Save filtered lists as custom views

A view is a saved list, such as "Open Leads" or "My Overdue Tasks". You set its rules once. After that, you open the list in one click from the view menu at the top of the page.

Every list starts with ready-made views. You can add your own for leads, contacts, accounts, deals, quotes, contracts, subscriptions, assets, tasks, meetings and calls.

For example, you run a furniture shop. Every morning, you want to see the leads who came from your website. Without a view, you open Leads and set the same filter again each day, and some days you set it wrong. With a view called "Website Leads", you pick it from the view menu and the right list is ready. Your whole team can use it too.

Before you start

• To see the views on the settings page, you need the View Data Management permission.
• To add or copy a view, you need the Create Data Management permission.
• To change a view, switch it off or on, or change the order, you need the Edit Data Management permission.
• To delete a view, you need the Delete Data Management permission.
• On the Free plan, you can only use the views Salesfresh gives you. To add your own, you need a paid plan. See Plans and limits.

If you don't have a permission you need, ask your admin.

Kinds of view

Go to Settings > Data Management. Under a module, such as Leads, click Custom Views. The views are on three tabs:

• System Views are the ones Salesfresh gives you, such as "Open Leads". Everyone sees them. You can switch them off or change their order, but you can't change their rules. To change one, copy it with Clone.
• Organization Views are the ones your company added. Everyone sees them.
• Personal Views are the ones you added for yourself. Only you see them.

Add a view

1. Click Create View. The Custom View panel opens.
2. Fill in the fields. Fields marked * must be filled in.
3. Add the rules under Conditions. See Build the rules.
4. Click Create.

Build the rules

A rule has three parts: a field, a check and a value. For example, Lead Source, Equal, Website.

1. Click + Rule. Pick the field, the check and the value.
2. To add another rule, click + Rule again.
3. Pick how the rules work together:
   • AND shows records that match every rule.
   • OR shows records that match any rule. It needs at least two rules.
4. For more complex lists, click + Group to put rules inside rules. You can go 5 levels deep.

Some useful rules:

• For dates, pick a moving date such as Start of Today or End of Next 7 Days. For example, Due Date before End of Next 7 Days always shows the coming week.
• For a "my records" view that works for everyone, add the rule Owner, Equal, Any logged-in User. It means whoever is using the view.

Change, copy or remove a view

Click ⋮ on a view:

• Edit changes one of your company's own views.
• Preview Conditions shows the rules of a System view.
• Clone makes a copy called "Name (Copy)". A copy of a System view goes on the Organization Views tab, where you can change it.
• Inactive hides the view from the view menu. Activate shows it again.
• Delete removes one of your company's own views.

To change the order in the view menu, drag a view by the handle in the Order column.

Use a view on a list

Open the list, such as Leads, and pick a view from the view menu at the top. The menu is split into System, Organization and Personal views.

The list has some more controls next to it:

• Created by Me shows only the records you created.
• View all records shows every record in the company, even ones your sharing rules hide. You only see it if you have the View All Records permission.
• The funnel button opens Advanced Filter, to filter the list once without saving a view. Pick a view to start from, change the rules and click Apply. To remove the filter, click Clear Filter.

Each list remembers the view, sorting, page size and switches you used last.

Troubleshooting

Related

• Global search
• Leads overview