If you are unfamiliar with creating custom list views I will give you a short introduction. List views are ways of displaying small bite size chunks of data that are instantly accessible for different Objects (Leads, Accounts, Opportunities, Custom Objects etc). List views are created by defining what data you want to see in the columns and also what fields they should be filtered by, for example in a simple list view you might want all Opportunities that are currently open for a particular industry, it would look something like this.
Industry EQUALS Healthcare
Stage NOT EQUAL Closed lost, Closed won
As you can clearly see this is going to show us all Opportunities that are not equal to closed lost or closed won (e.g. All that are open) and whose Industry equals Healthcare. These can get a lot more complicated to filter down data that is particularly relevant to you.
Creating Custom List Views
So the first thing to check is that you actually have the permissions to create custom list views! Salesforce Administrators have the ability to turn this ability on and off for certain users depending on their profile. Theres no real reason I can see to not let you create your own views so if the “Create New View” link you see below you is not there, talk to your Salesforce Administrator before continuing. If you ARE an Administrator then see the detailed documentation here.
Once you have clicked on this link it will take you to the simple list view creator. Its actually a great idea to come here even if you don’t know what you want to create, it will give you an idea into what kind of views you can create, what kind of fields you have access to and also HOW you can filter the data by how I mean the Operator (e.g. Equals, Not Equal To, Starts with, Contains etc).
So the first step is to name your list view. You want to give it a name so you can recognise it instantly it needs to be pretty descriptive as well so as to include all the information you are filtering by. It could be as simple as Ben’s open opps to Ben’s opps closing next month over $1M
The next step is to choose you filter criteria. The principle to a filter is to include a field name an operator and a value. The field name is the field name in your object that you wish to filter by, the operator is the type of filter you wish to perform and then the value that the field should be tested against. There is also a filter by owner option at the top which makes your life easier, as most of the filters you will be creating for yourself will be your own records.
The field is obviously very simple but the Operator can be a bit confusing if you have not dealt with them before. But essentially you are defining how you want Salesforce to test the value against the Field. E.g if you want to exclude a specific Industry then you can say Industry NOT EQUAL TO Healthcare. Salesforce have a really great comprehensive explanation of what each of these do if you are not too sure.
After you have selected a field and how you would like to be tested you will need to enter a value. If the field is a free text field then you will have to enter your values manually. If you are selecting a field with a finite amount of values e.g a Picklist then you will be presented with a lookup icon (Magnifying glass), here you can select one or more value.
Once this is done the hard bit is out the way. The final part is to simply add in the fields you wish to see. So these are the fields that are going to appear in the columns of your list view. You want to have enough fields that the list view gives you all the information you need but not so many columns that its overwhelming. These columns can be adjusted to the order they appear in by using the buttons on the far right.
So the final part before you have completed your list view is who you wish this list to be available to. Now as this article is primarily aimed at users of Salesforce this isn’t too relevant this part is mainly for managers who wish to share with particular users or all users. “Visible to just me” is the option most of you will only see.