, Products, includes records for products that are still ideas, in development, or already launched. Day-to-day work revolves around products that are in development. You might want to add a view that only shows records for products in development, and set it as the default.

You can also limit the columns displayed to only the ones that affect the workflow for current products. You might create another view for product ideas that users can access during idea review meetings. Or, you might also create a view of released products filtered and sorted by date. All these views can be created without ever touching the All Records view.

To create a view:

1. You can create a view in two ways:
   • Go to [Application] > [Object], then select New view or Clone at the top of the page.
   • Go to Platform Services > Objects.
     • Find and select the object to which you want to add the list view.
       Use the Filter by application dropdown list at the top of the page to filter by custom applications.
     • On the Object Definition page, select Views at the top of the page, then create a New view or Clone an existing view.
2. In View name, enter a name for the view.
3. Views you create are available to all users who have the appropriate permissions to the object. If you want to hide this view from the View selector, select the Hide this view from View selector checkbox.
4. Select whether the view is Private or Public.
   Administrative privileges are required to create a Public view that's available to all users. Private views are only visible to the user who created it.
5. Select a field or relationship from the Available columns list. Then, move the item from the Available columns list to the Selected columns list on the right.
   1. To remove an unwanted field from the view, select it from the Selected columns, then move it back to the Available columns list.
   2. To change the order of Selected columns, select an item, then use the up and down arrow buttons to move it.
   Like a column in a table, a view column displays the values from a particular field or relationship. An image field shows an image; a template field shows record data in a template; document fields show a link to a document, and so on. When you select a relationship, the view shows the ID of the related object record as a drill-down link.
6. In Group by, select a field to group the view. Grouping by a field means that like items for that field are kept next to each other. For example, you could create a view for an invoice object that displays only the invoice number and amount and group the information by customer. The Group by field does not need to be from Selected columns.
7. In Sort by and Then by, choose up to three fields to sort the view. If you leave Sort byas "none," Intacct sorts records by the record ID. The Sort by fields do not need to be fields from Selected columns.
8. In Total by, select the field for which you want to see a sum of record values. This field must be a currency, decimal, integer, or percent type field, and it must be one of the fields from the Selected columns list.
9. In View filters, enter conditions that filter this view. Filtering a view expedites record management by limiting the records displayed according to the conditions that you set. For example, you might only want to view invoices over $1,000, or you might only want to see customers located in Ohio. You could be even more complex and set conditions to see only invoices over $1,000 from customers in Ohio.
   1. In the first column, select a field by which to filter the view.
   2. In the second column, choose an operator such as equals, not equal to, or starts with. The list of operators changes depending on the type of field selected.
   3. In the third column, type one or more values by which to filter the view. The input box changes depending on the type of field selected. For example, picklists have a lookup field while checkboxes do not allow value input because they are either selected or cleared.
      About field types and their options

      Field types and how to use them.

      Field type	Details
      Text	Choose the "is one of operator" to create an "or" filter. Be sure to separate each value with a comma. For example, "Sales, Marketing" would look for either Sales or Marketing.
      Date and Date/Time	Type TODAY, MONTH, QUARTER, or YEAR to refer to the current date, month, quarter, or year. Additionally, with TODAY, you can add or subtract days. For instance, you can enter "TODAY -7" seven days ago or "TODAY + 7" to refer to seven days from today.
      Lookup	Type CURRENT_USER to refer to the current user.

   4. In Filter conditions, choose All (AND) to require all filter conditions, Any (OR) to require at least one filter condition, or Expression to group certain conditions.
      About filter expressions

      Filter expressions specify how to evaluate filters together to determine whether or not to include a record. To define an expression, use the numerical value of the filters (1 through 5) along with AND and OR keywords, and parentheses "(" ")" to group sub-expressions together. Always make sure that you have an equal number of open parentheses "(" and closed parentheses ")".

      Filter expressions and their definitions.

      Expression	Definition
      (1 OR 2) AND 3	Only show records that match filter 3 and at least one of 1 or 2.
      (1 AND 2) OR 3	Only show records that either match both 1 and 2, or at least 3
      (1 AND 2) OR (3 AND 4)	Only show records that match both 1 and 2, or both 3 and 4.
      (1 AND (2 OR 3)) OR 4	Only show records that match 4 or those that match 1 and either 2 or 3.

10. Select Save.

Edit a list view

Sometimes when working with an application, you might need to modify a View to meet the needs of the users better. For example, you might have a Product Development application. A View of Products currently in process requires more fields to help users quickly select the right Products to update.

You can edit two different aspects of a view: the properties (the list itself) and the layout (the page).

Edit list view properties

1. Edit a view in one of two ways:
   • Go to [Application] > [Object].
     1. Choose the view that you want to edit from the View dropdown list, then select Edit view.
   • Go to Platform Services > Objects. A list of all objects appears.
     • Find and select the object for which you want to edit a list view.
       Use the Filter by application dropdown list at the top of the page to filter by custom applications.
     • On the Object Definition page, select Views at the top of the page, then select Edit beside the existing view.
2. Make changes as needed. See Add a list view for more details about your options.
3. Select Save.

Edit a list view page layout

Views, like tables, are lists of records; however, a list view is also contained in an object list page. Each object has one list page that can be edited but not cloned. As the developer, you can change what gets displayed on that page.

For example, in a Product Development application, you might want to add a menu that shows the number of ideas, current developments products, and launched products. You might also want to give instructions to users on when to use the workflow actions displayed in the view.

Unlike view properties, you edit the view layout in the page editor. You can add sections, HTML components, and script components to the view page. You can even determine the default view for the page.

To edit the layout of a view:

1. For the application and object in which you want to edit a view, go to [Application] > [Object]. The default view for that object appears.
2. In the upper right corner of the page, select Edit this page. The Page Editor appears.
3. Enter changes as needed. For details on editing a page, see the section on Pages. For information on View properties specific to the page editor, see the table below.
   The View component must be its own section.
   View component properties

   View component properties and their descriptions.

   Property	Details
   Default list view	First view the users see when they go to the object list.
   Number of rows	Default number of records Intacct displays on a single page.
   Show view selector	Shows the picklist that allows users to select alternate views. Deselecting this option limits the user to the default view.
   Enable group actions	Shows Workflow actions in the More Actions picklist and apply them to multiple selected records.
   Show new link	Shows the New [Record] link in the list area. Deselecting this option prevents users from creating new records while viewing the list page.
   Enable quick create	Shows the Quick Create link. Deselecting this option prevents users from accessing the Quick Create page to add new records.
   Enable attach	Allows users to attach records to e-mail messages.

4. Select Save.

Display a list of list views

Developers and users alike can look at all the views created in an object that are marked public. As the developer, you can see additional views on the object definition page.

To display a list of views:

1. Go to Platform Services > Objects. A list of all objects appears.
2. Find and select the appropriate object.
   Use the Filter by application dropdown list at the top of the page to filter by custom applications.
3. On the Object Definition page, select Views at the top of the page.

Delete a list view

You can delete a view from the object definition or from an existing view. All views can be deleted except for the All Records view.

To delete a view from the object definition:

1. Go to Platform Services > Objects. A list of all objects appears.
2. Find and select the appropriate object.
   Use the Filter by application dropdown list at the top of the page to filter by custom applications.
3. On the Object Definition page, select Views at the top of the page.
4. Find the view that you want to delete, the select the Del link.
5. On the delete confirmation dialog box, select Yes, then select Delete.

To delete a view from an existing view:

1. For the application and object that contain the view you want to delete, go to [Application] > [Object]. The default view for that object appears.
2. Select the view that you want to delete from the View menu.
3. Select the Delete link to the right of the View menu.
4. On the confirmation dialog box, select Yes, then select Delete.

Merge records from a list view

You might occasionally need to merge records. For example, you might have two records that each contain partial information for the same product category. You can merge these records into one from a list view.

1. For the application and object that contain the view with the records you want to merge, go to [Application] > [Object]. The default view for that object appears.

   If you're allowed to merge records, a checkbox appears on the left of each one.

2. Select the checkboxes for the records that you want to merge.
3. From More actions..., select Merge....

   The merge selection tool appears.

4. Select the field values that you want in your merged record.

   If no field values apply, you can select None.

5. Select Merge.

Note the following behavior when merging records:

• Record name field: If you select None, the merged record defaults to the record name field label. For example, if you have an object named Bath accessory and select None for this field when merging, the merged record uses Bath accessory.

• Other fields: If you select None, the merged record will include a blank field. For example, if you have a field in the Bath accessory object named Type and select None for this field when merging, the merged record's Type field is blank.

• Required fields: If you have a required field on the record, None is not a merge option for that field.