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Now that you understand the different view types, we discuss in detail how to customize these views to show the data you want to see. To edit a view, double-click the view name in the Views grid of the entity editor. All of the views use the same editor tool, as shown in Figure 8-11. The Common Tasks pane in the view editor offers several tools for customizing a view:
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Directional arrows Select a column header, and then use these arrows to move it to the left or right in your view. View Properties Use this tool to change the name of the view. The view s name appears in the View Selector. Edit Filter Criteria The Edit Filter Criteria tool allows you to create complex criteria that refine the data that each view returns. The Edit Filter Criteria tool uses the same user interface as the Advanced Find feature to create your data query.
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FIGURE 8-11 Active Accounts view editor
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Configure Sorting Use this tool to specify the default order in which records are sorted in the view. You can choose to sort by any one column in ascending or descending order. If you closely examine the view editor, you may notice that the default sort order column header has a small arrow that points up (for ascending) or down (for descending). You can add up to two fields to sort. Unfortunately, there is no way to automatically sort more than these two fields, although users can add additional sorting by using the Shift key. Add Columns Use this feature to add more columns to the view. Microsoft Dynamics CRM also allows you to add fields from related entities to a view. For example, you could choose to display the account relationship type attribute in a contact view. To access the attributes of related entities, select the entity name in the Record Type picklist and Microsoft Dynamics CRM will update the list of fields. By default, new columns are added to the right of the view. If you select a column header and then add a View Column, Microsoft Dynamics CRM places the new column to the right of the selected column. This tip can save you some clicks if you have a view with many columns.
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8 Entity Customization: Views and Charts
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Add Find Columns As discussed previously, with this feature you can specify which columns Microsoft Dynamics CRM should search for matching records. The Add Find Columns feature applies only to the Quick Find view, but the fields selected in the Quick Find view apply to Lookup searches as well. Change Properties If you want to change the width of a column in the view, select the column header, and then click Change Properties. You can specify the column s width in pixels (abbreviated as px in the user interface). For certain types of columns, you can select the Enable Presence For This Column check box if you want to display the Microsoft Lync presence indicator in the view. Remove Use this option to remove a column from the view.
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Tip Even though you can add columns from related entities to a view, you can only configure
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the default view sorting using attributes from the primary entity.
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When you install Microsoft Dynamics CRM, the software creates System-Defined Views for each entity. To make sure the software always functions correctly, Microsoft Dynamics CRM restricts your ability to deactivate or delete these views. However, you have the ability to configure these views, including the filter criteria, default sorting, and columns that appear, just as with any Public or Saved View.
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Caution When you add a column to a view, Microsoft Dynamics CRM displays the field name
as that column s header. If you add a column from a related entity, Microsoft Dynamics CRM automatically appends the related entity s name in parentheses after the field name in the column header. You cannot customize the column header names in the view editor.
Let s step through the process for creating two sample views to show you how to create custom views, including using the new Save As feature. We ll create two sample views:
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