Saved views: for you or for the office

Most office registers can keep the way you look at them. Set up the search, filters and sort you need once, save them as a view, and next time the list is one click away, or already on screen when you open the register.

Saved views are on Jobs, Fleet, Assets, Forms, Submissions, Timesheets and Defects & issues, and on Commercial's Measures, Contracts, Rate cards, Invoices, Valuations, Variations, Dayworks, Bills, Purchase orders and Payment runs.

The View picker

View: sits at the head of the register's toolbar and names what the list is showing. All forms, All bills and the like — Standard on Fleet — mean no saved view is in force. Open it for:

• every view you can use, by name: your own and the office's;
• Save current view…;
• Manage views…, once you have saved a view of your own.

Pick a view and the list changes to it. Change anything by hand afterwards and View: goes back to All … (or Standard). Your changes stay on screen, but they no longer match the saved view, and the view itself is not altered.

On Jobs, Save view is a button on the toolbar rather than an entry in the menu, and views belong to the workstream tab they were saved on. See Finding jobs: filters, quick filters and shared views.

Saving a view

Choose Save current view… and fill in:

• View name — something colleagues will recognise, such as Awaiting my review.
• Who is it for?
  • Just me — "Only you see it."
  • The office — "Everyone who uses Forms sees it. Only you can change or delete it.", with the register's own name.
• Open Forms on this view, again with the register's name — switch it on to make this the view the register opens on. On Jobs it reads Open this workstream on this view.

The dialog ends with what the view includes, such as 2 filters and 1 sort. Then choose Save view.

A view keeps what narrows the list: the search, the filters and the sort, plus the tab or grouping where the register has one. It never keeps the columns. Two registers leave dates out so that a view doesn't go stale: a Submissions view keeps no Dates, and a Timesheets view keeps the length of the period (Day, Week, Month or Year) rather than which one.

Which view a register opens on

A default can be yours or the office's:

• Your default opens the register for you, every time.
• The office default opens it for everyone who has not set a default of their own.

A register has one office default (one per workstream on Jobs) and one default per person. Making another view the default takes over from the one before, which stays saved as an ordinary view.

A register you reach from a link — a notification, a dashboard card or an attention banner — shows what the link asked for rather than a default.

Managing your views

Manage views… opens Your views, listing the views you saved on that register. For each one you can:

• switch it between Just me and Office;
• turn Open Forms on this view on or off (For you on your own views, For everyone on office ones);
• delete it with the bin.

Only the person who saved a view can change or delete it. Everyone else can use an office view but not alter it. To change one, pick it, adjust the filters and save the result as a view of your own.

Who has saved views

Saved views belong to the office workspace; the field app has none. On Forms, Submissions, Defects & issues and Measures, which the crew also fill in, the picker appears only for office staff: the owner, and anyone with a Manage…, View… or Review… permission.

Creating, changing or deleting an office view is recorded in the audit trail, because it changes what other people see. Views just for you are not.