Purpose Statement

The saved views feature in the Daily Log (Events and Activities module) allows users to create personalized, filtered displays of daily log data. This feature enables users to focus on specific information relevant to their role, improve workflow efficiency, and share customized views with team members based on operational needs.

Background Information

Saved views provide a powerful way to organize and filter daily log activities according to specific criteria such as station assignments, date ranges, activity types, or personnel. This functionality is particularly valuable for supervisors who need to monitor specific stations, administrators managing multiple locations, and field personnel who require quick access to relevant operational data. The feature supports both private views for individual use and shared views for team collaboration.

Required Permissions

Based on the system permissions structure, users need the following permissions to create and configure Saved Views:

• View Daily Log - Required to access the Daily Log section
• Events - Required to access the Events and Activities module
• Create and Edit Daily Log - Required to create new saved views and modify existing ones

Video

Step-by-Step Guide

Step 1: Navigate to Daily Log

1. Access the Events and Activities module from the main navigation menu
2. Select Daily Log from the sub-menu options
3. The system will display the default "All Daily Logs" view
   

Step 2: Access the Add View Option

1. Locate the vertical ellipses (⋮) button in the top-right corner of the Daily Log interface
2. Click the vertical ellipses to open the dropdown menu
3. Select Add View from the available options
   

Step 3: Configure Basic View Settings

1. Enter a descriptive name for the view in the designated field
2. In the Available Columns section, select the columns you want to display in your custom view
3. Click the arrow button to move selected columns into the Selected Columns area
4. Arrange columns in your preferred display order by dragging them within the Selected Columns section
   

Step 4: Set Sorting Parameters

1. Choose a primary field for sorting from the dropdown menu
2. Select either Ascending or Descending order for the primary sort
3. Optionally, choose a secondary field for additional sorting criteria
4. Set the secondary sort order to Ascending or Descending as needed
   

Step 5: Configure Filter Fields

1. In the Filter Fields section, select which fields should appear as available filters
2. Choose all fields for maximum flexibility or select specific fields relevant to your use case
3. Selected filter fields will be available to users when applying the saved view
   

Step 6: Define View Criteria (Optional)

1. Set specific criteria that activities must meet to appear in the view
2. Example: Configure the view to show only activities assigned to a specific station
3. Use the expression builder to create more complex filtering rules
4. Test criteria logic to ensure desired results
   

Step 7: Set Sharing Permissions

1. Choose from three sharing options:
   • Keep Private: View accessible only to you
   • Share with Everyone: View accessible to all users with appropriate permissions
   • Share with Selected Users: View accessible to specific chosen users
     
     
     
     
     
2. If sharing with selected users:
   • Click to open the user selection popup window
   • Select desired users from the available list
   • Click the arrow button to move users to the "Selected" area
   • Click Add to confirm user selection
     
     
     
     
     
     

Step 8: Set Edit Permissions

1. Check the "Allow other users to edit this view" checkbox if you want to grant edit access to other users
2. Leave unchecked to maintain exclusive edit control over the view
   

Step 9: Configure Pagination

1. Select the default pagination setting for how many records display per page
2. Choose an appropriate number based on typical usage patterns
   

Step 10: Save and Verify the View

1. Click Save to create the custom view
2. Verify the new view appears in the Custom Views dropdown list
3. Test the view by selecting it and confirming it displays the expected data and filters
   

Step 11: Saved View Options

1. Saved View can now be edited, Cloned or Deleted.
   

Best Practices

Do's

• Create descriptive, meaningful names for saved views that clearly indicate their purpose and scope
• Include relevant filter fields that users will commonly need to refine their data
• Test views thoroughly before sharing with other users to ensure they function as intended
• Use appropriate sharing settings based on the sensitivity and relevance of the data
• Regularly review and update shared views to maintain accuracy and relevance
• Document the purpose and criteria of complex views for team reference

Don'ts

• Avoid creating overly complex views with too many criteria that may confuse users
• Don't share views containing sensitive data with unauthorized personnel
• Avoid duplicate views with similar functionality - consolidate when possible
• Don't create views with unclear or generic names that don't indicate their purpose
• Avoid setting up views with criteria that may exclude important data unexpectedly

Tips & Recommendations

• Start with broader criteria and allow users to apply additional filters as needed
• Consider creating role-based views for different user types (supervisors, field personnel, administrators)
• Use the clone feature to create variations of successful views rather than starting from scratch
• Regularly audit shared views to ensure they remain relevant and properly maintained
• Provide training to users on how to effectively use custom filters within saved views

Troubleshooting & FAQs

Q: Why can't I see the "Add View" option?
A: Ensure you have the "Create and Edit Daily Log" permission. Contact your administrator if this permission is missing.

Q: My saved view isn't showing the expected data. What should I check?
A: Review the criteria settings in your view configuration. Overly restrictive criteria may be excluding relevant activities. Edit the view and adjust or remove limiting criteria.

Q: Can I modify a view created by another user?
A: Only if the original creator enabled the "Allow other users to edit this view" option, or if you have "Edit Daily Log All users" permission.

Q: Why don't other users see my shared view?
A: Verify that you selected the correct sharing option and that the intended users have the necessary permissions to access the Daily Log module.

Q: How do I delete a saved view I no longer need?
A: Access the view's options by clicking the vertical ellipses next to the view name, then select "Delete" and confirm the action.

Q: Can I export data from a custom saved view?
A: Yes, export functionality works the same way with saved views as it does with the default view. Apply your saved view first, then use the standard export options.

Q: What happens if I delete a shared view that others are using? A: The view will be removed for all users who had access to it. Consider communicating with affected users before deleting shared views.

Related Articles

1. Events & Activities: Daily Log Overview
2. Events & Activities: Creating a Daily Log Entry
3. Events & Activities: Daily Log List Saved Views