Overview:

Custom Views enable administrators to create tailored versions of standard list screens by selecting and displaying data that is most relevant to the business. These views can be shared with all Workbench users, providing a powerful and flexible reporting tool without requiring advanced report-writing skills.

This expands your reporting ability on the List screens.

Open

Custom Views - all users' options

Open

Custom Views - admin user ability to create Views

 

Key Features of Custom Views:

• System-Wide Accessibility: Custom Views are designed for all users, making them suitable for organization-wide use rather than personal or team-specific lists. If a list is intended for a specific user or small group, Tiles might be a more appropriate alternative.

• Permission Control: The ability to create Custom Views should be carefully managed and restricted to authorized users to ensure consistency and prevent misuse.

Usage and Benefits:

Custom Views are available on selected Workbench list screens, allowing users with the appropriate permissions to:

• Tailor lists to display content that aligns with the company and role-specific requirements.

• Create multiple views in addition to the default view provided for each screen.

• Select columns to display, default filters, and save the view as a Global View for easy access by all users.

How to Access and Manage Custom Views:

1. Navigate to the desired list screen.

2. Click the dropdown menu located in the top-right corner below the Apply Filter button.

3. From the dropdown, select a saved Custom View, and optionally set one of them as Default, so every time you navigate to this particular screen this default View is the one that opens first.

4. Admins can create new ones using the Edit Views option.

With Custom Views, administrators can ensure users see the most relevant data for their roles and business needs.

This feature is available on the following screens:

• Job Invoices

• Users

• Work 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.

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 Foreign 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 that is 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 Views:

• 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 of the admin user only.

• Global: A Global Custom View is visible to all users. 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 list of Views under the Apply Filter list box.

2. Select Edit 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 horizontal 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.

_{To use an existing Custom View:}

1. On the screen, click on the arrow of the Custom View drop down below the Apply Filter button.

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, 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: