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This entry is part of our Feature Review Series. These short, to the point blogs strive to provide a quick snapshot of information to a user looking for a quick overview of a feature, how it's managed or configured, some insight into how a business / organization would use it, and provide links to resources or tutorials for a deeper dive.
Thus far in our Advanced Find journey, we've touched on the basics of what Advanced Find is and does. We've also explained how to build your first query as well as talked through how to work with related tables.
So what happens when you build a stellar view that you can use again?
Fret not, you don't have to remember how you built it. Better still, you don't even have to come back to Advanced Find to get it. With a quick save, you'll then be able to access this view from the table from which you built it. Let's dive in!
We'll go back to where we left off in our previous article - we developed an Advanced Find that showed us all of the open Opportunities with an Estimated Revenue over $4,000,000.
Once we have the columns the way we like them, we can save the view. You'll notice the ribbon of Advanced Find provides a couple of Save buttons.
They are pretty straight forward and work as you'd expect.
Note that if you are working with a System View, or someone has shared a view with you but not given you edit permissions, the Save button will be inactive, and you're only open is to use the Save As feature.
Once a view has been saved, it is accessible in two locations.
First, you might have noticed the "Saved Views" icon in the ribbon of Advanced Find on the screenshots in these articles. As you might expect, this is where any saved view is stored.
Clicking it will expose a new tab in the ribbon showing you any saved views for the table you have set in the Look For: area.
Below you see we've got the Open Opportunities over $4M view we built in our example.
Note the Record Type icon in the upper left of the screenshot, which allows you to switch the record type you're looking at. An overarching "All" is provided so you can see ALL of the saved views you have access too. Any views that have been shared with you will show up here as well.
Alternatively, saving an Advanced Find makes it available in the table set in the Look For: area. In our example this was set to Opportunities. If we navigate to the Opportunities table and open the view selector, our view is available!
Once a view has been saved, you can share it with others in the organization. This is particularly helpful when a user has created a view and another person could benefit from the same information.
While we would also recommend a practice whereby the organization discusses user created views regularly and promotes views that are useful to the larger user base to System Views, sharing is still something valuable for users to understand.
To share a view, open the view up in the Saved Views area as shown earlier. Then, select the view (or views) you wish to share by placing a checkmark beside it/them. In the ribbon, click the Share button.
Once clicked, the standard sharing window will appear. We outline the details of how sharing works in our Feature Review on Sharing Records.
Once this has been down, the users you've shared this view with are given access, and the view will show up in their Saved Views and the table itself as outlined earlier in this blog.
Sometimes there might be a need to assign a view over to another user. This might be useful when you have a view that you no longer need, but another user could still benefit. This is common when roles and responsibilities change and the new user needs the views for the responsibilities they now oversee.
To assign a view, open the Saved Views area and select the view (or views) you wish to assign by placing a checkmark beside it/them. Click the Assign Saved Views icon in the ribbon.
A new window will appear, prompting you to select which user to assign the view to.
Enter the User or Team you wish to assign the record to, and click Assign at the bottom of the window.
This will assign the ownership of the view to the user identified.
It is important to understand that when you assign a view, you are moving that view out of your list and onto the new user's list of saved views. You will no longer have access to this view in anyway.
The receiving user can share this view with you following the instructions outlined earlier in order to give you a level of access to the record.
Many users love the Advanced Find feature as it's a powerful tool to gather the data and configure how you see that information. We hope this mini-series on Advanced Find has been helpful in gaining some insight on the basics of the tool.
Empowering users to leverage this tool can foster a deeper appreciation for the value of the system overall, leading to higher levels of user adoption.
Have questions about how to best maximize this feature? Contact C5 Insight to discuss!
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