The records you store in Dynamics 365 typically share some association with other records of the same type. Whether it be leads owned by a specific user, accounts of the same relationship type, contacts located in a specific city, opportunities created in last “X” days. The list is endless and limitless. With a little planning, you can create Views which automatically filter records for you based on the criteria you set.
So, what are Views in D365?
Views display all the records of a specific entity type in your D365 environment. Out-of-the-box you are provided with a variety views, but you can add to these, creating custom views which are significant to you. Clicking the drop-down arrow next to a view name reveals all the views you have at your disposal.
There are two types of Views which can be created, system views and personal views. System Views are created by a System Administrator or System Customizer, and are available to everyone in the organization. Personal Views are those that a User can create for themselves, and are only viewable by that User (or Users they “share” the view with), and what this blog will focus on.
Creating a Personal View
The creation of a personal view affords you the ability to configure the following attributes:
- The filters which need to be applied, thereby restricting the records that appear
- The columns you want displayed and their width
- The sort order of the listed records
You can create personal views by saving a query that you define by using Advanced Find or by using the Save Filters as New Views and Save Filters to Current View options in the list of views. These options and saved Personal Views are included at the bottom of system views in the application.
To create a personal view, either choose Create Personal View at the bottom of the view list or select the Advanced Find icon in your navigation bar.
In either case the Advanced Find window will open, and you can begin a search on any record type. In the Look for dropdown, select the entity you want to perform the query on, and then you can either use an existing view and edit the conditions by performing a “Save As” or you can create a new view by selecting New.
Filter: In the select area, choose the fields you want to perform the search on, the query operator (equals, contains, begins with...), and the data value. Repeat these steps for each condition of your query.
All conditions are processed as an AND statement. In the graphic above based on how the data has been entered, the results will only display an Account that is in all three states and has open opportunities. This query will return zero results because an account cannot be located in 3 different states. To display results of Accounts that are in CA, TX, or NY you will need to process as an OR statement. Select the arrow next to each of the field names that you want to include as an OR statement, and choose Select Row. Then in the navigation bar, select Group OR.
Select Results in the ribbon to view the results.
Customizing Columns: From the query screen, select Edit Columns in the ribbon.
To add columns, select Add Columns, and make your selections. Then select OK.
To move the columns from left to right, select a column and use the arrows to move the column to the desired position.
To adjust the width of a column, you can either double click the column or select the column and choose Change Properties.
Configure Sorting: Select Configure Sorting to choose your sort column(s) and the sort direction, ascending or descending.
If you have added a column in error, or just decide you do not want the column in the view, select the column and choose Remove.
When you are done configuring the view, click OK. From the query screen, select Save or Save As in the ribbon and enter a Name/Description, then select Save.
After a quick refresh, when you navigate back to the entity you created the view for, you will find it at the bottom of the View list.
Quick View forms are a great way to view information from different entities while remaining on a single record. Quick view forms enable you to surface data from associated entities and display the data in read only mode on the form. This is done through linking the two different entitles together using a lookup field. Below you’ll learn how you can setup your own quick view form in just 3 easy steps.
1. Create a Lookup field
The first step in setting up a quick view form is to ensure you have a lookup field to the entity where the data is stored. If you do not already have a lookup field created, you will need to create one. To do so, go to Settings > Customizations on the navigation bar and select Customize the System.
Next navigate to the entity you wish to add the lookup field to, and thereby surface the Quick View form on. Click the Fields node, and create a new field.
Once you click new, the following pop up window will appear. Indicate a display name and change the data type to Lookup and select the entity you wish to associate to. Once that is done, click save and close.
2. Create a Quick View form
Next, we need to go to the entity the lookup was created for and create the quick view form. Navigate to the entity and go to the form section. Once there click the new button and pick Quick View Form.
This will open the quick form editor window. Here simply drag and drop the fields you wish to display to the form body on the left.
Once the desired fields have been added, click save and then publish.
3. Add the Lookup and Quick View form to a Form
Now that the lookup field and the quick view form have been created, it is now time to add them to a form where you want the associated data displayed. Go to the form you wish to display the quick view form on.
Open the form editor, drag the lookup field onto the form then switch to the insert tab. Here click Quick View form.
This will open the quick view control. From here, give your quick view form a name, select the lookup field you created earlier, pick the related entity, as well as the quick view form you created. Once done click OK.
This will create a field on the form. To apply these changes click Save and Publish on the Home tab.
Below is a preview of the result.
You can now brand your Dynamics 365 environment! Themes allow you to apply your distinct logo and color scheme to your Dynamics 365 environment. Three simple clicks and you are well on your way to a D365 environment with a look all your own.
1. From the Navigation Bar, select Settings
2. Select Customizations
3. Select Themes
Upon navigating to Themes, a few out of the box themes will be available to select and set as the default theme. The default themes cannot be modified, but can be cloned, should you want a head start on designing your theme. Otherwise, you can put your designing skills to the test and get theming.
Start by selecting an out of the box theme and cloning it, or create a new theme record.
Theme colors are defined using hexadecimal codes. You will need to either know the hexadecimal codes you want to use or find a good online resource, such as http://www.color-hex.com.
A fascinating feature is the ability to take a test drive of the User Interface with the newly defined color scheme before it gets released to your organization.
When you are ready to release the new theme, thereby making it the default, you can either select the theme from the Theme view and select Publish Theme, or do the same from within the theme record.
Wouldn’t it simplify things if you could go to one record and see everything you need to see? Ever find yourself heading into a meeting, and wish you could quickly “ramp up” on all interactions with the Customer? Getting the total picture in one place, enabling you to see every touchpoint, this is the benefit that sub-grids afford you.
One of the great things about Dynamics 365 is that it allows you to customize entity forms to display the information most relevant to your business. You will quickly find that providing your users with the ability to see, at a glance, a subset of related records when viewing a lead, contact or account record provides immeasurable value.
For example, your salespeople may benefit from seeing all tasks related to an account directly on the account record. Instead of having to navigate to a separate page or running an advanced find query, you can easily set this up by adding a task sub-grid to the account form.
To add a sub-grid to your account form, open the D365 form editor directly from the account record’s ribbon menu or by opening the general customizations menu, navigating to the account entity forms, and selecting the account main form.
Once you’re in the form editor, select the section that you want to add the sub-grid to, switch to the form editor’s Insert tab, and click the Sub-Grid button.
This will open the sub-grid properties window. The most important part of this window is the data source section, in which you select the records that are to be included in the sub-grid.
In the screenshot below I selected to populate the sub-grid with the account’s related task records, but you can choose any of the account’s related entities. In the data source section, you can also specify the default view that will be used to populate this sub-grid, while the additional options section lets you choose any additional views which will be available, as well as whether or a not a search bar will be included.
When you are satisfied with your settings, click the OK button to insert the sub-grid on your account form. Now, all you need to do is click the Save and Publish buttons in the form editor to confirm the changes to the form. Once this has been completed, you will see the sub-grid displayed on account records.