Creating View Filters

A view filter allows a Method user to limit what is shown in a grid based on given conditions.

In the below example, Shared - Active Customers and Leads will only show: 

  • customers and leads (not vendors and employees)
  • set to active (not set to inactive)
  • shared with you (records you have permission to see as well as your records that are assigned to you)

Things to Consider When Creating a View Filter

You may have noticed there are two types of filters based on the signed-in user's permissions:

  • My - Filter views that start with "My" only contain records the Method User is currently assigned to.
  • Shared - Filter views that start with "Shared" will show all records the Method User has permission to see. This includes records belonging to other users.

To be consistent, you should create separate view filters to accommodate the above situations.

However, this is tricky because setting up these views is different depending on the Accounting Software and whether or not records are filtered by the Method User or the Sales Rep

When creating your own view filter, you can copy existing view filters, or follow the below steps which apply to your situation.

Where to Add a New View Filter

In this section, we will use the Contacts List as the instructional example. To add a new view filter:

  1. Navigate to the Contacts List screen.
  2. Click the gear and then select Customize Screen.
  3. Click the triangle on the ContactsGrid to open its contextual menu, and then select Views.
  4. Click Add another view.

This will allow you to create a new view filter. 

Create "My" View Filter for Sales Reps

The "My" view filter CAN ONLY filter on the Sales Rep if:

  • The Accounting Software is QuickBooks Desktop
  • The grid being filtered is one of the following:
    • Contacts
    • Transactions (Estimate, Sales Orders, Invoices, etc.) 

If you are looking to do this for CRM based grids (Activities, Opportunities, etc), or you use are using QuickBooks online, then skip this and proceed to Create "My" View Filter for Assigned To.

To add a new "My" view filter:

  1. Add a new view 
  2. View Name - give the view a name that starts with "My - "
  3. Sort by - Choose a sorting method and add more if appropriate
  4. Click Add a condition
  5. For this condition:
    1. Select "SalesRep" for the first field
    2. Select "User - Sales Rep Initial" for the last field

At this moment, this view filter has been configured to show only the records that have been assigned to the Sales Rep associated with the logged-in Method User.

You can now add other conditions to this Selection Criteria by clicking "Add Another condition".

For more information on how to compose your own criteria for filtering, please refer to the Criteria Builder

Create "Shared" View Filter for Sales Reps

The "Shared" view filter CAN ONLY filter on the Sales Rep if:

  • The Accounting Software is QuickBooks Desktop
  • The grid being filtered is one of the following:
    • Contacts
    • Transactions (Estimate, Sales Orders, Invoices, etc.) 

If you are looking to do this for CRM based grids (Activities, Opportunities, etc), or you use are using QuickBooks online, then skip this and proceed to Create "Shared" View Filter for Assigned To.

To add a new "Shared" view filter:

  1. Add a new view 
  2. View Name - give the view a name that starts with "Shared - "
  3. Sort by - Choose a sorting method and add more if appropriate
  4. Click Add a condition
  5. For this condition:
    1. Select "SalesRepRecordID" for the first field
    2. Select "In List" for the second field
    3. Select "Shared users - listed by Sales Rep Record ID" for the last field

At this moment, this view filter has been configured to show all records that have been shared to the Sales Rep associated with the logged-in Method User.

You can now add other conditions to this Selection Criteria by clicking "Add Another condition".

For more information on how to compose your own criteria for filtering, please refer to the Criteria Builder

Create "My" View Filter for Assigned To

Records can be assigned to a Method user and you can filter grids to only show those records. To add a new "My" view filter:

  1. Add a new view 
  2. View Name - give the view a name that starts with "My - "
  3. Sort by - Choose a sorting method and add more if appropriate
  4. Click Add a condition
  5. For this condition:
    1. Select "AssignedToRecordID" for the first field
    2. Select "User - Record ID" for the last field

At this moment, this view filter has been configured to show only the records that have been assigned to the the logged-in Method User.

You can now add other conditions to this Selection Criteria by clicking "Add Another condition".

For more information on how to compose your own criteria for filtering, please refer to the Criteria Builder

Create "Shared" View Filter for Assigned To

The "Shared" view filter will show all records shared to the signed-in Method user.

To add a new "Shared" view filter:

  1. Add a new view 
  2. View Name - give the view a name that starts with "Shared - "
  3. Sort by - Choose a sorting method and add more if appropriate
  4. Click Add a condition
  5. For this condition:
    1. Select "AssignedToRecordID" for the first field
    2. Select "In List" for the second field
    3. Select "Shared users - listed by User Record ID" for the last field

At this moment, this view filter has been configured to show all records that have been shared to the logged-in Method User.

You can now add other conditions to this Selection Criteria by clicking "Add Another condition".

For more information on how to compose your own criteria for filtering, please refer to the Criteria Builder

Was this article helpful?

Can’t find what you’re looking for?

Contact Us