How to Create a Personal View in Dynamics 365

In today’s business world, quick access to and analysis of data is crucial. Dynamics 365 provides a robust solution for managing customer relationships and business operations, and one of its standout features is the ability to create a personal view. These customizable views enable users to tailor data displays to their specific needs, boosting productivity and improving decision-making. This comprehensive guide will walk you through everything you need to know to create a personal view in Dynamics 365.

What is a Personal View?

Personal views in Dynamics 365 are user-defined data presentations that allow individuals to filter, sort, and display data in a way that meets their specific requirements. Unlike system views, which are predefined and available to all users, personal views are unique to each user, although they can be shared with others if desired.

Benefits of Personal Views

1. Customization: Tailor the data display to focus on the most relevant information.
2. Efficiency: Save time by quickly accessing the most pertinent data without navigating through unnecessary information.
3. Productivity: Enhance your workflow by creating views that support your specific tasks and processes.

Types of Views in Dynamics 365

Before diving into creating personal views, it’s essential to understand the different types of views available in Dynamics 365:

• System Views: Predefined views that come with the system or are created by administrators. These include Quick Find, Advanced Find, Associated, and Lookup views.
• Public Views: Custom views created for general use within the organization.
• Personal Views: Custom views created by individual users for their personal use.

Step-by-Step Guide to Creating a Personal View

Creating a personal view in Dynamics 365 is a straightforward process. Follow these steps to get started:

Step 1: Access Advanced Find

The first step in creating a personal view is to access the Advanced Find feature in Dynamics 365. This powerful tool allows you to search and filter data across various tables.

1. Navigate to Advanced Find: In the upper right-hand corner of the Dynamics 365 interface, click on the filter icon (represented by a funnel) to open Advanced Find.
2. Open Advanced Find: Click on the “Advanced Find” button to launch the tool.

Step 2: Define Your Search Criteria

With Advanced Find open, you can now define the criteria for your personal view.

1. Select a Table: Choose the table (formerly known as an entity) that you want to create a view for. For example, if you’re interested in viewing customer information, select the “Contacts” table.
2. Set Filters: Define the filters to narrow down the data. Use conditions such as Equals, Contains, Begins With, etc., to specify your criteria. For instance, you might want to filter contacts based on their location or purchase history.
3. Add Columns: Customize the columns displayed in your view by clicking on “Edit Columns.” Select the relevant columns that provide the information you need.

Step 3: Save Your View

Once you’ve defined your criteria and selected the columns, it’s time to save your personal view.

1. Click Save As: In the Advanced Find toolbar, click on “Save As.”
2. Name Your View: Enter a name and description for your new view. Choose a name that clearly describes the purpose of the view, making it easy to identify later.
3. Save: Click “Save” to finalize and create your personal view.

Step 4: Access and Use Your Personal View

Now that your personal view is saved, you can access and use it whenever you need.

1. Navigate to Views: In the main navigation pane, go to the table for which you created the view (e.g., Contacts).
2. Select Your View: In the view selector dropdown, find your newly created personal view under the “My Views” section and select it.
3. Review Data: Your customized view will display the filtered and sorted data according to the criteria you set.

Best Practices for Creating Personal Views

To make the most of personal views in Dynamics 365, consider these best practices:

1. Use Clear Naming Conventions: When naming your views, use clear and descriptive names that make it easy to understand the purpose of each view.
2. Regularly Review and Update: Periodically review your personal views to ensure they remain relevant. Update filters and columns as needed to reflect changing business needs.
3. Leverage Existing Views: When creating new views, consider starting with an existing system or personal view that closely matches your needs. This can save time and effort.

Deleting a Personal View

Over time, your needs may change, and some personal views might become obsolete. Deleting unnecessary views helps keep your Dynamics 365 environment organized.

1. Select View to Delete: In the Advanced Find window, select the personal view you want to delete.
2. Click on Delete: Click the “Delete” button in the toolbar.
3. Confirm Deletion: Confirm that you want to delete the view. Note that this action cannot be undone, so ensure the view is no longer needed.

Conclusion

Creating personal views in Dynamics 365 is a powerful way to customize your data experience, improving efficiency and productivity. By following the steps outlined in this guide, you can easily create, manage, and share your personal view tailored to your specific needs. Whether you’re filtering customer information, analyzing sales data, or tracking project progress, personal views empower you to access the information you need quickly and efficiently.