People Resources

Create & Customize Views

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Purpose

Views are the collection of records. It displays the various fields available in a form and the data populated for it. You can create new views to filter out the records that satisfies the specified constraint and also customize the views to view the required set of fields for the reporting purpose. This page provides you a detailed explanation of views and its functionalities.

Default view

A default view is provided for all the forms and it displays the complete set of records added to the form.

  1. Log in as administrator.
  2. Click Organization > Employee.

Create and share new view

A new view can be created for a form, by specifying some criteria/conditions, which will only display the records that matches the criteria and sharing of views restrict the view permissions. You can share the view either to all of the employees in your organization or to a specific user or department or location or role.

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Click + icon in Views to create a new view.
  4. Provide Specify view name and set criteria using Specify Criteria.
  5. Click Edit in Set default view and click the check box icon to set this custom view as the default view.
  6. Click Save.
  7. Click Edit in Sort fields and Group by and drag and drop the required fields in the second box.
  8. Click Add columns in Select fields to select the required fields in the view.
  9. Click Back at the top right configuration of the view configuration page and the list of created views will be displayed.
  10. Mouse hover in the view name and click the share icon as shown in the below image.
  11. Click Allow all employees to access this custom view, if you want to share this view to all of the employees.
  12. Click Share this view to specific users, departments, roles or locations, if you want to share this view specifically with respect to the user, department, role or location.
  13. A notification will be sent through feeds and e-mail once you click Save as shown in the below image. If you click View, the respective view can be seen.

Customize view

Customize View option can be used to enable/disable the fields available in the view and to re-arrange the order of the fields.

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Hover your mouse over any form you want to customize and click edit icon.
  4. Click Edit to change the fields.

View audit history

To view the audit history, first the required fields of the form must be modified to hold the audit information.

  1. Log in as administrator.
  2. Click Setup > Forms and Tabs > Department.
  3. Hover your mouse over a specific field for which the audit option has to be enabled and click Edit this field.
  4. Click Options > Enable Audit for this field.
  5. Click Done.

Alternate way to view the audit history:

  1. Click Organization > Employee.
  2. Click on any employee form where you want to view the audit history.
  3. Click Audit History to view all the audit history made in the employee form.

The history can be viewed once the audit option is enabled for the required fields:

  1. Click Organization > Employee.
  2. Hover your mouse over the particular record and find a settings icon on the left side next to the employee photo.
  3. Click History to view the history details.

Record related actions in the view

You can able to add/edit/view/delete/view/print records.

Add record

  1. Log in as administrator.
  2. Click Organization > Employee > Add Record.
  3. The employee form will populate the values for the fields.
  4. Click + icon to add a record and click Done.
  5. Click Save.

Edit record

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Hover your mouse over the particular record and find a settings icon on the left side next to the employee photo.
  4. Click Edit.
  5. Modify the fields and click Save.

View record

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Hover your mouse over the particular record and find a settings icon on the left side next to the employee photo.
  4. Click View.

Delete record

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Hover your mouse over the record and click Delete.

Print record

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Hover your mouse over the particular record and click Print.

Access Records based on permission

In the view, the records are displayed based on the permission set for the login user's role for a form.

  • All Data- This option is applicable for the users who have access to all the data of a form
  • Team Data- This option will be applicable for users who have permission to view their subordinates data for a form.
  • My Data - This option will be applicable for users who have permission to view only their own records of a form.

Delete View

Unused views can be deleted by clicking on the X icon for the created views.

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Click delete icon to delete the view.

Note:

  • The default views provided cannot be deleted.
  • The tabular section fields will not be displayed in the list view.

Import/Export data

To import data:

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Click More Actions > Import Data.
  4. Click Browse to browse the file(Excel/CSV file) from your computer that you want to import.
  5. Click Import File.
  6. Map the respective fields in the form and the columns in the excel. Learn more about import users.
  7. Click Next.
  8. Confirm the mapping and click Import.

To export data:

  1. Log in as administrator.
  2. Click Organization > Employee.
  3. Click More Actions > Export Data.
  4. Choose the file format(Excel/CSV file)and include the tabular section data if required.
  5. Click Export

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