One of the most important skills you can
learn when you start to use Zoho
CRM is creating views. Views are
pre-built filtered list with specific
columns displayed their available for
all of the modules and can be accessed
using this drop-down at the upper left
corner of each of use some views are
built-in if i scroll to the bottom
you'll see shared with me that's usually
the ones that are built-in although some
other people have shared their views
with you. Then you can have built view
that you built yourself you can see I
have quite a few different views and of
course you can
favorite some of your views. While you
can certainly filter any list at the
left using the filters (for instance I
can say show me a list of every
place where the email is not empty and I
can apply the filter. That would be a
great way to do something
temporarily.
However there are two main advantages to
creating a view that already displays
that one is if you are others needed
this filtered view frequently it's
quicker to create the view so you can
just quickly click on it or if you want
to export this list the problem would be
it would not export the filters it lists
it would export everything in the list
so the filter do not affect what gets
exported so let's create a simple view
and then build on it i'm going to click
the drop-down area to go to the bottom
of the list and select create view first
you want to name the view so i might
want to say contacts with email then
i'll specify the criteria so it i'll
just pick the email rather than scroll
to it i'm just going to start to type
the name of the field so that i can find
it very quickly and say that the email
is not empty in other in other words or
something in the email field after
you've done your criteria you'll select
the columns you want to display so this
looks fine with me just the first name
last name
the phone and email then all i could add
other and just put the account name over
here then up you determine who should be
able to see this view only me works so
the only you can see it however just be
advised that all administrators in the
account can see it I can let everyone
see this which is good if this works for
a lot of people in your company or i can
pick selected users i can pick specific
users to say I only want Scott or David
to see this or i can pick by roll or I
can click x group there are a lot of
different ways you can select who you
should you should receive you should be
able to see this view it's not going to
restrict the people that are in this
view this means that when you have that
drop-down list
sometimes it kept the list can be quite
overwhelming with so if a lot of people
in your organization are creating these
so I'm just going to say everyone for
right now and click Save so good I've
got a list of 16 I have a kind of a
narrow listen I'm playing with here so
that gives me the list but actually I
have another field in my database it
says who wants to receive tips so let's
edit and expand on this list I'm gonna
come to the first criteria and out to
the right there's a little plus sign and
then say not always email out empty but
their tip preference contains aho so
that gives me another option so I want
to see that just to be sure so I'm going
to scroll here and find tips preference
and double-click it to watch it over to
the right
i also want to be picked off phone field
I don't really need that and I want to
include another feel that I have called
ID status and click Save let's see what
it looks like so far so now I've
narrowed that list down to only seven
people but i notice that we're gonna
want to do that with that i see that i
have some vendors in my list i
definitely don't want that
i'm going to edit my list again and add
another criteria and that field that was
ID status doesn't contain the word
vendor and now i'm going to click say so
now i have my completed list of of who I
might send something too but let's look
at some other things i want to maybe go
to deals and show you some options there
as well i'm going to go back to all open
deals or let's go to all deals and start
with that maybe i want to create a list
of my open deals because that you would
think that would come with soho but it
doesn't so I'm just going to again click
on the drop-down and go to the bottom of
the view and say my open feel
and of course so you have to think about
the first word is my so that means
you'll need to find the owner so which
is the deal owner or the potential owner
to the opportunity owner depending on
what you've named your opportunities or
potential speak module the deal owner is
what there's a special one over here you
could select a specific user but you can
also say the logged in user so that way
it will work for everyone in your
organization have two things it's my and
it's also opens I wanna add another
factor and say the stage doesn't contain
i might say closed but not any of those
options then of course again you'll want
to pick which of the field that you'd
like to display and I could say bring
over account name or I could bring over
any feel that you want to and I would
again i'm going to let everyone see this
because it's going to be unique to each
person because whoever's logged and only
see their own deals and i'm going to
click Save so now the list is narrowed
to just only my open deals
but let's add one more element to it and
add another criteria so i want to say
and the close date is look at some of
that when you're working with a date
field notice some of the keywords that
you can use the closing date is today
which would not be a great one but are
starting tomorrow that would be all
future deals the closing date is still
yesterday that means all past do deals i
might want to look I want to look at
these two at the bottom to talk about
those do and days would be the closing
date would be in the future it's due in
90 days are left
agent days always refuse refers to
history the closing date is 90 days old
so I want to work on the do in days it's
due in days less than or equal to 90 and
then i'm going to click Save i have one
deal coming up in 90 days that I want to
look at one other view that might be
helpful i'm not going to create this one
but I want to look at how it was created
and discuss discuss it with you
so this is one that I created called my
today i'm going to edit it
it has a lot of criteria but i wanted to
read it through it so this is the
activity owner is the logged in user
because that's the my part the due date
that's four tasks is today so that was
one of the options that i can have and
the status isn't completed you can pick
any of the other values if you have
other values but notice i have an or
condition here between the different
criteria so the activity owner is again
the login user and the from so that
means this would be an event the due
date is always associated with the task
the from is associated with an event
or the activity owners the login user
and the call start time is today and
it's scheduled or overdue
the reason i wanted to show you this is
one is to show the or conditions and
whenever you get into or conditions you
will always need to edit the pattern and
i'm just going to delete all this so i
can create it from scratch here so
basically what I it's the old math order
of operations if you remember that from
high school which is solve for things in
a certain order in this case i want to
manually type of that one and two and
three solve that first then or four and
five forgot to put an open parenthesis
sorry or six and seven and and here is
the trick eight or nine so I want those
and it
this is kind of one of those either you
cut it helps to understand or to look
through the math here but if I said
eight or 9i can't take the night there
we go
eight or nine and then I want to close
it so i want to say i don't care
the activity owners logged in person and
the call start times today and I don't
care whether the call status is
scheduled Oro Verde so those all belong
together in one string so now i have i'm
going to click save and now i have a
good pattern and i'm going to click Save
again it's a really great view to have
it so it's a way i like the fact that i
can always display my today and see it
on my calendar I mostly put it on my
home screen
it's always the left panel at the top of
the list and just in case you didn't
know this i'm just going to go create
one for you. You would go down to the
bottom of the list and add a component
that is a custom view and any View
that you've created (I just created that
one or look at that one in activities)
and the custom view is My Today or maybe
it's My Past-due. However you want to do
it. I always give the name the same "My
Today. we'll just call it once already
got one on the screen and click Save
yeah I've already added balance so
basically that would be how i would add
it and it would add it to my screen and
then I move it to the top of the list so
that every day when i login i see what i
have on my list today don't forget that
when you create a view and if you like
that view quite a bit you can favorite
it
this is the one I just created if you
point to the left there's a silver star
if you click on the Silver Star it will
put a gold star in it and it will move
it to the top of the list so now that
here's my contact with email at the top
of the list
Hi, it's Susan. I hope you enjoyed this
video on creating Zoho CRM Views. If you did, do me two favors.
One subscribe to the channel so that
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be even more productive in your use of
Zoho.
Until next time.
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