Within Engage, Views are a list of records for a specific entity (Relationships, Accounts, Portfolios, etc.). You can create customizable views that allow you to sort, group, and view data of all different types.
A View defines:
- Columns displayed
- Column width
- Default records sort
- Default filters for the View
On each entity, there is a drop-down list of views separated into two categories: System views and Personal views. System views are visible to the entire firm and came standard with Engage or were created by your System Administrators. Personal views are created and owned by individuals. They are visible only to the owner until they choose to share their personal views with other users.
The easiest way to create a Personal view is to start with an existing view and make changes in order to pull back the records that you want to see.
- Select a View from your dropdown list.
- Add, remove, or rearrange the columns on a view using the Column Options icon. Columns represent the data that will be displayed in your personalized view.
- Add or remove filters on a view using the Advanced Filters icon. Filters determine what records will be displayed in your personalized view.
Save your personal view: If you want to save and easily return to this new view, select the vertical ellipse just under the gear icon in the top-right of the Engage window, and select Create View, then Save filters as new view. Now, whenever you navigate back to the Views for this entity, you’ll see the new view in the list of My Views.
Here is a video that will walk you through creating personal views in Engage.
In this video, we're going to discuss creating personal views on your main entities within Engage.
When you're in your CRM, each entity is going to have a bunch of lists views that you're able to take a look at your data. So for example, within relationships here, you can see all of the firm's active relationships, other system views have things like all relationships or your newest clients in the last 12 months, but it's possible that these systems views aren't enough and you want to actually create your own view, that's a personalized view that helps you get the data that you need.
It's pretty simple to create a new view.
I'm going to come up here to the more options and click create view. From here your advanced find window comes up. The easiest way to create a new personalized view is actually to copy an existing view and make the changes from there. I'm going to go ahead to all relationships and then I'm going to click on edit columns. As mentioned here, these columns represent the data that will be displayed in your personalized view. So as I scroll across here, you can see, I have the relationship name, main phone number, address, contact information, email, and status. Perhaps, instead of all of that information in my new view, all I'm want to know is the name of the relationship, the primary contact, as well as the ranking of the relationship.
So what I'm going to do is I'm going to go ahead and remove columns. So I click on the column that I'd like to remove and just go ahead and click remove. Okay that, and then continue on. I'm leaving primary contact because I mentioned that that was a column I wanted in my view. I'm going to go ahead and add a new column, ranking, so that I can have that information in my view. As you can see, again we have our relationship name, our primary contact, and our ranking. We'll go ahead and click okay. One thing you might want to do is add a filter. In my ranking view, I only want to see active relationships. So I'm going to go ahead and look for my field of status and then I'm going to choose equals, and then my options for my dropdown are going to be their active or inactive. I'm going to bring active over to the selected values and click okay. Now my view is only going to show the active relationships. What I would suggest is you go ahead and click results and what that's going to do, it's going to run that query for you. So you can take a look to see if that's the data that you'd like.
If there's anything you'd like to change, you can always go back to advance find and make your changes. Go ahead and click save as, and I'm going to name this relationship ranking. Click save. Now, when I go back into CRM, I'll scroll down and you'll see my personalized views has relationship ranking, but it's duplicated because I have done this demo. Now, you can see, I have relationship name, primary contact and their ranking. Then I can use the filter as directly here in that personalized view to pull up specific data points if I'd like, and there we go. Creating these personalized views can certainly help you view your data from your CRM.
Other reasons I want to use list views could be for data cleanup. For example, if I go to all relationships you can see here I have a lot of data points that I'm missing for these relationships. Do you create a list view that has the data points that you want to update or make sure are filled out, can export this list view to Excel fill out the missing data points and re-import that information. By using these views you'll be sure not to duplicate information because the underlying ID for that record will be on the export, so you'll certainly be uploading to that existing record instead of creating a new record.
If you're an administrator and you'd like to create a system view as opposed to a personalized view, that is certainly something that you can do and we'll have a second video on how to do that. If you want to change your own views, you can do a couple of things. Click on saved views here, and you see all of your saved views. As I mentioned, I have a couple that I created, so I can actually check box and I can deactivate it or delete the saved view. Or if I want to go ahead and make a change to it, I just click into it. Make my changes here and then click save. That's going to overwrite what you currently have. I'm going to go into my saved view and deactivate one of these relationship rankings. I'll confirmed that I want to deactivate it. Deactivation makes sense because it's still there, it just doesn't show up in your view. So it doesn't delete it. It just deactivates it. So when I go ahead and I close out of this, I hit refresh. We'll see that I now only have one relationship ranking view.