How to Share a Personal View in Microsoft Dynamics 365/CRM

One of the many fantastic features available to users (and one of the most often used) in Microsoft Dynamics 365/CRM is the ability to create saved, personal views.  These views are created with an advanced find to see a filtered list of records.

While your System Administrator does their best to create a set of system views, (available to all users), they simply cannot predict all the views that each viewer will want see.

Personal Views are a great way for users to get a quick, simple custom view of a specific list of records and retain that view for future reference.

But let’s say you add a member to your team where they will need to access this same list.  From time-to-time, you need to share your personal view with your manager, a direct report, or another user.

Instead of trying to explain your advanced find fields, using the snipping tool to ‘show them’ your advanced find, or just letting them “reinvent the wheel” – Microsoft Dynamics 365/CRM makes it really easy to share views.

Here is how simple it is to share a personal view in Microsoft Dynamics 365/CRM:

• Go to a View that you have created for yourself. This could be in Sales, Service, or wherever you have created a personal view.
• Click on the Advanced Find Icon

A popup will appear and you will want to click on button called “Saved Views”

The saved views will display all the views you have saved for the given entity you have selected. Once in this view go ahead and check next to the view you would like to share.

Now that you have your view(s) to share go ahead and click on the Share Button and you will notice another popup appears (or Assign Saved Views if you want to make another user the new owner of this view).

Choose the Add User/Team button and perform a look up for the user or team you are going to share the view with:

Now you can add single users or teams to share this view with. Examples of teams are Sales, Support, Management, etc.

The nice thing about sharing a view with a ‘team’ is if a user adds or leaves a team, the view will automatically be visible or removed, saving someone lots of time from manually doing those updates.

Finally set the permissions that each user/group will have for the View. Is It Read Only? Can They Write, Edit or Assign it? Can they share it with another user?

Now that you know how to share personal views in Microsoft Dynamics 365/CRM, learn how to share dashboards, views, and charts when you click here.

Get more tips, training, and best practices by attending our monthly user group webinars for Microsoft Dynamics 365 and CRM Users and Administrators.