One of my greatest hardships as a SFDC Admin is that my end users were not immediately trained on how to create and use list views. When I took over the instance, I made it my mission to teach my team their way around list views. Over time, I realized that list views are usually thought of as “quick views” and most of it’s functionality ignored.
If you are not familiar with List Views, visit this page to learn more about it.
Here are some of my favorite tips. What are yours?
- Give the view an clear name: So often we are temped to quickly type something in and move on. I am guilty of having list views called “blabla”, “test1” and “asdfg”. This will only cause you to never use them again since you don’t know what it contains thus leading you to have duplicate lists.And who wants to scroll through an endless list of inept list views to find their top accounts?!
- Delete unused/temp lists: If you have to scroll though your list views to find the one you need, you probably have too many. Reconsider what data each one is offering and whether the list you created is still relevant or needed.
- Filter Logic: You know that you can filter by owner, (campaigns) and fields, but are you using filter logic? They allow you to group your filters together and create more complex criteria.
This screenshot demonstrated filtering contacts by OWNER, CAMPAIGN and FIELDS with LOGIC.
- Sort list views: Most columns (excluding fields like multi-select picklists) can be sorted to quickly organize you data in ascending or descending order. Just click on the heading to sort according to that column. Also, you can quickly navigate alphabetically through a list by clicking on the appropriate letter on the top right side of the list. **Note: the list will display according to the column currently selected.**
- Inline List Editing: If you do not have inline list editing enabled for your organization, consider enabling it now. It allows you to directly click into some fields and edit them. You can also a few records at a time by selecting them and clicking on the field you wish to edit. A popup will ask you for the changes and whether to apply to all selected records or the one clicked on. **Note: You can not do inline editing when using filter logic. You can only use one record type (included in the filters) for inline list editing)**
Train your users: One of the best things you can do for yourself and your team is to well train them in the usage of list views. It will empower them to review and prepare their data independently (a headache off your head) as well as give them starting tools for report creation.