Overview:

Custom Views are used on some of Workbench List screens to give Users (with the right permission) the power to tailor the different lists to display relevant content depending on the company and users' needs.

Custom Views allow an admin user to create multiple Views, in addition to the Default View delivered on each screen. It works by choosing which columns to display and saving it as a Global view for other users to consume. Can be accessed effortlessly by clicking the dropdown list in the top-right corner of the screen on the Apply Filter button. Plus, with Custom Views, an admin can conveniently select the preferred default filters and optional filters for each view..

It becomes another way of reporting, that can be easily achieved with no report writing experience.

Users able to create Views should be limited and controlled. Custom Views are designed to be system-wide, rather than a custom list only useful for a few users. Tiles might be a better option for the latter.

This feature is available on the following screens:

• Job Invoices

• Users

• Work Orders

• Purchase Orders

Enable this with the 'BETA FEATURE - Grid Views' control parameter set to Yes. If Beta CP is not enabled, users can only consume the System Views.

Open

Custom Views Lists & other options

Screen Guide:

Common Uses

• Job Invoices:
  A few views are installed by default that cover most use cases:

  • A Default View with all the expected standard information.

  • Local Currency values for those using Forreign Currency.

  • Outstanding, includes all outstanding Job Invoices and an Aged Balance as the number of periods old each invoice is, compared to the current period.

  • Internals includes Internal Sales only.

  • Data Dump, includes the complete datasource that populates this list screen, so a user can export all the Invoices and do further analysis if required.

• Users List:
  A user stores many different attributes that a user or employee can have.

  • HR & Payroll: A common use case for Custom Views on Users List is to have a list more appropriate for the Payroll or HR department, which would like to see EBA configuration, employee class, Payroll name, etc.

  • IT System Admin: Another use case is for System Admins who are only interested in the configuration and access to the system-related data, like Site map profile, email address, login codes, etc.

• Work Orders:
  Some prefer to see all Work Orders, including Complete ones. For this, a new Custom View can be created without the default filter Complete = No. Then users can set it as their Default View if they prefer it.
  
  

• Plant Service Logs

Custom View Types & access

There are 3 types of Custom View:

Open

• System: installed and maintained by Workbench. Not editable.

• Personal: These are only visible to the Admin user that created it (user with the permission to create/edit Custom Views). And are marked with a lock when displayed in the list of Views. For personal use only.

• Global: A Global Custom View is visible for all user. Typically an admin user will find the need of a new Custom View to cover specific requirements that will benefit all other users, so the View is created as Global and everyone can consume it.

_{Using Custom Views}

_{Custom Views admin users:}

_{To create a NEW Custom View}

1. Click on the arrow in the Apply Filter list box.

2. Select Edit Custom Views. User must have permission 'Edit Custom List' to see this.

3. Select blank value in the View dropdown.

4. Type the name of new Custom View.

5. Select desired columns (Grid), filters, and width for displaying.

6. Choosing Fixed Width will enable the scrolling bar at the bottom of the list. If it is not Fixed Width the system will try to render all columns on the screen without requiring to scroll to see the columns on the far right. Sort By one or two selected values, with the option to sort the results Descending. For example, for Job Invoices you might want to Sort By Date and choose to order by date Descending, in order to see the latest Invoices first. Or sort by Surname first and Name second in a Users list.

7. Once you have chosen the columns, you can choose the default Predicates (filters) that the View will have by default, and you can select specific values if you prefer. For example, if I want to have a view of Outstanding Job Invoices from Tier 1 clients, I could choose the clients I want to see and the Outstanding value to be different to $0.

8. Mark it as Global if it is ready for all users to use it. Or leave it as Personal if it still needs editing.

9. Click on Save button.

_{To edit an existing Custom View:}

1. On the Custom Grid Views screen, click on the arrow of the Custom View drop down.

2. Select an available Custom View in the list and start editing.

From time to time there might be new columns available to add in the View. These new columns will display with a (NEW) label so you can identify them and add them if required. The NEW label is removed only after you have selected it and added it to the View.

_{To use an existing Custom View:}

1. On the screen, click on the arrow of the Custom View drop down.

2. Select an available Custom View in the list to apply.

3. All users can choose a Custom View as their default view, by choosing the Make Default View option.

_{Custom Views for all users:}

All Global Views will be available for users that have access to the specific List screen. They can choose to make one of the Custom Views their default View, where everytime they open the List screen the data displayed will be based on the Custom View selected. There is always a Default View available, and users do not need to select their default one if they do not want to.

Visibility of Custom Views:

• If you do not see the Custom View list box, it means it is not available on that screen.

• If you do not see a Custom View that you saw or used before, means it has been deleted or marked as Personal by an Admin user.

• If you created a Custom View, made it Global, but cannot see it anymore, it must be because another Admin user either flagged it as Personal or deleted it.

• Users able to create Views should be limited and controlled. Custom Views are designed to be system-wide, rather than a custom list only useful for a few users. Tiles might be a better option for the latter.

Next Steps: