Last week, we took a look at List Views in Lightning Experience. Since some organizations haven’t made the move to Lightning quite yet, today we will walk through List Views in the Classic interface.
Like in Lightning Experience, List Views provide an easy way to access data that meets certain parameters, similar to a report. Unlike a report, List Views can allow inline editing, certain actions through List View buttons, and a quick option to delete. If you have a set of data that you work with frequently, List Views are the way to go!
Accessing List Views
We’ll use the Opportunity object as our example in this post. List views are available for any object that has a Tab, and are accessed by clicking on the Tab.
Toward the top of the screen on the Opportunity home page, you’ll see a dropdown list titled “View”. Using this dropdown list, you can select the view you’d like to access or create a new one. Let’s walk through creating a new List View.
Creating Custom List Views
Let’s create a custom List View for Opportunities that have not been modified in over 2 weeks and are not in the Closed Won or Closed Lost Stages so we can catch deals before they go stale!
When we click on the Create New View link, we’ll be directed to this screen:
First, we’ll enter a name: Stale Opps. The Unique Name will populate automatically.
Next comes the most important part: filtering the list. By default, the list will show all opportunities (that you have at least read access to). We can use up to 10 filters to limit the data that’s shown. Let’s start with our first parameter of Opportunities not in the Closed Won or Closed Lost stage. Click on the first field dropdown and select “Stage”; in the operator dropdown, select “not equal to”; in the value field, click the lookup icon and click the checkboxes for Closed Won and Closed Lost, and click the “Insert Selected” button. Next, we’ll use the second row to add the parameter for Opportunities that haven’t been modified in over 2 weeks. Select “Last Modified Date” in the field dropdown; select “less than” in the operator dropdown(*see read more for additional notes on date operators); type 14 DAYS AGO in the value field. The finished filter section should look something like this:
Next, we’ll need to select which fields we’d like to display in the related list. Let’s select the following from the available fields on the left (hold down Ctrl to select multiple fields) and click the add button to move them to the selected fields on the right: Opportunity Name, Account Name, Amount, Close Date, Stage, Owner Full Name, Last Modified Date, and Last Activity. Now, we can arrange the selected fields in the order we’d like using the Top, Up, Down, and Bottom buttons on the right. Let’s select Owner Full Name and move it just below the Opportunity Name so we can easily see who the owner is.
Lastly, if we have the Manage Public List Views system permission, we can choose whether we’d like this List View to be available to just the user who’s creating it, all users, or just certain groups (we’re able to share with public groups, roles, roles and internal subordinates, or roles and internal and portal subordinates). For this example, we’ll share with the Chief Sales Officer.
All we have to do now is click Save and we’ll have a Custom List View!
In the List View, we can click on any column header to sort alphanumerically ascending (click again to sort descending). We can easily follow records using the green plus sign, edit and delete. If we add an additional parameter to only display a single record type, we can also inline edit (if we have that feature enabled). How easy!
Wow… Test User sure has some outdated Opportunities out there! If we edit the List View and share with all users, we can direct Test User to the List View and show them how they can monitor this list and easily keep all their deals fresh and up-to-date. It’s all about that user experience!
Thanks for reading the second post in our List View series! Tune in next week for more!
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