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Custom views

You can create custom views of your files and proofs to list the items you want in the ways you want them displayed. You can also export the information in your Custom view as a report (in CSV, comma separated value, file format).

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
  • The sort order for your columns (ascending or descending)
Once created, the Custom view will be available to use immediately (as soon as you click create, 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).

The custom view's actions menu give you the option to edit, copy, share your view with other users in your account, export the view to a CSV file, or delete it. To open the actions menu, click the arrow next to the views dropdown.

Please note: Clicking on the name of the proof in your custom view will take you to the Proof details page for that proof.
  • To access the proof in the Proof Viewer, click on the Go to proof button (1) - note that this button will only be available if you include the Proof name column in your view.

Please note:
Custom views are only available on our Select and Premium plans (previously Enterprise and Unlimited). Please contact our Sales team for a quote.
To create a Custom view:
  • Go to the Views page (1)
  • Click the New view button (2) to the right of the Views drop down menu. You will be navigated to the New custom view page

  • In the Details section give your new view a name and choose which kind of items will show in this view (3)
  • In the Columns section select the columns to be displayed in your view (4)
  • In the Sorting section select the name of the column by which your view page will be sorted and the order for listing the items (5) 
  • In the Filters section create filters that determine which proofs will be included in your view (6)
  • In the Sharing section select which users in your account will be able to see your Custom view (7)
  • Click Create (8)


As soon as you click Create, your Custom view will be displayed.

Your new Custom view will be available on the Views page straight away.

To easily find your Custom view in the dropdown menu on the Views page enter its name in the Name field (1). Also, you can select which kind of items will show in your Custom view by choosing one of three available options (2).
Name

Enter a name for your view in the Name field.

Please note: This field is mandatory.

Items 

The default items included are both Proofs and files. To select Proofs only or Files only, mark your preferred option.
The Standard views available for the Views page include the Proof name, Progress, Status, Decisions, and Owner columns. For your custom view, you can select from the following columns:
  • Comments - The number of comments received
  • Counter - shows a number of the proof that has been uploaded on your account (you have to have a Proof counter option enabled in Account Settings)
  • Created - The date and time the item was created
  • Creator - The user who created the item
  • Deadline - The deadline for the whole 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
  • My deadline - Your own deadline on the proofs where you are explicitly added as a Reviewer/Approver (if applied)
  • Owner - The owner of the item
  • Owner country
  • Parent proof - The name of the parent proof
  • Progress - Progress bar
  • Proof name - The name of the 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 can also choose Custom fields and Decision Reasons to be columns in your Custom view. If you have these set up in your account they will appear under the standard list of Available columns.

You must select at least one column for the custom view from the Available columns list. Select all the columns you want to include in your view and click the arrow pointing right. Alternatively, you can double-click the name of the selected column. The columns are moved from the Available columns list to the Selected columns list.

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:
  • The columns are visible in the Selected columns list in the order of adding them from the Available columns list.
  • To move a column up one row at a time in the Selected columns list, click the name of the column and drag it up the list
  • To move a column down one row at a time in the Selected columns list, click the name of the column and drag it down the list
  • To remove a column from the Selected columns list, click the name of the selected column and click the arrow pointing left. Alternatively, you can double-click the name of the selected column (the column will then be moved back to the Available columns list)

Please note: A column can be added only once, e.g. if you move Comments column from Available to Selected columns list, the name of this column will disappear from Available columns list.
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.

 Here you can choose:
  • Sort by column drop down list (1)
  • Sort order (ascending or descending) (2)
Please note: Only the columns you selected on the Columns tab are included in the Sort by column drop down list.
Use the fields in the Filters section 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:
  • Field (1)
  • Operator (2)
  • Value field (3)
  • Filters will be displayed in the following logic tab (4)
Please note: To include ALL items in your Custom view, skip the Filters section. 


Field

Select the Field for this filter (Comments is the default field.)

The Field list contains all the Standard fields (as in the Columns tab). The list is not limited to the columns you selected for display.

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 which you will fill in afterwards.

Value

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 below.

For Select (previously Enterprise) customers, if you have customized your Decisions, you will see your custom decisions here (rather than the standard Decision options).

Logic of displaying filters 

Filter criteria between different fields will use the AND operator. Multiple filter criteria using the same field will use the OR operator for the same field.


Example filters: If you want to see only proofs with zero comments, you'd select/input the following values:
  • Field: Comments
  • Operator: Equals
  • Value field: 0
If you want to see only proofs with two or more comments, you'd select/input the following values:
  • Field: Comments
  • Operator: Greater or equal to
  • Value field: 2
If you want to see only proofs with between 1 and 4 comments, you'd select/input the following values:
  • Field: Comments
  • Operator: Between
  • Value field (first field): 1
  • Value field (second field): 4

Please note:
  • You can change a filter that you have added to your Custom view without any problems or remove it by clicking the cross icon next to the setup filter if needed
  • 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.

Custom views are specific to the user who creates them. By default the new Custom view is visible only for its creator. If you want your Custom view to be visible to other users on your account, you can choose the option 'All users can see this custom view'. You can also share your view with selected users by marking the option 'Select users that can see this custom view' and entering their name or email addresses in the field that will appear.

If you do not share your view with other users at this point, you can do so later by editing the custom view. 

You can edit a custom view easily. To edit a custom view:
  • Go to the Views page
  • Click on the Views button (1)
  • Select your Custom view from the list (2)

  • Click on the Actions menu (3)
  • Select Edit view(4) from the menu
  • The Edit custom view page will appear
  • Make the desired changes and click the Update view button - you will be taken to the updated Custom view
Please note: If you edit your Custom view, the columns in Selected columns list will arrange in an alpabetical order automatically. You will need to rearange them if needed before updating the view.
The Copy view function lets you easily make a copy of an existing custom view. This is really useful, for example, if you want to set up separate views for all your designers, with each view being the same except for the proof owner (designer).

To copy a custom view:
  • Go to the Views page
  • Click on the Views button (1)
  • Select your Custom view from the list (2)

  • Click the Actions menu (3)
  • Select Copy from the menu (4)

  • The Copy custom view page of your new copy will appear. 
  • Modify the new Custom view and click the Copy view button. You will be taken to your new view immediately.
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 section 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:
  • Go to the Views page
  • Click on the Views button (1)
  • Select your Custom View from the list (2)

  • Click the Actions menu (3)
  • Select Share view from the menu (4)


  • The Edit custom view page will come up.

  • Select the users you want to share the view with and click Update view.
To export the data from a custom view to a CSV file:
  • Go to the Views page
  • Click on the Views button (1)
  • Select your Custom View from the list (2)

  • Click the Actions menu (3)
  • Select Export to CSV from the menu (4)

  • 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)
  • If a security message appears indicating that the report download is currently blocked, click to allow the download to proceed
  • A File Download window will appear asking if you want to Open or Save the file. Click Save.
  • Select a location on your computer and save the file
You can delete a Custom view easily. To do this:
  • Go to the Views page
  • Click on the Views button (1)
  • Select your Custom view from the list (2)

  • Click the Actions menu (3)
  • Select Delete from the menu (4)
  • Click Yes (5) to confirm that you want to delete the current Custom view
  • The default All items view will appear and your deleted Custom view will no longer appear in the Views drop down menu.
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