Wednesday, November 5, 2014

Salesforce - Creating Custom List Views

List views are ways of displaying small bite size chunks of data that are instantly accessible for different Objects (Leads, Accounts, Opportunities, Custom Objects etc).  The first thing to check is that you actually have the permissions to create custom list views. Salesforce Administrators have the ability to turn this ability on and off for certain users depending on their profile. There is no reason I can see to not let you create your own views so if the “Create New View” link you see below you is not there, talk to your Salesforce Administrator before continuing.

The first step is to name your list view. You want to give it a name so you can recognize it but it also needs to be pretty descriptive. It could be as simple as Tracy’s open opps to Tracy’s opps closing next month over $1M.

The next step is to choose you filter criteria. The objective of a filter is to include a field name an operator and a value. The field name is the field name in your object that you wish to filter by, the operator is the type of filter you wish to perform and then the value that the field should be tested against. There is also a filter by owner option at the top which makes your life easier, as the majority of the filters you will be creating will be your own records.

The field is very simple but the operator can be a bit confusing if you have not dealt with them before. Essentially you are defining how you want Salesforce to test the value against the Field. For example, if you want to exclude a specific Industry then you can say Industry NOT EQUAL TO Public Utility. 

After you have selected a field and how you would like to be tested you will need to enter a value. If the field is a text field you will have to enter your values manually. If you are selecting a field with a finite amount of values, for example a Picklist, then you will be presented with a lookup icon (Magnifying glass), here you can select one or more value.

The final part is to add in the fields you want to see. These are the fields that will appear in the columns of your list view. You want to have enough fields that the list view gives you all the information you need but not so many columns that its overwhelming. These columns can be adjusted to the order they appear in by using the buttons on the far right.

The final part before you have completed your list view to choose who you want the list visible to. “Visible to just me” is the option most of you will only see.