2011 User's Guide Copyright

Work with saved views

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

You can run, share, assign, delete, or deactivate a saved view that you own. If another user has shared a saved view with you, what you can do will depend on the specific privileges that they have given to you: Share, Assign, Delete, or Write.

Run a saved view

On any list 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 -

1. 
   On the Standard toolbar, click Advanced Find, and then click the Saved Views tab.
   
2. 
   Select the view. On the Actions toolbar, click 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 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, Write, Delete, Append, Assign, or Share.
   
9. 
   Click OK.
   

• 
  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.
  

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
  

- OR -

• 
  Assign to another user
  

4. 
   Click OK.
   

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

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 .
   

Send a shortcut in an e-mail

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

1. 
   On the Actions toolbar, click Copy a Link, 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 (on page 50)
   

Tips

• 
  To make sure a list of records is current, at the top of the list, click the Refresh button , or right-click any record and then click Refresh list.
  
• 
  To preview a record, click the Preview button next to the record. To close the preview, click the Close Preview button .
  
• 
  To see the exact criteria used for any saved view and most system views, select the view, on the Standard toolbar click Advanced Find, and then click Show Details.
  
• 
  It is not possible to find or retrieve deleted records.
  
• 
  In any list, select multiple records:
  

• 
  Select several records by pressing the CTRL key while you click each record.
  
• 
  Select a sequence of records by clicking the first record that you want, and then press the SHIFT key while you select the last record that you want.
  
• 
  Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.
  

1. 
   On the File menu, click Options.
   
2. 
   On the General tab, in the Records Per Page list, select the number of records to display per page.
   
3. 
   Click OK.