A key part of SharePoint’s flexibility is the concept of a View. Views control the way data is displayed in a SharePoint list or library through options such as adding/removing visible columns, grouping items together based on column values, sorting/filtering data, applying different styles etc. SharePortals uses SharePoint views to list records. Adding a view to the SharePoint library automatically adds that view to the list of available views in SharePortals.

Creating a SharePoint view which best represents your organisation’s information can be achieved in a few steps.

  • First, click on the “View this list in SharePoint” button for the SharePortals entity you want to create a new view for (e.g. accounts, contacts, opportunities etc):
  • You will now be viewing the entity’s document library. This is shown as a series of columns, and by default will be shown using a view defined by SharePortals. For example, Opportunities are, by default, shown with the “In Progress Summary” view, which displays the opportunity title, the opportunity owner, the deal value, expected close date, and the date/time the opportunity was last modified.
  • Click on the Settings cog at the top right of the page, then Library settings:
  • Scroll down to the Views section, then click Create view:
  • You can now choose which type of view you want to create. You can select Standard View to start composing a view from scratch, or pick one of the predefined SharePoint/SharePortals views to modify.

In this example, we will create a completely new view for the Opportunities entity, showing us the title of each opportunity, the owner of the opportunity, the deal value and its current stage in the opportunity process.

  • First, click Standard View, which takes you to the Create View page.
  • Give the view a distinctive name so you can easily identify it later. In this example, we will call our new view “Custom Opportunity View”.
  • We want our new view to be the default way opportunities are listed in SharePortals, so we select the Make this the default view box.
  • Leave the Audience setting as “Create a public view”.
  • Now select the columns you want to display in the new view, and their order, through checking/unchecking the display box for each and changing the numeric dropdown under Position from left. For our example, we need to change the checkboxes and numeric dropdown to the following:
  • You can also change sorting, filtering and grouping options for the view further down, if required. In addition, you can control whether this new view will be enabled for mobile users, whether it will be the default view for mobile, and the field to display in the mobile list simple view.
  • Click OK at the bottom of the page to create your new view.
  • You will be taken back to the Opportunities document library in SharePoint, but now displayed using the new view. You can confirm this by checking the view name in the top right of the list, which should be set to Custom Opportunity View:

Now let’s set this as the default view for Opportunities, so we can see our SharePortals opportunities displayed the way we want.

  • Click on the Settings cog at the top right of the page, then Library settings:
  • Scroll down to the Views section, then click Custom Opportunity View at the bottom of the list.
  • This will take you to the Edit View screen. Select the Make this the default view checkbox:
  • Click OK.

We have now created our new view, applied it to the SharePortals opportunities document library, and set it as the default view.

We can now return to SharePortals itself, and click Opportunities in the menu bar at the top of the screen to view the list of opportunities:

As we wanted, SharePortals now displays the list of opportunities using our new custom view, displaying only the information we want to see at a glance.

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