Types, Benefits & How They Improve Your Workflow
In Microsoft Dynamics 365 CRM, Views are at the heart of how users access, interpret and engage with data. Whether you work in Sales, Customer Service, or Marketing, the way information is presented directly impacts your productivity. That’s where Views come in they allow you to see exactly the records you need, when you need them, without digging through unnecessary data.
In other words, mastering Views means mastering your CRM experience. Let’s explore what Views are, why they matter and the different types you’ll encounter in Dynamics 365 CRM.
What Is a View in Dynamics 365 CRM?
A View is a saved query that displays a list of records based on defined filters and selected columns. Think of it as a customizable window into your CRM data—offering clarity and relevance without the need for coding, reporting, or advanced technical skills.
For example:
- A Salesperson may rely on My Open Opportunities to track active deals.
- A Customer Service Representative might frequently use Active Cases Assigned to Me to manage their workload.
With Views, you can focus on the specific information that supports your daily responsibilities.
Why Views Matter
Views play a critical role in helping users:
- Reduce clutter and stay focused on key records
- Locate important data quickly
- Simplify reporting and performance tracking
- Boost productivity and overall CRM adoption
In fast-paced environments, these benefits can make a significant difference in efficiency and user satisfaction.
Types of Views in Dynamics 365 CRM
Dynamics 365 CRM offers several types of Views, each serving a unique purpose. Understanding these helps you tailor the CRM to your team’s needs.
1. System Views
System Views come preconfigured by administrators or system customizers. They are:
- Available to all users
- Designed to establish consistent data presentation
- Not removable by end users
Common examples include Active Accounts, My Active Contacts, and All Cases.
Pro Tip:
Admins can modify System Views to standardize data visibility across the entire organization.
2. Personal Views (My Views)
Personal Views allow users to tailor the CRM to their individual workflow. These views are:
- Created using Advanced Find or the Modern View Editor
- Visible only to the creator unless shared
- Ideal for personal productivity
You can also share personal views with colleagues for better collaboration an excellent option for team-based reporting or joint projects.
3. Public Views
Public Views are similar to System Views but are created by admins or customizers specifically to support organization-wide needs.
They’re perfect for:
- Departmental reporting
- Team-wide standardized data
- Organization-level visibility
An example might be Leads from Last Quarter for all sales team members.
4. Quick Find Views
Quick Find Views determine:
- Which fields are searchable when users type into the global search box
- How the resulting list of matches appears
For instance, searching “Contoso” in the Accounts entity returns matches based on the fields defined in its Quick Find View.
If users struggle to find records, optimizing Quick Find Views often solves the problem.
5. Associated Views
Associated Views display related records inside a subgrid on a form. They help users quickly understand relationships between entities.
Example:
- While viewing an Account, you might see all associated Contacts, Opportunities, or Cases.
These views bring context and relational insights to the forefront without switching screens.
6. Lookup Views
Lookup Views control what you see when selecting related records through lookup fields such as choosing a Customer on an Opportunity.
They define:
- Which columns appear
- How records are sorted
Well-configured Lookup Views make record selection faster and more accurate.
Modern View Editor (Power Apps Experience)
The modern View Editor in Power Apps has transformed how users customize views. With features like:
- Drag-and-drop column arrangement
- Visual filter builders
- Real-time previews
- Cross-app view management
…the process is now more intuitive than ever. This experience replaces much of the legacy Advanced Find functionality, making customization quicker and more accessible to end users.
Conclusion
Views are the foundation of productivity in Dynamics 365 CRM. When properly understood and customized, they enable you to:
- Access the right data instantly
- Work more efficiently
- Improve collaboration
- Increase CRM adoption across your organization
Whether you’re an admin building standardized views or a user crafting personalized ones, mastering Views ensures you’re always seeing the information that matters most.
