How to Create, Manage, and Share Views

The 'Views' feature, a powerful tool for worklist management, allows for the creation of personalized, shareable views of your data. These lenses are tailored to individual needs and preferences, providing an efficient, repeatable, and collaborative method of managing your work.

In this article, we will delve into the functionality of views, and how to access, create, share, and manage them.

Click any of the following links to skip ahead:

What is a 'View'?

What gets saved as part of a 'View'?

Anatomy of the views dropdown

How to access your views

How to create a view

How to edit a view

How to share a view

How to favourite the current view

How to hide and show views

How to delete a view

What is a ‘View’?

‘Views' are a feature that allows you to set up predefined filters, columns, and layouts that you can create for your tasks and revisit in the future. Think of it as creating a unique lens through which you can view your tasks, tailored to your specific needs and preferences.

The beauty of 'Views' lies in their versatility. You can create a view where you see only the tasks assigned to you, or tasks that need to be finalized, or even tasks that have been completed in the last seven days. The possibilities are endless, and the power to customize is in your hands.

These 'Views' can also be shared with others, allowing your team members to leverage your setups. This feature can significantly enhance collaboration within your team, ensuring everyone is on the same page and boosting overall productivity.

What gets saved as part of a ‘View’?

Anatomy of the views dropdown

How to access your views

Your views are located in the top left corner of the page. This will display the name of the currently selected view. Clicking on this will open a dropdown menu where you'll see:

1. Default view

   Note: There is always a default view, which is the standard view. This can be edited to create a new view.

2. List of Views

   

   Legend	Function
   a	Represents your views that only you can access.
   b	Represents views shared with you.
   c	Represents views you have created that are shared with others.

   This lists all your available views. They are listed in alphabetical order (excluding any favourited views — your favourited views will show at the top of the list)

3. Options for managing, saving, and adjusting views.

All views you have access to will be shown here. Click on any view to see it or create a new view.

💡 Tip: If you have no saved or shared views, you can start by creating one

How to create a view

Optimize your workflow by creating your own views. This can be customised to the layout that best suits the information you need to surface regularly, along with any filters you need. To create your view:

1. Start with the default view or use an existing view as a base.

2. Set up your desired columns. This can include what columns, which order they are in or what size

3. Set up your desired filter settings.

4. Once you are happy with your setup, select the views dropdown and click on ‘save view as’

5. Give the view a name and description

   Optional: you can also share your view with others. Learn more here.

6. Click on the tick in the top right-hand corner to save your view

Your view will now be saved and be available in the dropdown list.

How to edit a view

As the way you work adapts, you can edit a view to best reflect how you work now. You can edit the view layout, columns, filters etc, or change the name, description, or who the view is shared with. To edit your view:

To edit the name, description, and sharing settings of a view:

1. Open the view dropdown and select ‘manage views’
2. Click on the ‘more options’ icon button ( ⋮ ) on the right of the view you wish to update and select ‘edit’
3. Make the changes required to name, description, or sharing permissions
4. Click on the tick in the top right-hand corner

Your changes are now saved for you and everyone it is shared with.

To edit the contents of a view:

1. Open the view you want to edit
2. Update columns and filters as desired. The view name will now be in italics with an * — This means you have unsaved changes on the view
3. Click on the view dropdown button and ‘save view’

Your view is now saved and updated for you and everyone it is shared with

Note: On shared views, you will have to select ‘save view as’ to save it as new view if you’d like the changes to only affect you.

How to share a view

You can share it with others when creating a new view or editing an existing one.

You can share it in two ways:

1. With Everyone

   This option shares your view with all users in the tenant who have access to the worklist.

2. With Teams

   Select the teams you'd like to share your view with. All members of those teams who have access to the worklist will see it in their views list.

Once you've saved the sharing settings, users matching those settings can now access those views.

Note: Users with 'Assignment Manage Views Admin' permission can manage, edit, and delete views you've shared with them.

How to favourite the current view

When on a view (except the default view), you can click on the star icon next to the view name to favourite or unfavourite that view. Favourited views show up at the top of the list of views, allowing you to easily access the views you use frequently.

Alternatively, you can also favourite and unfavourite views in ‘manage view’. Click on the ‘more options’ icon button ( ⋮ ) to the right of the view you would like to favourite, and click ‘add to favourites’ or ‘remove from favourites’.

How to hide and show views

The 'Hide/show views' feature helps manage your workspace by allowing you to hide views you no longer use without deleting them for the others it is shared with. To hide a view:

1. Open the view dropdown and select ‘manage views’
2. Click the ‘more options’ icon button ( ⋮ ) on the right of the view you wish to update
3. Select ‘hide from quick access’

The view will now be hidden from your dropdown list, and the number of views you have hidden will be indicated.

To show a view you have hidden, follow the same steps and select ‘show in quick access’.

How to delete a view

If you have views that just don’t get used anymore, they can be deleted easily. To delete your view:

1. Open the view dropdown and select ‘manage views’
2. Click the ‘more options’ icon button ( ⋮ ) on the right of the view you wish to update
3. Select ‘delete’

Your view will now be deleted for you and everyone it is shared with.

Note: To remove views for your list shared with you without deleting it for other users, hide the view instead of deleting it.