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Views

Views let you filter and organize the records in a module based on specific criteria. Each module in Zoho Books comes with a set of default filters that vary depending on the module. In addition to these, you can create your own views with custom criteria and column preferences to quickly access the records you need.

Access Views

You can access views from the list page of any module. Here’s how:

  • Navigate to the module (for example, Sales > Invoices).
  • Click the dropdown at the top of the page (for example, All Invoices).

The dropdown displays views organized into the following sections:

  • Favorites: Views you’ve marked as favorites for quick access.
  • Default Filters: System-provided filters that vary by module. These cannot be edited or deleted.
  • User-created views: Views created by you or shared with you by other users.

You can search for a specific view using the search bar at the top of the dropdown.

Create a View

To create a view:

  • Navigate to the module where you want to create the view.
  • Click the dropdown at the top of the page (for example, All Invoices).
  • Click + New View at the bottom of the dropdown.
  • On the New View page, fill in the following details:
    • Name: Enter a name for the view. If you want quick access to this view, select Mark as Favorite.
    • Define the criteria (if any): Set the filter criteria for the view based on the fields available in the module. Select a field, choose a comparator, and enter a value. Click + Add Criterion to add additional conditions.
    • Columns Preference: Choose the columns to display when this view is active. Move fields from Available Columns to Selected Columns by clicking the + icon next to them. You can drag and drop columns in the Selected Columns list to reorder them.
    • Visibility Preference:
      • Use Custom View In: Select the Zoho apps where this view should also be available (for example, Zoho Billing, Zoho Inventory).
      • Share With: Choose who can access this view:
        • Only Me: Only you can see and use this view.
        • Only Selected Users & Roles: Share the view with specific users or roles in your organisation.
        • Everyone: Make the view visible to all users in your organisation.

Note: The available columns and default filters vary depending on the module.

  • Click Save.

The view will now appear in the dropdown on the module’s list page.

Mark a View as Favorite

You can mark any view as a favorite for quick access. Favorited views appear in the Favorites section at the top of the views dropdown.

To mark a view as favorite:

  • Click the dropdown at the top of the module’s list page.
  • Click the Star icon next to the view you want to favorite.

The view moves to the Favorites section. To remove a view from favorites, click the Star icon again.

You can also mark a view as favorite while creating or editing it by selecting the Mark as Favorite option next to the Name field.

Edit a View

You can edit views that you’ve created. Default filters cannot be edited.

To edit a view:

  • Click the dropdown at the top of the module’s list page and select the view you want to edit.
  • Click the Edit icon next to the view name.
  • In the Edit View page, make the necessary changes to the name, criteria, columns, or visibility preferences.
  • Click Save.

Delete a View

You can delete views that you’ve created. Default filters cannot be deleted.

To delete a view:

  • Click the dropdown at the top of the module’s list page and select the view you want to delete.
  • Click the Edit icon next to the view name.
  • On the Edit View page, click Delete at the bottom right corner.
  • Click Yes to confirm.
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