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Shared view vs System view

  • 1.  Shared view vs System view

    Posted May 20, 2020 08:21 AM
    ​Hi everyone

    We often have someone creating a useful view, which would be used for a certain function, and about 3-5 people would need to have access to it. Today, we turn them into system views, which makes it too crowded and hard to navigate. We are considering utilizing sharing the view instead, but are concerned about what if the original person who created the view left the company. Can the people who are sharing the view still have access?

    What are the best practices you guys use to decide when a view is shared vs turned into a system view.

    Many thanks for sharing your insights on this,
    Zhabiz

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    Zhabiz Chu
    American Society of Clinical Oncology
    Alexandria VA
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: Shared view vs System view

    TOP CONTRIBUTOR
    Posted May 21, 2020 08:23 AM
    Hi @Zhabiz Chu,

    Here are a couple of methods for limiting the views visible to end-users.

    • Create Teams/Share to Teams
      • In this scenario, user may create a useful view that they wish to share
      • You can create teams (such as "Marketing" or "Customer Care") and share the view to the team rather than to a group of individuals
      • Now, if someone joins or leaves the team, you can just update the team and all shared views will update accordingly
      • You can also require that users share all views with an administrator who has full ownership of the view - that way, if the user departs, you can easily make updates if needed. I haven't tried this, but you could probably use a Workflow or Power Automate to auto-share the views to the admin user account. (by the way, use a service account rather than an individual administrator account so you will still have access even if the admin user departs).
      • Lastly, if you use this approach, I suggest a naming convention to keep the usage of the term clear - so, for example, if the head of sales wants to see all views for Marketing, you could assign them to the "Marketing Views" team, but not to a team named "Marketing" - which you may also assign record ownership to (such as campaigns or leads)
    • Use Apps
      • This approach requires a little more work up front, but brings more flexibility and centralized control
      • Since, I believe, D365/CRM 2016, you can now create apps
      • Each app can have custom navigation, entities, views, forms, charts and dashboards
      • Using this approach, you can create an app for each team, and assign appropriate System Views to them
      • This offers the advantage of making the entire user interface more custom-tailored to the needs of each group
      • You can still use the first approach in combination with this one if you would like


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    Geoff Ables
    Managing Partner
    C5 Insight
    Charlotte NC
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: Shared view vs System view

    Posted May 21, 2020 08:03 PM
    Thank you very much for your thorough and helpful reply, Geoff. Much appreciated.​

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    Zhabiz Chu
    American Society of Clinical Oncology
    Alexandria VA
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: Shared view vs System view

    Posted May 21, 2020 01:09 PM
    Hello,

    In addition to what Geoff has suggested, there is also a solution in the XRM toolbox that will allow you to manage personal views.  That way if someone leaves the company, you could still have control over their personal views.  I do believe the suggestion of using Teams is cleaner, but I wanted you to know you would not be stuck with no way to update a Users personal views if they left.

    Thank you,
    Emily​

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    Emily Anderson
    Medxcel Facilities Management
    Indianapolis IN
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: Shared view vs System view

    Posted May 21, 2020 08:06 PM
    Thank you, Emily. Very good to know indeed.​

    ------------------------------
    Zhabiz Chu
    American Society of Clinical Oncology
    Alexandria VA
    ------------------------------

    Academy - Online Interactive Learning from Experts


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