Managing Personal Views in Dynamics CRM 2016

Personal views can be one of the most effective way to view data in Dynamics. It allows users to visualize entity data just the way they want it. In Dynamics there are two different types of views Systems Views and Personal Views. System views are either system generated (Out-Of-The-Box) or created by System customizers or administrators.
In this post I will go though how to create a personal view from scratch and how using existing system or personal view can make creating personal views easy.
To do so we will be using the Advanced Find feature in Dynamics. The Advanced find can be found in the top right section of the navigation ribbon, just left of you name. See below

Below is a screen shot of what the Advanced find interface looks like when opened. I will not cover all the feature and button available when using advance find in this post. We will only focus on the tools needed for creating a simple personal view.

By default, when you open advanced find and you’ve already navigated to an entity, advanced find will default to that entity and list the current view. In my case I was already in Accounts that’s why you see (Look for: Accounts and Use Saved View: My Active Accounts) in my screen shot above.

Now that you’ve had a quick overview advanced find, the difference between System and Personal views, let’s jump right into creating views in Dynamics.

1. Open the Advanced Find and choose the entity you would like to create your personal view for. In the example below I selected the Accounts entity

2. Define the search / query parameter. This will determine what data is listed you your personal view. For example, I we would like to see something like All active accounts that have answered yes to the question Do you use a procurement or procure-to-pay system. Click select below look for: Accounts and locate that question in the list of entity fields. Be sure to use the Equals operator, then click on the 3 dots […] to choose yes from the options list

Click on Select again locate status from the list be sure to select Equals for operator then click on the three dots […] and choose Active form the list
3. Now that your have defined your search /query parameter it’s a good time to test and see what data is returned In your personal view. Click on the results button (RED EXCLAMATION Mark) see below.

Results will look like this
4. Validate search / query results by adding the primary parameter from you search / query as a column in your view. In this example this will be the filed labeled (Do you use procurement ……). To add a column, click back on the Advanced find tab then edit columns.

5. Click add column, locate the field and other fields you would like to add to your view. You will also have the option to position columns where you want them in your view by using the left and right arrows. Click Ok when you are satisfied with the columns added and positioned.

6. Be sure to click the check box next to the fields you would like added as a column in your personal view.
7. Click results to see the added columns and validate all records has Yes listed for (Do you use ….) as you can see, I also added Account ID and Customer Select codes to my view. Once you have validated you are seeing the correct data and happy with your new personal view its time to save it.

8. Click on the Advance Find Tab then click on Save As. Give your view a name

9. I named my view Personal View Demo. You will then see your new view listed in the Use Save View section as shown below

Dynamics CRM 2016 Dashboard

VP DashboardPNG.