[Applies to: Microsoft Dynamics CRM 4.0]

Work with saved views

Can I do this task?

1. You can run, share, assign, delete, or deactivate a saved view An Advanced Find search that has been saved. Saved views are personal views that appear in the View lists for the record types they are searching on. With saved views, you can save the criteria of a search to use again later. You can also share your saved views with others. that you own.

   If another user has shared a saved view with you, what you can do will depend on the specific privileges they have given to you: Share A privilege required to give access to a record to another user while keeping your own access. Which records can be shared depends on the access level of the permission defined in your security role., Assign A privilege required to give ownership of a record to another user. Which records can be assigned depends on the access level of the permission defined in your security role., Delete A privilege required to permanently remove a record. Which records can be deleted depends on the access level of the permission defined in your security role., or Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role..

   Run a saved view

   On any list The summary view for a group of records, such as accounts or contacts, or the result of an Advanced Find query. You can view detailed information about a record by opening the form for the record. page in the View box, in the My Views section, select a saved view.

   If there is not a My Views section, there are no saved views for this record type.

   - OR -

   On the Standard toolbar, click Advanced Find, and then click the Saved Views tab. Double-click a saved view, and then click Find.

   Share a saved view

   1. On the Standard toolbar, click Advanced Find, and then click the Saved Views tab.
   2. Select the view. On the Actions toolbar, click More Actions, and then click Sharing.
   3. In the sharing dialog box, under Common Tasks, click Add User/Team.
   4. In the Look Up Records dialog box, in the Look for list, select the type of record you want to find.
   5. In the Search for records box, type the first few letters of the name of the record to narrow your search, and then click the Find button .
   6. In the list of available records, click a user or team to select it, and then click the Add Selected Records button to add the user or team to the Selected records list.
   7. Click OK.
   8. In the sharing dialog box, select the type of share access that you want. The available permissions are: Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role., Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., Delete A privilege required to permanently remove a record. Which records can be deleted depends on the access level of the permission defined in your security role., Append A privilege required to associate a record with the current record. For example, if a user has Append rights on an opportunity, the user can add a note to an opportunity. Which records can be appended depends on the access level of the permission defined in your security role., Assign A privilege required to give ownership of a record to another user. Which records can be assigned depends on the access level of the permission defined in your security role., or Share A privilege required to give access to a record to another user while keeping your own access. Which records can be shared depends on the access level of the permission defined in your security role..
   9. Click OK.

      The saved view will show up in the My Views section of your coworker's View list.

   Tips

   • To cancel any changes that you have made and retain the previous permissions settings, click Reset.
   • To select or clear all permissions on a selected item, click Toggle All Permissions of the Selected Items.

   Assign a saved view

   1. On the Standard toolbar, click Advanced Find, and then click the Saved Views tab.
   2. Select the view, and then on the Actions toolbar, click the Assign button .
   3. In the Assign dialog box, click:
      • Assign to me

        Use this option to assign the record to yourself.

        - OR -

      • Assign to another user

        Click the Lookup button , type a part of the user's name, click the Find button , double-click the user's name, and then to close Look Up Records dialog box, click OK.

   4. Click OK.

   Deactivate a saved view

   1. On the Standard toolbar, click Advanced Find, and then click the Saved Views tab.
   2. Select the view, and then on the More Actions menu, click Deactivate.

   Delete a saved view

   1. On the Standard toolbar, click Advanced Find, and then click the Saved Views tab.
   2. Select the view, and then on the Actions toolbar, click the Delete button .

   E-mail or copy a link to a saved view

   Send a shortcut in an e-mail

   1. On the Actions toolbar, click Send Shortcut, and then click Of Current View.
   2. Complete the e-mail form and send.

   Copy a shortcut

   1. On the Actions toolbar, click Copy Shortcut, and then click Of Current View.
   2. Paste the shortcut into any application that supports copy and paste. For example, in Microsoft Office Word, press CTRL+V. More information: Send or Copy a Shortcut

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