Custom Views and Charts in Dynamics 365 CRM
Customizing views and charts in Dynamics 365 CRM can significantly enhance your user experience, making it easier for sales and service teams to manage and analyze data. Views and charts are essential tools for displaying and filtering data effectively.
Leveraging these customization options we explain below can help you improve efficiency, streamline workflows, and gain deeper insights into your operations.
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Note: There are technically five different Dynamics 365 apps that serve various CRM needs, including Dynamics 365 Sales, Dynamics 365 Customer Service, and more. In some contexts, you may also see these products referred to as “Customer Engagement” or “CE” apps. The information in this article applies to all of these apps.
Default Views in Dynamics 365 CRM
Understanding Default Views
Views in Dynamics 365 CRM are essentially different ways to display data. They allow users to see lists of records, such as opportunities, accounts, or contacts, with specific columns and filters applied.
When you navigate through Dynamics 365 CRM, the default list view is displayed on the main area of your screen. This view, often referred to as a list or grid, allows you to choose columns and filters to display records in a list format. For example, the “All Opportunities” view shows a regular list of records with default columns.
Users can add or remove columns, sort and filter data directly within the view. This flexibility allows users to tailor the view to their specific needs without requiring technical expertise.
Default views offer several features:
- Column Filters: You can filter results using quick filters at the top of each column or use advanced filters for more complex criteria
- Search Bar: A search bar at the top allows you to search various fields using keywords and wildcards
- Read-Only: Default views are typically read-only, but you can navigate to detailed records by clicking on specific fields
Personal Views
In addition to system views, users can create personal views. These are customized views that individual users can set up to display data in a way that best suits their workflow. Personal views can include specific columns, filters, and sorting options, making it easier for users to access the information they need quickly.
Enhancing Views with Charts in Dynamics 365 CRM
Charts in Dynamics 365 CRM provide a visual representation of data, making it easier to analyze and interpret information. Charts can be created for every area in the navigation and are quick and easy to set up. They provide aggregate information and allow for interactive filtering.
Using Charts for Filtering
Charts in Dynamics 365 CRM are not just visual depictions but also powerful filtering tools. Instead of creating multiple views for different criteria, you can use charts to filter data dynamically.
For example, a chart showing opportunities by status can be used to quickly filter records by clicking on different segments of the chart. This interactive filtering simplifies data analysis and enhances user efficiency.
Aggregate Information with Charts
Charts can also be used to display aggregate information, such as total estimated revenue by territory. This provides users with a quick overview of key metrics without the need for complex reports or external tools.
You can drill down into the aggregate information in the chart to focus on specific data points, such as “Hot Open Opportunities for Central Canada.”
Advanced View Controls in Dynamics 365 CRM
Dynamics 365 CRM offers several advanced view controls that can further enhance the user experience.
Editable Grids
Editable grids allow users to interact with and make data changes directly within the grid view rather than going into each individual record. This feature is particularly useful for sales managers who need to update multiple records quickly. Editable grids respect field security settings, ensuring that users can only edit fields they have permission to modify.
Power Apps Grid Control
The Power Apps Grid Control offers enhanced visualization with color-coded choice fields and grouping and totaling options. This control can be either read-only or editable, depending on your needs.
Grouping and Totals
The Group By feature enables users to group records by specific fields, such as status or territory. This helps users organize their data more effectively. Additionally, the Totals feature allows users to see aggregate values, such as sums or averages, directly within the view. Grouping options enable you to organize records based on specific criteria, such as territory or customer. You can also display totals for numeric and currency fields, providing a quick summary of important metrics.
Specialized Views in Dynamics 365 CRM
Calendar View
The Calendar View displays records based on date fields. This view is particularly useful for managing time-sensitive records and provides a clear visual representation of upcoming deadlines. For example, you can view opportunities by their estimated close date, with color coding for different ratings or statuses.
Kanban View
The Kanban Board view organizes records into columns based on their status or business process stage. Users can drag and drop records between columns to update their status, making it an intuitive way to manage workflows.
Below is an image of ‘All Opportunities’ organized into columns based on their Opportunity Status:
Below is an image of ‘Open Opportunities’ organized into columns based on their Opportunity Sales Process:
Pipeline View
The Pipeline View combines a list of records with a visual representation of the sales pipeline. This view includes key performance indicators (KPIs) and a deal tracker, helping sales teams manage their opportunities more effectively.
Focused View
The Focused View is the most common view in the current version of Dynamics CRM. If you’re using one of the main sales or service apps, you are likely already familiar with this view. It is also similar to the Sales Accelerator view. The Focused View is available for all main CRM navigation areas. If you’re using a custom app, you may need to enable the Focused View to see it in your system.
This view displays records in a more graphical, card-like format instead of the traditional grid list. Each card shows the contact’s name, position, and information about the opportunity, along with related activities. This view lets you quickly interact with tasks directly from the view and see which opportunities have action items. You can open activities, update tasks, and manage your to-dos without navigating to the form.
Focused View also offers search and filter options similar to other views. It is available out of the box in the current versions of CRM and can be enabled quickly by your administrator if not already visible.
How to Configure Views and Charts in D365 CRM
For a complete walkthrough on navigating default settings and creating personalized views and charts in Dynamics 365 CRM, check out my recorded webinar:
For tailored advice, support, and implementations of Dynamics 365 CRM solutions, please feel free to contact us. We’d love to talk with you.
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