Personal Views may be created using Advanced Search or in System Setup > Page Views. Personal Views are only visible to you and an optional User Group. They are italicized in the View drop-down.
Using Advanced Search
Create a New Personal View
Advanced Search always creates Personal Views or Shared Views. These Views may also be edited by selecting the View and clicking the Advanced Search button.
1. Open Advanced Search
Determine the page you want your View to be on and start an Advanced Search.
2. Enter a Title
Enter a Title for your View. This is the name that appears in the View drop-down.
3. Select Fields
Add the fields you want in your View by double-clicking them in the Advanced Search window. Fields with the document icon are in the table associated with your Page. The folder icons represent relationships to other tables. Expanding these allows you to add fields from other tables, up to 6 levels. Columns of your View will appear in the order in which they descend in the Advanced Search window. To reorder columns simply drag and drop into the desired location.
4. Add Filters
Views are required to have a filter, which is some criteria that limits the resulting list. To create filters, set comparisons and Search values on the fields you have selected. See SQL Comparisons for more details.
5. Save your View
Click Save and your View shows up in the view drop-down. You can edit it by clicking the Advanced Search button.
Editing or Deleting a Personal View Using Advanced Search
To make changes to your Personal View, select it in the list and click the Advanced Search button.
Editing Complex Views
When launching the Advanced Search Tool, you may receive the following message:
System was not able to parse and recognize some of the expressions in the field list and filter clause! Do you want to continue?
This means you have SQL in your View which cannot be edited by the point-and-click method.
- If you click OK, the Advanced Search Tool changes your SQL to a form it can edit. This is undesirable if you want to retain any custom SQL written for the View. Use this option If you don't need the custom SQL and want to edit the View using point-and-click.
- Click Cancel if you want to retain the custom SQL.
Adding Fields to a Complex View
To add fields to a View that already has custom SQL, you can follow this procedure to use the point-and-click method to select fields and still retain your custom SQL:
Get the Fields to Add
- Open the Advanced Search Tool from All Records.
- Pick fields you want to add.
- Switch to SQL Layout.
- Copy the Field List SQL.
- Close the Advanced Search Tool (no need to save).
Add the Fields to Your Complex View
- Switch to your View.
- Open the Advanced Search Tool.
- Click Cancel when you get the "System was not able to parse and recognize..." message.
- Switch to SQL Layout.
- Paste in the fields (be sure to add a comma before the first field you paste so there is one between each field).
Deleting a Personal View
You can delete a Personal View using the Advanced Search Tool as long as there are no View Notifications attached. You can attempt to the delete the View and the system will show an error if View Notifications are attached.
To remove View notifications associated with the View, navigate to the “My Notifications” tab, located on the Home page. Select and remove any existing View Notifications for the View.
- Remove Notifications.
- Select the View.
- Launch the tool.
- Click Delete.
Sharing Your View with Other Users Using Advanced Search
If you would like to share this with a User Group, select the group from the list. See User Groups for more information.
Permissions and Fields
In order to add a field from a related table, a user must have at least read access to that page. If only the record ID is visible, the user's rights must be adjusted. In the example below, the first User does not have permission to the Participant Type page, and the second does. Notice the second example has an expandable folder:
The first User (the one without permissions) can add the field and the View will display the Selected Record Expression for the page. For more information, see View Permissions.
Comparisons are always added to the Advanced Search using the AND operator.
To attain the same functionality as an "OR" statement, use the "IN" option. First, look up the record IDs for the criteria that is appropriate. Then use the "IN" filter to add the appropriate record ID's to the field in the advanced view. For example, if you want to include two different Group Roles in your view, find the record IDs of the Group Roles you want to view by going to the Group Roles page and opening the record. Then go back to the page your view is on. Add the "Group Role ID" field and filter it using the "IN" option and include the two numbers separated by commas.
Using System Setup Area
Creating a Personal View From an Existing View
In the Page Views page, you can copy an existing View and make a personalized version:
- Go to System Setup > Page Views.
- Find and open the View.
- Select Your User record in the drop-down.
- Optional: Rename (it may be helpful to personalize the title of this View).
- Optional: Add or change any fields you would like to in the View.
Example: An "Anniversary Next Month" view could be created by making a copy of the "Birthday Next Month" view and replacing the birthday field with the anniversary field. You should check the Field List, View Clause and Order By for the field you're changing.