System Views and Personal Views in Dynamics CRM/365

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A view is a grid with records listed under select column headings. It is a type of saved query. Users can select different views to look at a subset of records of the same entity that fit into pre-specified filter conditions.
A view in Microsoft Dynamics CRM is simply a columnar, filtered display of records. There are personal views and there are system views. How do you decide when to use one vs. the other? The simple answer is to create a personal view when a limited number of users need access to the view. But when all users need access to the view, you’ll want to create a system view. That’s pretty straight forward, however, there are a few other things to consider when deciding which type of view to use. In today’s blog, we’ll go over a few of those things so you can choose the approach that best fits your needs.

There are 3 main types of views: public, system, and personal.

Public View

These are the views that come with the application. Custom views that an organization creates are also public views. One of these public views can be defined as a default view. When a user selects an entity by clicking on it in the navigation pane, the default view is what gets displayed.

System View

These views, similar to Public views are automatically created by CRM on installation. They are used for unique situations within the application. System Views include Associated View, Advanced Find View, Lookup View and Quick Find View.
If you have a sub-grid of another entity on your form and you want to select a particular view to show in that sub-grid, you must use a system view. Take a look at the image below. You’ll notice that the Default View does not have the option for selecting a personal view.

Follow the below steps to create a System View:
Step 1: Navigate to Settings >> Customization >> Customize the System.
Step 2: Locate the entity in the components list, expand the entity.
Step 3: Click ‘Views’ then click ‘New’ button.

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Step 4: Provide the ‘Name’ and ‘Description’ to the View and click ‘OK’.
Step 5: Click ‘Edit Filter Criteria’ from common tasks panel.

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Step 6: Define the filter and search criteria in ‘Edit Filter Criteria’ window and click ‘OK’.

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Step 7: If more columns are required in result set, click Add column option in column tasks and select the required column(s) and click ‘OK’.

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Step 8: ‘Save and Close’ and ‘Publish All Customization’.

Personal Views

Users can create their own views using the Advanced Find tool and save them as personal views.
When creating personal views, you need to make sure that the proper rights are given to your users. Oftentimes someone creates a view and then forgets to share it, and sometimes, even if the view is shared, the creator forgets to give anyone else edit or delete privileges. If the user who created the view ever leaves, the view will remain but no one will have the privileges necessary to make any changes or to delete it. Be sure to share your personal views with the required users or teams and give them sufficient privileges.

Follow the below steps to create a System View:

Step 1: Click the views dropdown and click ‘Personal View’

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Public views in Dynamic 365 record

Step 2: Define the filter and search criteria in ‘Advanced Find’ window and click ‘Save As’ button available in ribbon. Provide the ‘Name’ and ‘Description’ in ‘Save as new View’ window, click ‘Save’.

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Saved views window in Dynamics 365

Step 3: Verify the ‘Personal View’ in list of entity views.

Step 4 (Optional): If want to share the personal view, click share button available in the ribbon.
Personal views are beyond the purview of System Administrators. Even System Administrators cannot easily share or edit a personal view if they have not been given the appropriate privileges. While it is easy to create a personal view if the one you want has not been shared with you, remember that CRM is all about sharing and efficiency, so try to avoid creating multiple views that contain the same information.

Hope this helps!!!


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