A view in Microsoft Dynamics CRM is simply a columnar, filtered display of records. There are personal views and there are system views. How do you decide when to use one vs. the other? The simple answer is to create a personal view when a limited number of users need access to the view. But when all users need access to the view, you'll want to create a system view. That's pretty straight forward, however, there are a few other things to consider when deciding which type of view to use. In today's blog, we'll go over a few of those things so you can choose the approach that best fits your needs.
If you have a sub-grid of another entity on your form and you want to select a particular view to show in that sub-grid, you must use a system view. Take a look at the image below. You'll notice that the Default View does not have the option for selecting a personal view.
When creating personal views, you need to make sure that the proper rights are given to your users. Oftentimes someone creates a view and then forgets to share it, and sometimes, even if the view is shared, the creator forgets to give anyone else edit or delete privileges. If the user who created the view ever leaves, the view will remain but no one will have the privileges necessary to make any changes or to delete it. Be sure to share your personal views with the required users or teams and give them sufficient privileges.
Personal views are beyond the purview of System Administrators. Even System Administrators cannot easily share or edit a personal view if they have not been given the appropriate privileges. While it is easy to create a personal view if the one you want has not been shared with you, remember that CRM is all about sharing and efficiency, so try to avoid creating multiple views that contain the same information.
Want to learn more about views in CRM? Check out these great blogs for more information: Modifying a View in Dynamics CRM 2013 to Create a Personal View and Creating and Hiding Shared Views in Microsoft Dynamics CRM 2011.
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