Filtering and custom views are some of the most powerful features available in Dynamics 365 Sales. They allow users to tailor how data is displayed, making it easier to identify trends, answer business questions, and focus on the information that matters most. The best part is that modifying filters and columns does not change the underlying data. Users can safely experiment with views and explore customer information without affecting records in the system.
Why Use Custom Views?
Custom views help users:
- Analyze leads, opportunities, accounts, and contacts
- Surface key business information quickly
- Prepare reports and spreadsheets for meetings
- Customize how data is displayed
- Create targeted lists for specific business activities
A good practice is to start with an existing system view and customize it rather than building a view from scratch.
Working with Columns and Related Data
When building a custom view, users can add, remove, and rearrange columns to display the information they need. One of the most valuable capabilities is the ability to bring in data from related records. For example:
- An account record can display information from its related primary contact.
- Contact information such as address details can be added directly to an account view.
- Related entities allow more complex filtering and reporting without requiring custom reports.
This flexibility makes it possible to build detailed lists tailored to specific business scenarios.
Using Filters to Target the Right Records
Filters help narrow large data sets into meaningful information. Common filtering options include:
- Status filters, such as Active Accounts
- Date-based filters
- Fields that contain data
- Custom field criteria
Date fields offer especially powerful filtering options, allowing users to focus on specific time periods such as the last year, last month, or other date ranges. Combining multiple filters allows users to create highly targeted views that support specific business needs.
Saving a Personal View
After customizing columns and filters, users can save their work as a new personal view.Benefits of personal views include:
- Quick access to frequently used data sets
- Consistent reporting and analysis
- Reduced time spent recreating filters
Personal views are identified with a user icon and are only visible to the creator unless they are explicitly shared.
Sharing Custom Views
Personal views can be shared with other Dynamics 365 users.When sharing a view, administrators or creators can provide permissions such as:
- View access
- Edit access
- Delete rights
- Permission to share the view with others
Sharing allows teams to collaborate using the same filtered data set while maintaining appropriate security and control.
Managing and Organizing Views
As users create additional views, organization becomes important. Dynamics 365 allows users to:
- Hide views they no longer use
- Remove clutter from long view lists
- Manage shared views
- Delete outdated personal views
Maintaining a clean collection of views helps improve navigation and usability.
Setting a Default View
Users can designate a preferred view as their default.
Benefits include:
- Faster navigation
- Immediate access to frequently used information
- Reduced time spent searching for the correct view
For users who rely heavily on a single view, setting it as the default can provide a significant productivity boost.
Understanding Personal Views vs. System Views
There are important differences between personal and system views.
Personal Views
- Visible only to the creator unless shared
- Designed for individual workflows
- Can be customized freely
- May become unavailable if ownership is lost
System Views
- Available to all users with appropriate access
- Managed centrally
- Best for company-wide reporting and processes
- Ideal for standardized business functions
Organizations should use system views when the information benefits a broad group of users and personal views for role-specific needs.
Following Important Records
Users can follow records they access frequently. Benefits of following records include:
- Quick access to frequently used accounts, contacts, or leads
- Improved productivity
- Easier navigation
Records that are followed appear in dedicated "being followed" views, providing a convenient way to access important records.
Using Focused View
Focused View is designed to help users work through lists efficiently. Key advantages include:
- Moving through records without losing your place
- Making updates one record at a time
- Applying filters while maintaining workflow context
This feature is particularly useful when reviewing and updating multiple records in sequence.
Visualizing Data with Charts
Dynamics 365 allows users to display view data graphically.Options include:
- Built-in charts
- Expandable visualizations
- Custom chart creation
Charts can help identify trends and summarize information more effectively than list views alone.
Visualize This View with Power BI
The Visualize This View feature uses Power BI capabilities to automatically generate visual representations of the selected data.This functionality can help users:
- Discover trends
- Interpret data more quickly
- Explore information visually without building reports manually
The system automatically attempts to create meaningful visualizations based on the data currently displayed.
Exporting Data to Excel
Views can be exported directly to Excel when additional analysis or external use is required.
Common use cases include:
- Preparing mailing lists
- Creating meeting materials
- Performing additional analysis
- Printing labels and reports
Exporting provides a quick way to move filtered CRM data into a familiar spreadsheet format.
Key Takeaways
Filtering and custom views are powerful tools that allow users to personalize how they interact with Dynamics 365 Sales data. By combining filters, customized columns, related entity data, charts, Focused View, and export capabilities, users can transform large volumes of CRM information into actionable insights. Whether you are preparing reports, tracking customer activity, managing accounts, or conducting analysis, custom views provide a flexible and efficient way to work with your data.
