Purpose Statement

Personnel custom list views allow administrators and supervisors to create tailored views of personnel data that meet specific organizational needs. This feature enables users to customize which personnel information is displayed, apply targeted filters, and control access to sensitive data while improving workflow efficiency for different user roles and operational requirements.

Background Information

Custom list views in First Due's Personnel module provide flexibility for managing personnel data across different operational contexts. Fire and EMS departments often need to view personnel information through various lenses - by shift assignments, station locations, certifications, or specific qualifications. Rather than working with a single, comprehensive personnel list, custom views allow organizations to create focused, role-specific displays that show only relevant information to authorized users. This capability is particularly valuable for protecting sensitive personnel information while ensuring supervisors and administrators can access the data they need for scheduling, compliance tracking, and operational planning.

Required Permissions

Video

Step-by-Step Guide

Creating a New Custom View

1. Access the View Creation Menu Navigate to the Personnel module and click on the vertical ellipsis (three dots) menu, then select "Add View" to begin creating your custom view.
   

1. Define the View Name Enter a descriptive View Name that clearly indicates the purpose and scope of the view. The name should reflect the general purpose for the view, such as "A-Shift Active Personnel," "Station 1 Certified EMTs," or "Administrative Staff." This name will appear in the view selection dropdown for all users who have access to the view.

2. Configure Column Display Select the columns that will be visible in your custom view from the available personnel data fields. The column order displayed from top to bottom in the setup interface corresponds to the left-to-right order in the actual list view. Use the drag functionality to reorder columns according to your preferred display sequence and information priority.

3. Set Up Filtering Options Define the filters that will be available to users within the view. These filters allow users to further narrow down the personnel list based on specific criteria without requiring a separate view for each combination of parameters.

4. Establish View Criteria Configure view criteria to automatically specify which personnel will populate the list view without requiring manual filter application. This is particularly useful for creating views that consistently show specific groups, such as personnel assigned to particular shifts, stations, or holding specific qualifications.

5. Configure View Sharing Specify which users within your organization are authorized to access this custom view. This sharing control helps maintain data security and ensures that personnel information is only visible to users who require access for their operational responsibilities.
   

Managing and Optimizing Views

1. Save Your Custom View Once you have completed the configuration of your custom view, click the "Save" button to make it available for use.
   

7. Access Saved Views Users will see any views for which they have access permissions within the dropdown list located in the top left corner of the Personnel page.
   

7. Utilize the Favorites Feature. Use the "Favorites" tool to move frequently used views to the top of the dropdown list, improving access efficiency for commonly referenced personnel groupings.
   

7. Set a Pinned Default View. Use the Pin tool to designate one view as the default display. The pinned view will automatically appear whenever users navigate to the Personnel List, eliminating the need to select a preferred view each time.
   

7. Enable Column Anchoring. Use the pin icon to anchor the first column during horizontal scrolling, ensuring that key identifying information remains visible when reviewing additional data columns.
   

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Best Practices

View Design and Organization:

• Create view names that are intuitive and descriptive, using consistent naming conventions across your organization
• Limit the number of columns to essential information to maintain readability and performance
• Order columns logically with the most important identifying information in the leftmost positions
• Consider creating separate views for different user roles rather than trying to accommodate all needs in a single view

Criteria and Filtering Strategy:

• Use view criteria to build views unique to shifts, stations, qualifiers, or other organizational divisions
• Implement filtering options for dynamic searches while using criteria for consistent, automatic population
• Consider seasonal or operational variations when establishing permanent criteria versus flexible filters

Access Control and Security:

• Narrow access to selected users to help control access to sensitive personal information
• Create role-specific views that align with operational responsibilities and data access requirements
• Regularly review view sharing permissions to ensure they remain appropriate as staffing and roles change

Performance Optimization:

• Avoid including unnecessary columns that may slow down view loading times
• Test views with various filter combinations to ensure optimal performance
• Consider the impact of complex criteria on system performance, especially for large personnel databases

Troubleshooting & FAQs

Common Issues and Solutions:

Q: My custom view isn't showing the personnel I expected. What should I check? A: Review your view criteria settings to ensure they accurately reflect the personnel group you want to display. Check that criteria fields match the actual data in personnel records and verify that filter combinations aren't inadvertently excluding expected personnel.

Q: Users can't see a custom view I created. How do I fix this? A: Check the view sharing settings to ensure the appropriate users or user groups have been granted access. Remember that users need both Personnel module permissions and specific view access to see custom views.

Q: The column order in my view doesn't match what I configured. What went wrong? A: The setup interface displays columns from top to bottom, which corresponds to left to right in the actual view. If the order is incorrect, return to the view configuration and drag columns to reorder them in the setup interface.

Q: Can I modify an existing custom view? A: Yes, you can edit existing custom views by accessing the view management options. Changes will be reflected for all users who have access to that view.

Q: How many custom views can I create? A: There is typically no strict limit on custom views, but consider organizational needs and system performance. Too many views can create confusion, so focus on creating views that serve distinct operational purposes.

Q: What happens if I delete a view that other users are using? A: Deleting a custom view removes it from all users' access. Ensure you communicate with team members before removing shared views, and consider archiving rather than deleting views that may be needed in the future.