How to Create, Share, Delete and Set a Personal View to Default in Microsoft Dynamics 365

Harshani Perera, 09 April 2019

A view in Microsoft Dynamics 365 is like a saved query where you can add filters to show the relevant records you require. Once you create the view with your criteria, all you need to do is select the view in CRM and you will see all the records that meet this criteria.

Before you create, share or delete views, firstly you will need privileges enabled on the security role assigned to your login. You can set this by going to Settings > Security > Security Roles on the Sitemap.

1. Select the Security role assigned to your login
2. Select the Customization tab
3. View should have the Read privilege enabled.
   
   
   
   You will also need to enable privileges in the Saved View in order to Read, Create, Delete, Share or Assign views to another user.
   
   
4. Go to the Core Records tab
5. Saved View needs to have Create, Read, Write, Delete, Assign or Share enabled depending on the requirement.
   
   

How to Create a View

Security Roles required:

•    View: Read Privilege
•    Saved View: Create, Read, Write Privilege

Step 1: Go to Advanced Find
Step 2: Select the entity you would like to create a view for
Step 3: Make sure the Use Saved View is set to New
Step 4: Set the Criteria for the view
Step 5: Click ‘Save As’>Set a Name>Click ‘Save’

This is called a Personal View.

If you create a view by mistake, you may want to delete this. It’s simple.

How to Delete a View

Security Roles required:

•    ‘Create a View’ privileges
•    Saved View: Delete Privilege
•    If a view has been shared with you, you will also need the delete privilege mentioned in the ‘Share a View’ section below.

Step 1: Go to Advanced Find
Step 2: Select the entity you would like to delete a view for
Step 3: Click the Saved Views button (All the views will show)
Step 4: Select the view you would like to delete
Step 5: Click Delete Saved View and confirm the Deletion by selecting Delete

How to Share a View with Another User

A personal view can only be viewed by the user who created it but you may want to share it with another user. This will save time in re-creating views.

Security Roles required:

•    ‘Create a View’ privileges
•    Saved View: Share Privilege

Step 1: Go to Advanced Find
Step 2: Select the entity you would like to share a view for
Step 3: Click the Saved Views button (All the views will show)
Step 4: Select the view you would like to share
Step 5: Click Share button

Step 6: On the pop-up message, click Add User/Team

Step 7: Select the relevant user to share the view with and click Add.

Step 8: You can provide this user to only see the View or you can provide additional privileges to Edit and/or Delete by ticking the relevant boxes. Then click Share.

Set Personal View to Default

Step 1: Go to Advanced Find
Step 2: Select the entity you would like to set a personal view to default
Step 3: Click the Saved Views button (All the views will show)
Step 4: Select the View you would like to set to Default
Step 5: Click Set As Default View

Now when you log into CRM and select the relevant entity, your personal default view will be shown first.

I hope this helps in managing your views and make your work easier.