CRM Help

Managing List Views

A List View is a list of records filtered based on a defined set of criteria. List Views are beneficial for displaying customer specific data according to your business requirements. For example, you may be interested in following-up on the leads created during the last week or review overdue tasks as of today. or, you may want to filter out big deals. The best way to handle these scenarios is to filter the records using the list views. You can also use the List Views for changing record owners to another user, delete records, or send email in bulk.

Zoho CRM consists of two kinds of list views, namely, Standard and Custom views. By default, Zoho CRM provides a list of standard views that are ready to be used by all the users in your organization. In addition, you can also create customized views and share with colleagues in your organization.

  • Standard Views: You can modify the standard views and sort the order of the columns in the list. You cannot delete these list views.
  • Custom Views: You can create, modify and delete the custom views and you can also sort the order of the columns in the list.

Standard List Views

In the <Module> Home page, you can select the required list view from the View drop-down list. The following table provides descriptions of the various drop-down lists.

Note

  • The View drop down list displays the standard view modes.
  • You can only rearrange the order of the columns or add more columns to the standard view modes.
    Some of the standard list views are: All Records, My Records, Recently Create Records, Recently Modified Records, Recently Viewed Records etc.

Create Custom List Views

You can create custom list views in Zoho CRM by defining criteria as per your requirement. The custom views created by the user will be listed under the User Created List Views in the View drop down list.

Availability

Permission Required: Users with the Manage Custom Views permission can access this feature.

To create custom views

  1. Click the [Module] Tab.( For eg. Leads, Contacts, Accounts, etc.)
  2. In the [Module] Home page, move your mouse pointer to the list view's drop-down.
  3. Click the Create View link.
  4. In the New View page, do the following:
    • Enter the custom View Name.
    • Select the columns to be displayed in the View mode.
    • Choose the option as to who can see this view.
    • Select the Specify Criteria check box and specify the criteria.
  5. Click Save.

Specifying List View Criteria

In the Specify Criteria section you can specify the criteria as per your requirements. The following table lists the criteria options for certain types of fields:

Field Type Criteria Options
String fields like:
  • First Name
  • Mobile
  • Email
  • Website
  • Industry
  • Title
  • Created By
  • Skype ID
  • Phone
  • Salutation
  • Company
  • State
Numeric fields like:
  • Age
  • My Percentage
  • Age in Days
  • My Currency
  • My Decimal
Date fields like:
  • Created Time
  • Modified Time
  • My Date
  • My Date Time
Boolean fields like:
  • Email Opt Out
  • Add to QuickBooks
  • Active
  • My Date Time

Note

  • You can specify only one criteria in each row.
  • Specify the numbers without commas. For example, specify 15,000 as 15000.
  • You cannot add custom view criteria for Boolean values. Currently checkbook fields are not supported.
  • For drop-down list fields, use the exact field value, otherwise custom views will not be created.
  • If you select the None option, custom view will not be created.
  • For a better performance it is best to select less than 20 rows in matching criteria.

Selecting List View Columns

In the Choose Columns section, select the columns to be displayed in the List View from the Available Columns list box. After selecting the columns you can change the order of the columns or remove unnecessary columns from the Selected Columns list box.

Note

  • It is better to select less than 10 columns to avoid horizontal scrolling in List View.

Setting up Permissions to the List View

In the Accessibility Details section, define the user's accessibility to view the custom lists. The following options are available:

  • All users are allowed to view this custom view.
  • Show this custom view only to me.
  • Allow the following users to view this custom view.

Edit Criteria Patterns

Criteria Pattern Editor in the custom list views help you to define the advanced filters using simple logic like and / or.

Availability

Profile Permission Required: Users who have the acces to the Custom List view can use this option.

Note

  • You can specify a maximum of 25 criteria for a list view.

To edit criteria patterns

  1. Click Module tab.
  2. Select a List View from the drop-down list.
  3. In Edit View page, review your existing criteria and click the Change Pattern link.
  4. In Pattern Editor box, modify filters and click the Save link.
  5. Save the modified custom view.

Example:
You would like to filter out the leads registered for a Webinar or Trade Show from California or Texas, and whose Industry is IT.

Lead Source contains "Webinar or Trade Show" and State is "California or Texas" and Industry is "IT"

You can create this criteria easily using the Criteria option given below:


The criteria pattern will be automatically set as:

Since the criteria pattern does not match the requirement, you can edit it as:
You can use the following characters in the Criteria Pattern Editor:
  • Round brackets: ( )
  • and / or operators
  • Criteria Row Number

Important Notes

  • When the Change Pattern box is open, you cannot add or delete a criteria row under the Specify Criteria section.
  • The operator precedence will not be taken into account if you do not specify brackets.For example, if you specify the criteria as 1 or 2 and 3, it will be considered as ((1 or 2) and 3)
  • You can change the and or or of the criteria rows and it will be updated in the Editor below.
  • You can change the and or or condition in the pattern and it will be updated in the rows above.
  • If you specify 1 and 2 and save it, on editing the view the pattern will be shown as (1 and 2). For (1 and 2) or 3 the pattern will be shown as ( (1 and 2) or 3 )
  • If you add more rows in the editor and delete one by one there will be additional brackets displayed in the pattern. For example if there are 5 rows added and you delete the 4th row, it will be shown as ( ( ( ( 1 and 2 ) or 3) )or 4 ) and if the 3rd row is deleted again it will be shown as ( ( ( ( 1 and 2 ) ) ) or 3 ). If the first row is deleted then it will be shown as ( ( ( ( 1 ) ) ) or 2 ). However upon saving the criteria, it will become ( 1 or 2 ). ( ( ( 1 and 2 ) and 3 ) ) will appear if the last criteria is deleted.
  • Make sure that you do not use the following as they are invalid: (), (and), (or)
  • If the brackets do not match it will be treated as invalid.
  • You will get an error message, if the number of rows and the numbers given in the pattern do not match and also, if there are any missed numbers in the pattern specified.
  • Save and Cancel buttons on the custom view will be hidden while editing the criteria pattern.
  • In case the final brackets are missing, there will be a difference in the Criteria Patterns Editor and its view mode.
    Your Criteria Pattern in Editor Your Criteria Pattern in View Mode
    ( 1 and 2 ) or ( 3 and 4 ) (( 1 and 2 ) or ( 3 and 4 ))
    1 and 2 and 3 and 4 (1 and 2 and 3 and 4 )
    ( 1 or 2 ) and ( 3 or 4 ) ( ( 1 or 2 ) and ( 3 or 4 ) )

Use Last Activity Time in Criteria

Apart from editing a record, there are various other activities associated with records. For example, adding a note, closing a task, sending emails etc. The last updated time of such activities is captured in each record as Last Update: Time (only in the Leads, Accounts, Contacts and Potentials modules). The information in this field can be used in the List View criteria, to filter out records that had no activity for a specific period of time or those records that had recent activities.

Note

  • This option is supported only for the Leads, Accounts, Contacts and Potentials modules.
  • The Last Activity Time under list view criteria and the Last Update time in the Record Details page are the same.
  • You can specify criteria only for the custom list views.

Availability

Profile Permission Required: Users who have the acces to the Custom List view can use this option.

The activities and updates that will be recorded as Last Activity time:

    • Editing fields in a record
    • Adding & updating activities, i.e. Tasks, Events, Calls
    • Sending emails to leads and contacts
    • Adding & editing notes
    • Adding potentials & contacts under an account
    • Changing the owner of the record
    • Adding and deleting a record
      (This does not include deleting a record associated to the parent record.)
    • Closing a task
      (This does not apply for events as they are automatically moved under Closed Activities after the End DateTime.)
    • Deleting and restoring the records (individually or in bulk).

The activities and updates that will NOT be recorded as Last Activity time:

  • Mass operations like Mass Update, Mass Transfer etc.
    (Except for Mass Delete option.)
  • Editing contacts or potentials under an account will not be listed under the Account
  • Deleting related lists under a record.

To use the Last Activity Time in criteria

  1. Click the Leads, Accounts, Contacts or Potentials module.
  2. Select a List View from the drop-down list and click the Edit link.
    You can specify criteria only for the custom list views.
  3. In Edit View page, under Specify Criteria select the Last Activity Time from the drop-down list.
  4. Specify the criteria conditions.
  5. Click Save.

Clone Custom List View

The custom views that you create can be duplicated and a similar list view can be created. Please note that the default views cannot be cloned or deleted.

To clone custom list views

  1. Click the [Module] Tab.( For eg. Leads, Contacts, Accounts, etc.)
  2. In the [Module] Home page, select the list view that you want to duplicate.
  3. Click the Clone View link.
  4. In the Clone View page, do the following:
    • Enter the custom View Name.
    • Select the columns to be displayed in the View mode.
    • Choose the option as to who can see this view.
    • Select the Specify Criteria check box and specify the criteria.
  5. Click Save.

Edit Standard List View

You can edit the standard list views that are by default provided in Zoho CRM to add or remove the columns in the list view. Please note that you cannot edit the criteria or rename these pre-defined list views.

To edit standard list views

  1. Click the [Module] Tab. (For eg. Leads, Contacts, Accounts, etc.)
  2. In the [Module] Home page, select the list view that you want to edit.
  3. Click the Edit link.
  4. In the Edit View page, select and move the fields to the Available Columns list box.
    After selecting the columns you can change the order of the columns or remove unnecessary columns from the Selected Columns list box.
  5. Click Save.

Sort Records in List View

Records in the list view can be sorted in ascending or descending order.

To sort records

  1. Click the [Module] Tab. (For e.g. Leads, Contacts, Accounts, etc.)
  2. In the [Module] Home page, select the list view that you want to see.
  3. Click on the column heading and then select Ascending or Descending option to sort the records.

Delete Custom List View

The custom views that you create can be deleted if required. Please note that the pre-defined list views cannot be deleted.

To delete custom list views

  1. Click the [Module] Tab. (For e.g. Leads, Contacts, Accounts, etc.)
  2. In the [Module] Home page, select the list view that you want to delete.
  3. Click the Delete link.

FAQ

1. How can I group Contacts in my Zoho CRM account?

2. How can I organize leads by Industry?

3. How can I sort the records alphabetically in a column?

4. How can I sort the leads or contacts alphabetically by last name?

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