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Microsoft Dynamics CRM uses views to display multiple records at one time. You can customize almost all of the views used in Microsoft Dynamics CRM to display only the data you want your users to see. You also can create your own custom views to display different data sets. First, we define the various components of a view, as shown in Figure 8-1:
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Users can enter search terms and click Find to search within the view. This list shows all of the predefined views available to the user.
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Grid The grid displays the records for the view in rows and columns. Ribbon With the ribbon, users can perform additional actions on the records in the grid. Users can select more than one record at a time to perform these grid toolbar actions, such as assigning records or exporting data to Microsoft Office Excel. Columns Each view consists of one or more data columns. Users can click the column header to sort the view s records in ascending order (A to Z). Clicking the column header a second time sorts the records in descending order (from Z to A). Index Users can click a letter to quickly filter the records shown in the view. The index filter will work on the column currently selected in the view for sorting.
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More Info People frequently use the term grid interchangeably with the term view in regard to
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Microsoft Dynamics CRM.
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Ribbon View Selector Columns
Quick Find
Grid
Chart
FIGURE 8-1 View components
Tip Users can sort by multiple columns at the same time by holding down the Shift key when
clicking a column header. Further, users can now filter data within the columns by clicking the filter icon located in the Data group on the ribbon.
To customize views, navigate to the Customizations section of Microsoft Dynamics CRM and click Customize the System. Then find and expand the entity that you want to modify, and click Views in the tree view as shown in Figure 8-2. If you work with the default solution, you can more quickly customize the system views by clicking the Customize tab on the grid s ribbon and then clicking System Views. This opens the default solution and immediately takes you to the same screen shown in Figure 8-2. The Customize tab only appears if you have customization privileges in Microsoft Dynamics CRM, such as the System Administrator or System Customizer security roles.
8 Entity Customization: Views and Charts
FIGURE 8-2 Customizing system views
View Types
Microsoft Dynamics CRM uses three types of views:
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Public Views System-Defined Views Saved Views
Saved Views are different from the other two views because you do not manage them in the Customization section of Microsoft Dynamics CRM. Rather, you use the Advanced Find tools to create, modify, and delete Saved Views.
Public Views
Any Microsoft Dynamics CRM user can access the Public Views for an entity. All of the Public Views appear in the View Selector for each entity. You can also specify a Default Public View for each entity. The Default Public View loads the first time a user browses to an entity area. Therefore, if you want to create a new view for accounts that every user will see the first time he or she browses to the Account workspace, create a new view and set it as the Default Public View for the Account entity. You can change the Default Public View in the entity editor by clicking the view that you want to make the default and then clicking Set Default on the More Actions menu, as shown in Figure 8-3.
Part II
Solutions
FIGURE 8-3 Setting a different view as the Default Public View
System-Defined Views
In addition to the Default Public View, Microsoft Dynamics CRM includes four other System-Defined Views:
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Associated View Advanced Find View Lookup View Quick Find View
Similar to system entities, Microsoft Dynamics CRM automatically creates these System-Defined Views upon installation of the software. Each serves a unique purpose in the user interface, so the software constrains your ability to modify any System-Defined View. In particular, Microsoft Dynamics CRM implements a few notable customization restrictions with these views:
Only one of each System-Defined View can exist for an entity. You cannot delete any of the System-Defined Views.
Next, we discuss how Microsoft Dynamics CRM uses each of these views and how you can customize them. Associated View When you look at the records related to an entity, Microsoft Dynamics CRM displays the related active records using the Associated View. For example, when you
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