Creating & Customizing Views

Views are the grid collection of the records. It will display the various fields available in a form and the data populated for it.

• Access Default View
• Create New View
• Customize View
• Perform record related actions in the View
• Access Records based on permission
• Delete View

Access Default View

For every forms, a default view is provided which will display the complete set of records added to the form.

To access the default view, please follow the below steps :-

• Navigate to the form's listing page.(Eg. Organization → Employee).
• Click on the Default view Format :
  View (Eg. Employee View)

Create 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.

• Navigate to the form's listing page.(Eg. Organization → Employee)
• In the 'Views' section, click on the '+' symbol to create a new view.
• Specify the view name.
• Expand the 'Specify Criteria' section.
• Fill out the condition, using the form's field.
• Click on 'Save'.
• Set the view permissions as required.
• Use the 'Sort' and 'Group' options as required.
• Select the fields for the view.

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. This option can be selected by clicking on the icon for the default views.

Perform record related actions in the View

• Add Record
  • Navigate to the intended form's listing page.(Eg. Organization → Employee)
  • Click on 'Add Record'.
  • Populate the values for the fields.
  • Click on 'Save' to submit the record.
  • Click on 'Save & New' to submit the record and add a new record.
• Edit Record
  • Navigate to the intended form's listing page.(Eg. Organization → Employee)
  • Mouse over the record that is to be edited.
  • Choose 'Edit option'.
  • Edit the fields
  • Save the record.
• View Record
  • Navigate to the intended form's listing page.(Eg. Organization → Employee)
  • Click on the intended record to view the record details.
  • You can also, mouse over the record and select 'View' option.
• Delete Record
  • Navigate to the intended form's listing page.(Eg. Organization → Employee)
  • Mouse over the record and choose 'Delete' option.,
  • Mark the record and select the 'Delete' option at the list view header.
  For the forms(Except Employee form), it is possible to do a bulk delete if the approval process is not configured and if the mail alert is not configured for Delete action.
• View Audit History

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

  • Navigate to the Form's customization page in the Admin account.
  • Edit the field for which the audit option is to be enabled.
  • Click on 'Options'
  • Tick the 'Enable Audit for this field' option.
  • Click on 'Done' to save the changes.

  Once the audit option is enabled for the required fields, the history can be viewed by :-

  • Navigate to the form's listing page.(Eg Organization → Employee)
  • Choose and mouse over on a particular record.
  • Select 'History' option.
• Print Record
  • Navigate to the form's listing page.(Eg Organization → Employee)
  • Choose and mouse over on a particular record.
  • Select 'Print' option.
  • Click on 'Print' in the record page.
• Import Data
  • Navigate to the listing page of the form(For Eg. Organization → Employee)
  • Click on 'More Actions'.
  • Choose 'Import Data' option.
  • Browse through the import file(excel/CSV file).
  • Click on 'Import File'.
  • Map the fields in the form and the columns in the excel.
  • Click on 'Next'.
  • Confirm the mapping and click on 'Import'
• Export Data
  • Navigate to the listing page of the form(For Eg. Organization → Employee)
  • Click on 'More Actions'.
  • Choose 'Export Data' option.
  • Choose the file format (Excel/ CSV file).
  • Include the tabular section data if required.
  • Click on 'Export'
• Default Views

  To view the default view of any form,

  • Navigate to the form's listing page.( Eg. Organization → Employee)
  • Select the form's default view (like Employee View)
• Create New View
  • Navigate to the form's listing page.(Eg. Organization → Employee)
  • In the 'Views' section, click on the '+' symbol to create a new view.
  • Specify the view name.
  • Expand the 'Specify Criteria' section.
  • Fill out the condition, using the form's field.
  • Click on 'Save'.
  • Set the view permissions as required.
  • Use the 'Sort' and 'Group' options as required.
  • Select the fields for the view.
• Customize View

  Customize View option can be used, to enable/ disable the fields available in the view. This option can be selected by clicking on the icon for the default views.

• Deleting View Unused views can be deleted by click on the 'X' icon for the created views.

Field Wise Option in List View :-

• Sort
• Group
• Search
• Hide Column

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

Delete View

The unused views created can be deleted by following the below steps :-

• Navigate to the form's listing page.( Eg. Organization → Employee)
• Delete the view created by clicking on 'X' icon .