Search this site

Support

Select Language

Custom views

Contents

  1. 1 Introduction to Custom views
  2. 2 Create a custom view
  3. 3 View and Review your custom view
  4. 4 Edit a custom view
  5. 5 Copy a custom view
  6. 6 Share a custom view
  7. 7 Export a custom view to a CSV file
  8. 8 Delete a custom view

Introduction to Custom views

You can create custom views of the All items page to list the items you want in the ways you want them displayed! You can also save the information in your custom view as a report (in CSV, comma separated value, file format).
 
If you want to go beyond the standard views of the All items page to select different columns and create filters, try custom views. When you create a custom view, you can choose:
  • Whether to include proofs, files, or both
  • Which columns are displayed 
  • Which type(s) of filters to use for selecting items for the view
  • Which column to sort on and in what order items are listed
Once created, the custom view will be available to use immediately (as soon as you click save, you'll be taken to your custom view!). The name of the new view will also be included in the dropdown menu under the heading My custom views (below the Standard views). You can easily edit, copy, share your view with other users in your account, export it to a CSV file, or delete it.

Create a custom view

To create a custom view:
  1. Go to the All items page
  2. Click the New view link to the right of the Views drop down menu
  3. Use the Columns tab on the New custom view page to give your new view a name and select the columns to be displayed in your view
  4. Use the Filters tab to create filters that determine which proofs will be included in your view
  5. Use the Sorting tab to select the order for listing items in your view
  6. Use the Sharing tab if you want others in your account to be able to see your custom view
  7. Click Save
  8. Review the results of your new custom view on the All items page 
Note: You can easily move around from tab to tab or use the Back or Next links while working on your custom view. As soon as you click Save from any New custom view page, your custom view is displayed.
 
 

Columns tab

To define how information will be displayed in your custom view, enter or select the following on the Columns tab:

Name

Enter a name for your view in the Name field. Please note, this field is mandatory.
 
 
 

Items included

The default items included are both Proofs and files. To select Proofs only or Files only, click the down arrow.
 
 

Select columns

The Standard views available for the All items page include only the Proof name, Progress, Status, Decisions, and Owner columns. For your new custom view, you can select from the following columns:
  • Comments - The number of comments received
  • Created - The date and time the item was created
  • Creator - The user who created the item
  • Deadline - The deadline for the proof
  • Decisions - The number of decisions given out of the expected number (e.g. 0 of 1, 1 of 1, etc.)
  • Downloads - The number of times the original file has been downloaded
  • Filename - The name of the file or proof
  • Folder - The folder containing the item
  • Last activity - The date and time of the last activity on the item
  • Latest decision on - The date and time of the last decision made
  • Owner - The owner of the item
  • Parent proof - The name of the parent proof
  • Progress - Progress bar
  • Proof state - Active, Locked, Draft, or Submitted
  • Status - Pending, Changes required, Approved with changes, Approved, or Not relevant
  • Tags - Any tags attached to the item
  • Version counter - The number of versions of the item
You must select at least one column for the new custom view from the Available Columns list. Select all the columns you want to include in your view and click Add column. The columns are moved from the Available Columns list to the Selected Columns list in alphabetical order. 
 
 
 
The order in which columns are shown in the Selected Columns list determines the order in which the columns will be displayed in your custom view:
  • To move a column up one row at a time in the Selected Columns list, click the up arrow (to the right of the column name)
  • To move a column down one row at a time in the Selected Columns list, click the down arrow (to the right of the column name)
  • To remove a column from the Selected Columns list, click the X after the column name (the column will then be moved back to the Available Columns list)
  • If you select another column from the Available Columns list and click Add column, the column is added to the bottom of the Selected Columns list
Click Next to continue on to the Filters tab.
 
Note: If you click Save on the Columns tab without continuing on to the Filters tab and the Sorting tab, your view will be created and displayed on the All items page.

Filters tab

Use the fields on the Filters tab to define one or more criteria for selecting items to include in your custom view. Filters are especially helpful if you want to use your custom view as a report.
 
The three parts of a custom view filter are:
Note: To include ALL items in your custom view, skip the fields on the Filters tab and click Next to continue on to the Sorting tab.
 
 
 

Field

Select the Field for this filter. Comments is the default field. The Field list contains all the Standard fields, just as on the Columns tab; the list is not limited to the columns you selected for display. 
 
Note: This Field list also includes the Is archived field. That field was not listed on the Columns tab for you to select to display in your view. 
 
 

Operator

The Operators available for the filter depend on the type of Field you selected. Select an Operator that shows the relationship between the Field and the Value field you will fill in afterwards.
 
For example, if you selected Comments (the number of comments received on a proof) as the Field for the filter, select an Operator from the following list. 
 
 
Decide which quantity you want to enter in the Value field and then select the appropriate Operator. If you want your custom view to list:
  • All proofs with no comments: select Equals to as the Operator and enter 0 in the Value field
  • All proofs with two or more comments: select Greater or equal to as the Operator and enter 2 in the Value field
  • All proofs with 1-4 comments: select Between as the Operator and enter 1 in the first Value field and 4 in the second Value field 
Here's another example. If you selected Creation (the date the proof was created) as the Field for the filter, select an Operator from the following list.
 

If you want your custom  view to list:

  • All proofs created in the current month: just select This month as the Operator. You don't need to enter any dates in the Value field, so no field is displayed.
  • All proofs created before a certain date (e.g., 1 April 2011): select Before as the Operator and select the date from the drop down calendar in the Value field.
  • All proofs created within a certain date range (e.g., 1 April 2011 - 15 April 2011): select Between as the Operator, select the date at the beginning of the range from the drop down calendar in the first Value field, as shown here, and then select the date at the end of the range in the second Value field.

 

Value field

Select or enter your chosen value in this field, according to the Field and the Operator you selected. Depending on the Operator you chose, there might be one Value field or two or none. See the examples above under Operator.
 
When you have finished selecting the Field, Operator, and Value field(s) for the filter, ensure that you click the blue Add filter button to save the filter. It will then show in the filters table at the bottom of the screen. 
 
 
 
Notes:
  • You can't change a filter that you have added to your custom view. Instead, replace it by clicking the trash can to delete it and then recreating the filter as you want it.
  • If you select the Field, Operator, and Value field for a filter but click Save instead of Add filter, the custom view is displayed immediately without the filter being applied. However, you can edit the custom view to recreate the filter (so ensure you do click Add filter to save it).
  • Because the Field list is not limited to the columns you selected on the Columns tab, take care when you create a filter that includes a column you did not select for display in your custom view. For example, the following filter for the view will select all proofs with a Version counter value of 2 or more:

    Field = Version counter
    Operator = Greater or equal to
    Value field = 2

    If you create this filter but did not select Version counter on the Columns tab, when viewing your custom view you will not immediately see from the results why the proofs were selected, as there will be no Version counter column. In this case, it might be helpful to name the custom view 'Proofs with 2 or more versions' to indicate how the proofs were filtered. 
  • You can easily move back and forth between tabs to make changes to your view before pressing Save. After pressing Save, you can always edit the view to make any adjustments. And it's always easy to create a new view, copy an existing view and modify it, or delete an existing view. 
Click Next to continue on to the Sorting tab.
 

Sorting tab

Use the Sorting tab if you want to set a particular order in which items are listed in your custom view. If you do not select a column for sorting, the default is No column - that is, no special sort column or order. 

To set a sort order:
  • In the Sort by column field, select the column. (Only the columns you selected on the Columns tab are included in the Sort by column drop down list.)
  • Click Ascending as the Sort Order if you want items to be listed from low to high - for example, if the column you selected for sorting is Proof name and you want items listed in alphabetical order.
  • Click Descending as the Sort Order if you want items to be listed from high to low - for example, if the column you selected for sorting is Last Activity and you want items listed in order from those with the most recent activity to those with the least recent.

 
Click Next to continue on to the Sharing tab.
 
Note: If you do not wish other users in your account to see your custom view, click Save to save (and display) your new custom view.
 

Sharing tab

Custom views are specific to the user who creates them. If you do not share the custom view, no other users in your account will be able to see the custom view.

You can let other users in your account see your custom view by selecting them from the list shown on the Sharing tab.  

Select the tick box for each user that you want to share this custom view with. To select all users in the list, you can simply select the check box at the top left.
 
Once you have selected all the relevant users, click Save.
 
Note: If you do not share your view with other users at this point, you can also access the Sharing tab to share the custom view with others by selecting Share view from the custom view actions menu. 
 
 
 
 

View and Review your custom view

Once you have created your custom view and clicked Save, it will automatically be displayed on the All items page.   
 
 
NB: When you display a custom view on the All items page, you MUST use either the list page view or the default tiles page view because no columns are displayed in the thumbnails page view. 
 
The sample view shown above includes eight proofs:
  • The name of the view, First custom view, is shown in the Views field as the current view
  • The columns selected are Proof name, Created, Owner, Decisions, and Status, in that order
  • The filter specifies all proofs Created Between 1 April 2011 and 20 April 2011
  • The Sort by column is Proof name, and the Sort Order is Ascending (from low to high - in alphabetical order here)
If you want to edit your view in any way, click the down arrow next to the New view link to display the custom view actions menu, then select Edit view. For example, you might find that you need to change the items included or change a filter because your custom view contains an empty list.
 
 
When a custom view is not currently displayed, you can select it from the My custom views section of the Views drop down menu.
 
 
 

Edit a custom view

You can edit a custom view easily. To edit a custom view:
  1. If the custom view is not currently displayed, select it from the My custom views section of the Views drop down menu.
  2. Click the down arrow next to the New view link to display the custom view actions menu.
  3. Select Edit view. The Columns tab of the Edit custom view page will appear.
  4. Make your changes to the custom view and click Save. The updated custom view will then appear.
 
 
 
 

Copy a custom view

The Copy view function lets you easily make a copy of an existing custom view.
 
To copy a custom view:
  1. If the custom view is not currently displayed, select it from the My custom views section of the Views drop down menu.
  2. Click the down arrow next to the New view link to display the custom view actions menu.
  3. Select Copy view. The Columns tab of the Edit custom view page is displayed with Copy of [the custom view name] in the Name field.
  4. Change the name of the view.
  5. Make any necessary changes to the custom view and click Save. The new view will then appear. 
 
 
 

Share a custom view

The Share view function lets you share a view with other users in your account if you did not already select them on the Sharing tab for the view. When you share a custom view with other users, the view appears in their My custom views section of the Views drop down menu.
 
To share a custom view with other users:
  1. If the custom view is not currently displayed, select it from the My custom views section of the Views drop down menu.
  2. Click the down arrow next to the New view link to display the custom view actions menu.
  3. Select Share view. The Sharing tab of the Edit custom view page is displayed.
 
 
 

Export a custom view to a CSV file

You can export the data shown in a custom view to a report in CSV format (which you can then save in Microsoft Excel format).
 
To export the data from a custom view to a CSV file:
  1. If the custom view is not currently displayed, select it from the My custom views section of the Views drop down menu.
  2. Click the down arrow next to the New view link to display the custom view actions menu.
  3. Select Export to CSV. In a separate browser window, 'Generating report: 100%' appears plus the number of records (the number of items included in the report from your custom view).
  4. If a security message appears indicating that the report download is currently blocked, click to allow the download to proceed.
  5. A File Download window will appear asking if you want to Open or Save the file. Click Save.
  6. Select a location on your computer and save the file.
 
 
  

Delete a custom view

You can delete a custom view easily. To do this:
  1. If the custom view is not currently displayed, select it from the My custom views section of the Views drop down menu.
  2. Click the down arrow next to the New view link to display the custom view actions menu.
  3. Select Delete.
  4. Click Confirm to confirm that you want to delete the current custom view.
  5. The All items default Standard view will appear and your (deleted) custom view will no longer appear in the Views drop down menu.