Changing View Options

Most views you work with will be the same as your colleagues’. However, modifying a view slightly may offer a better perspective for your specific needs or improve clarity in reports.

Instead of creating a new view, you can customize the existing one. A new view is only necessary when you’re supporting a distinct or new task.

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Steps to Modify a View

1. Open the view you want to change.
2. Go to the View tab.
3. Click Current View in the ribbon.

The current view button

4. The View Options dialog will appear.
5. Make adjustments as needed in the dialog.

The view options

Some common modifications can also be accessed directly from the ribbon.

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Fields

For Table Views

• Open the Fields screen in the View Options dialog.
• The dialog shows:
  • A list of available fields.
  • A list of selected fields currently displayed.
• To add a field:
  • Select it from the available list and click Add or double-click the field name.
• To add fields from related items:
  • Select the related item from the Show available field for dropdown.
• To apply display formatting:
  • Open the formatting screen, select a field, and define the format.

For Chart Views

• Select fields for:
  • X-Axis
  • Y-Axis
  • Series
• Note: Not all chart types support all three field roles.

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Filters

Views can include a filter to show only a subset of data (e.g., only Service Calls assigned to you).

To edit or create complex filters, see Editing Filters.

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Format Rules

Format rules highlight specific items in a view to draw your attention (e.g., Service Calls past deadline in red).

Creating a Format Rule

Format rules

1. In the View Options dialog, open the Format Rules screen.
2. Click Add and assign a name.
3. Under Rule Properties:
   • Select formatting options (e.g., red font).
   • The Sample field shows a preview.
4. Under Condition:
   • Define criteria for the rule (similar to filters).
   • Resize the dialog if needed.
5. Click the checkmark button to save.

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