Purpose Statement
Custom list views allow users to filter, organize, and display asset-related information in a way that best supports their workflow. By creating custom views, users can quickly access relevant records without needing to manually filter or rearrange columns each time they access a list.
These views improve efficiency by allowing teams to tailor how data appears across different asset-related lists.
Background Information
Custom list views can be created across multiple lists within the Assets module, including:
Asset Lists (e.g., Apparatus, Equipment, Location, Kit)
Work Order List
Preventative Maintenance
Inventory Global Restock
System Log
Status Log
While the workflow for creating a custom view is the same in every location, the available columns will vary depending on the list you are working in. For example, an Apparatus list will include vehicle-specific fields, while a Work Order list will contain maintenance-related fields.
Custom views allow users to:
Filter records by specific criteria
Select which columns are displayed
Control sorting and column order
Share views with individuals, roles, or the entire agency
These views help streamline reporting, operational visibility, and daily workflows.
Required Permissions
Because custom views affect how data is displayed, access to create them is permissions-driven.
Users must have permissions that allow them to:
Access the applicable Assets module list
Create and manage custom list views
If these permissions are not available, contact your module manager or system administrator to have them enabled.
Video
Step-by-Step Guide
1. Navigate to the Desired List
Open the Assets module.
Navigate to the list where you want to create the custom view (for example, Apparatus List, Work Orders, or Preventative Maintenance).
Important Note:
The process for creating a custom view is identical across all supported lists, but the available columns will differ depending on the list you are working in.
2. Open the View Menu
Locate the view selector near the top of the list.
Click the dropdown arrow next to the current view (such as Quick View).
This menu allows you to:
Switch between predefined views
Favorite or pin views
Create new views
3. Start Creating a New View
Click the ellipsis (•••) next to the view selector.
Select Add View.
4. Name the Custom View
Enter a name for the view.
Choose a name that clearly reflects the filter or purpose of the view (for example: Engines Only or Active Work Orders).
5. Select the Columns to Display
In the Available Columns section, select the fields you want displayed.
Use the arrow button to move them to Selected Columns.
Reorder the columns by dragging and dropping them into the desired position.
Optional: Pin columns to prevent them from moving when scrolling horizontally.
Info:
Column options will change depending on the list you are creating the view for.
6. Configure Sorting (Optional)
Select a column to sort by.
Choose a Sort Order:
Ascending
Descending
This determines how records will appear in the list.
7. Add Filter Criteria
Click Add Criteria.
Select the field you want to filter by.
Choose an operator.
Select the value(s) for the filter.
Multiple criteria can be added if needed.
If multiple filters are added, an expression will appear allowing you to define whether records must match:
AND (all criteria must match)
OR (any criteria can match)
Important Note:
Criteria can be broken down into separate steps:
Add Criteria - by default the system displays one line item, but users can select this to add multiple criteria. When selected, AND/OR appears to designate if these criteria are inclusive or exclusive of each other.
Field - all columns for the list view will display allowing users to select the column of information to filter the list by. This will perform an action to display or remove selected information to create this custom view.
Operator - building off of the Field option, this applies an action of the selected information.
In - is equal to
Not In - is not equal to
Is Null - is blank
Is Not Null - is not blank
Value - builds off the Field option to display. See reference image below for example.
8. Choose Sharing Options
Select who can access the custom view:
Only Me – Visible only to the creator
Everyone in My Agency – Available to all users
Selected Users – Share with specific:
Users
Roles
Ranks
When using Selected Users, move the appropriate roles or users into the Selected list and click Add.
9. Set Edit Permissions for Shared Views
If sharing the view, you will see the option:
Allow other users to apply changes to this view
Warning:
Best practice is to leave this unchecked unless you want others to modify the configuration. When unchecked, users can view the custom list but cannot alter its settings.
10. Set Default Pagination
Choose how many records should appear per page in the list view at one time.
11. Save the Custom View
Click Save.
The new view will automatically appear in the Custom Views section of the view selector.
You can switch between:
Master View
Quick View
Custom Views
Best Practices
Use clear naming conventions so other users understand the purpose of the view.
Avoid sharing editable views unless collaboration is necessary.
Limit the number of columns to only what is needed for quick readability.
Use criteria filters to reduce clutter and highlight important records.
Pin frequently referenced columns so they remain visible while scrolling.
Troubleshooting & FAQs
I don’t see the option to create a custom view.
You likely do not have the required permissions. Contact your module manager or administrator to request access.
My column options look different than the training example.
This is expected. Column availability changes depending on the list type you are creating the custom view for.
Someone changed my custom view.
If the “Allow other users to apply changes to this view” option was enabled, anyone with access to the view can modify it. Consider disabling this option for shared views.
I can’t see a custom view someone shared with me.
Confirm that the view was shared with your user account, role, or rank.