Do you find that the data shown in your Dynamics 365 environment is not reflective of the business data which is relevant to you? There are a variety of out of the box tools in Dynamics 365 which can be used to achieve this vital need. Such tools include Views and Charts which can be brought together into Dashboards to give an overview of data components captured in Dynamics 365.
For Dashboards, Views, and Charts there are two definitive types, Personal and System.
You, and anyone else, who has at least User level access to the system can build their own personal dashboards, views and charts based on their privileges in the system. The system administrator can modify the access level for each action in the security role to control the depth to which people can create, read, write, delete, assign, or share personal views.
All three components are owned by individuals and because of their default User level access, they are visible only to that person or anyone else they choose to share them with.
As a system administrator or system customizer, you can create and edit system dashboards, views or charts. System Views and Charts are viewable by all users who have access to the system, while System Dashboards can have controlled access by associating explicit security roles.
Views define how a list of records for a specific entity are displayed in the application. A variety of views are available to select from right out of the box, and their variance is based on the filtered criteria which has been defined. Click the drop-down arrow next to a view name to reveal the additional views you can select from.
You can create personal views by saving a query that you define by using Advanced Find or by using the Save Filters as New Views and Save Filters to Current View options in the list of views. These options and saved Personal Views are included at the bottom of system views in the application. Do note, that while you can create a new personal view based on a system view, you cannot create a system view based on a personal view.
A System Administrator or System Customizer can create and modify system views by navigating to the organizations solution, and selecting an entity to modify or create a view for. These are viewable by all users who have access to the system.
Want to learn more about creating Personal Views? Check out our blog.
A chart is a graphic representation of data from multiple records of an entity. Charts interact with the views and filters which are currently applied to the active view and a chart is refreshed each time you change your view. So, if viewing My Leads, the chart will depict that information, if you switch the view to All Leads, the Chart will change to reflect the data of the newly selected View.
From a View, refer to the righthand side of the window to expand and collapse the Chart pane. Click the drop-down arrow next to a chart name to reveal the additional charts you can select from.
You can create personal charts by performing a “save as” on an existing chart or create a new chart from scratch. These options are included in the chart toolbar and your saved personal charts will display beneath the system charts. Do note, that while you can create a new personal chart based on a system chart, you cannot create a system chart based on a personal chart.
A System Administrator or System Customizer can create and modify system charts by navigating to the organizations solution, and selecting an entity to modify or create a chart for. These are viewable by all users who have access to the system.
Want to learn more about creating Personal Charts? Check out our blog.
Dashboards are collections of views, charts, web resources, and iFrames, which display key metrics which are vital to your organization. Click the drop-down arrow next to a dashboard name to reveal the additional dashboards you can select from.
A personal dashboard allows you to design a dashboard which is unique to you, displaying the views and/or charts which contain the information which your world revolves around. You can choose from both System and Personal Views and Charts to incorporate into your Dashboard. Create personal dashboards by performing a “save as” on an existing dashboard or create a new dashboard from scratch. These options are included in the dashboard toolbar and your saved personal dashboards will display beneath the system dashboards. Do note, that while you can create a new personal dashboard based on a system dashboard, you cannot create a system dashboard based on a personal dashboard.
A System Administrator or System Customizer can create and modify system dashboards by navigating to the organizations solution, and selecting Dashboards to modify or create a chart for. Unlike Views and Charts, you can control the visibility of Dashboards by selecting a Dashboard and clicking on Enable Security Roles.
Want to learn more about creating Personal Dashboards? Check out our blog.
The records you store in Dynamics 365 typically share some association with other records of the same type. Whether it be leads owned by a specific user, accounts of the same relationship type, contacts located in a specific city, opportunities created in last “X” days. The list is endless and limitless. With a little planning, you can create Views which automatically filter records for you based on the criteria you set.
So, what are Views in D365?
Views display all the records of a specific entity type in your D365 environment. Out-of-the-box you are provided with a variety views, but you can add to these, creating custom views which are significant to you. Clicking the drop-down arrow next to a view name reveals all the views you have at your disposal.
There are two types of Views which can be created, system views and personal views. System Views are created by a System Administrator or System Customizer, and are available to everyone in the organization. Personal Views are those that a User can create for themselves, and are only viewable by that User (or Users they “share” the view with), and what this blog will focus on.
Creating a Personal View
The creation of a personal view affords you the ability to configure the following attributes:
- The filters which need to be applied, thereby restricting the records that appear
- The columns you want displayed and their width
- The sort order of the listed records
You can create personal views by saving a query that you define by using Advanced Find or by using the Save Filters as New Views and Save Filters to Current View options in the list of views. These options and saved Personal Views are included at the bottom of system views in the application.
To create a personal view, either choose Create Personal View at the bottom of the view list or select the Advanced Find icon in your navigation bar.
In either case the Advanced Find window will open, and you can begin a search on any record type. In the Look for dropdown, select the entity you want to perform the query on, and then you can either use an existing view and edit the conditions by performing a “Save As” or you can create a new view by selecting New.
Filter: In the select area, choose the fields you want to perform the search on, the query operator (equals, contains, begins with...), and the data value. Repeat these steps for each condition of your query.
All conditions are processed as an AND statement. In the graphic above based on how the data has been entered, the results will only display an Account that is in all three states and has open opportunities. This query will return zero results because an account cannot be located in 3 different states. To display results of Accounts that are in CA, TX, or NY you will need to process as an OR statement. Select the arrow next to each of the field names that you want to include as an OR statement, and choose Select Row. Then in the navigation bar, select Group OR.
Select Results in the ribbon to view the results.
Customizing Columns: From the query screen, select Edit Columns in the ribbon.
To add columns, select Add Columns, and make your selections. Then select OK.
To move the columns from left to right, select a column and use the arrows to move the column to the desired position.
To adjust the width of a column, you can either double click the column or select the column and choose Change Properties.
Configure Sorting: Select Configure Sorting to choose your sort column(s) and the sort direction, ascending or descending.
If you have added a column in error, or just decide you do not want the column in the view, select the column and choose Remove.
When you are done configuring the view, click OK. From the query screen, select Save or Save As in the ribbon and enter a Name/Description, then select Save.
After a quick refresh, when you navigate back to the entity you created the view for, you will find it at the bottom of the View list.