Vendor Directory: Saved Views

Vendor Directory: Saved Views

Purpose Statement

Saved Views in the Vendor Directory allow users to create customized displays of vendor information tailored to specific workflows, departments, or reporting needs. This feature enables users to define which columns appear, set default sorting preferences, configure available filter options, apply automatic criteria to limit displayed vendors, and share views with specific team members or the entire organization. By creating and managing saved views, departments can streamline vendor management tasks, ensure consistent data presentation across teams, and provide quick access to frequently needed vendor subsets.

Background Information

The Vendor Directory in First Due includes a powerful saved views system that goes beyond simple column customization. Users can create multiple personalized views of the vendor list, each configured for different purposes such as compliance tracking, vendor type management, or departmental workflows.

First Due provides two predefined views out of the box: Quick View (the default) and Master View. These serve as starting points, but the real power lies in creating custom saved views that match your department's specific needs. Custom views support column selection and arrangement, primary and secondary sort order configuration, customizable filter field availability, automatic criteria application to limit displayed records, expression-based advanced filtering, and granular sharing controls (private, organization-wide, or specific users).

Saved views are particularly valuable for departments managing large vendor databases where different team members need to focus on different vendor categories or attributes. For example, fire prevention staff might need a view focused on inspection contractors, while training coordinators need easy access to training service providers. The sharing and permission controls ensure that custom views can be collaborative tools while maintaining appropriate access restrictions.

Required Permissions

  • Vendor Directory - Allow to use on modules - Enables the use of vendor directory functionality within other modules
  • Vendor Directory - Read - Allows viewing/reading vendor directory entries
  • Vendor Directory - Update - Allows editing existing vendor directory entries
  • Vendor Directory - Create - Allows creating new vendor directory entries
  • Vendor Directory - Delete - Allows deleting vendor directory entries

Video



Step-by-Step Guide

Step 1: Navigate to Vendor Directory

  1. Access the Vendor Directory module from the main navigation menu
  2. Select Vendor List from the sub-menu options
  3. The system will display the default "Quick View" 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
  4. The new view can also be pinned with the thumbtack icon and made a favorite with the star icon.



Step 11: Saved View Options

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

Best Practices

Do's

  • Create purpose-specific views: Design each saved view with a specific task or workflow in mind rather than trying to create one "catch-all" view
  • Use descriptive view names: Name views clearly to indicate their purpose (e.g., "Annual License Renewals" rather than "View 1")
  • Limit columns to essential information: Only include columns relevant to the view's purpose to reduce clutter and improve readability
  • Set logical sort orders: Configure primary and secondary sorting that makes sense for how the data will be used (e.g., sort by vendor type, then alphabetically by name)
  • Share views strategically: Share views with everyone when they benefit the entire organization, but keep specialized views limited to relevant team members
  • Clone before major edits: When modifying a widely-used view, clone it first to preserve the original configuration
  • Document view purposes: Add clear descriptions in view names or communicate view purposes to team members who will use them
  • Review and update regularly: Periodically review custom views to ensure they still meet current departmental needs

Don'ts

  • Don't create duplicate views: Before creating a new view, check if a similar view already exists that could be cloned and modified
  • Don't over-filter with automatic criteria: Avoid setting overly restrictive automatic criteria that might unintentionally exclude important vendors from the view
  • Don't share edit permissions unnecessarily: Only enable "Allow other users to edit this view" when collaborative management is truly needed
  • Don't use vague view names: Avoid generic names like "New View" or "Custom 1" that don't indicate the view's purpose
  • Don't include all available columns: Adding every available column defeats the purpose of creating a focused, task-specific view
  • Don't forget about mobile users: Consider that some team members may access views on mobile devices where too many columns become difficult to navigate
  • Don't delete shared views without notification: If a view is shared with others, communicate before deleting it to avoid disrupting their workflows
  • Don't create private views for team tasks: If multiple people perform the same task, create a shared view rather than having each person create their own private version

Tips & Recommendations

  • Use the Master View as a template: When creating comprehensive views, start by cloning the Master View and then customize from there
  • Combine primary and secondary sorting strategically: Use primary sort for category grouping (e.g., Vendor Type) and secondary sort for ordering within categories (e.g., alphabetical)
  • Leverage expression-based filtering: For advanced users, expressions allow complex criteria that go beyond simple field matching
  • Create role-specific views: Design saved views that align with specific job roles (e.g., "Inspector View," "Admin View," "Billing View")
  • Pin your most-used views: Take advantage of the pin feature to keep frequently accessed views at the top of the dropdown
  • Use the copy link feature for training: When onboarding new team members, send them direct links to the views they'll use most often
  • Test criteria before sharing: After setting automatic criteria, verify the view displays the expected vendors before sharing it with others
  • Coordinate pagination with typical use: Set higher pagination (50-100) for views used in reports or reviews, lower (10-25) for quick lookups
  • Create seasonal or temporary views: For periodic tasks like annual license renewals or quarterly compliance reviews, create dedicated views that can be updated annually
  • Document filter field selections: When limiting available filter fields, ensure the most commonly needed filters for that view's purpose are included

Troubleshooting & FAQs

Q: I created a custom view but I can't see it in the dropdown. Where did it go?
: Custom views appear in a separate "Custom Views" section within the saved views dropdown. Make sure you're looking below the predefined views (Quick View and Master View). If you still don't see it, verify that the view was successfully saved by checking for a confirmation message. If the save failed, you'll need to recreate the view.

Q: Can I modify the predefined Quick View or Master View?
A: No, the predefined views (Quick View and Master View) cannot be edited or deleted as they are system defaults. However, you can clone either view and then modify the clone to create a customized version that meets your needs while preserving the original predefined view.

Q: I shared a view with selected users, but they say they can't see it. What's wrong?
A: Verify that the users have the appropriate Vendor Directory permissions (at minimum "View Vendor Directory"). Also confirm that you properly moved the users to the "Selected" column when configuring sharing and clicked "Add" to save the selection. If needed, edit the view and re-add the users to the sharing list.

Q: What's the difference between pinning a view and marking it as a favorite?
A: Pinning a view places it at the top of the saved views dropdown for easier access, while marking as favorite adds a visual indicator (star icon) to help you quickly identify your preferred views. Both features are organizational tools, and you can use one or both depending on your preferences.

Q: Can I set different default views for different users?
A: Each user's default view is determined by which view they last used - the system remembers their selection. While you can't force a specific default view for other users, you can share views with them and provide direct links to specific views they should use regularly.

Q: How do I know if a custom view has automatic criteria applied?
A: When using a view with automatic criteria, the vendor list will only show records matching those criteria, but there won't be a visible indicator that criteria are active. To check if a view has criteria, click the vertical ellipses next to the view name and select "Edit" to review the criteria settings. Consider including criteria information in the view name for transparency (e.g., "Active Vendors Only").

Related Articles

  1. Vendor Directory: Managing Vendors



    • Related Articles

    • Vendor Directory: Managing Vendors

      Purpose Statement The Vendor Directory in First Due enables fire departments and EMS agencies to maintain a comprehensive, organized database of vendors who provide services, equipment, or support to the department. This feature streamlines vendor ...

    • Creating Saved Views for Hydrants

      Purpose To demonstrate how to create a saved view for Hydrants. Saved views will save all filters along with grid settings and can be a useful tool in saving time when tracking serviced or flowed hydrants along with in service or out service ...

    • Creating Saved Views of Fire Incidents

      Purpose Statement Saved Views allow users to create and apply pre-configured filter sets to the Fire Incident List, enabling quick access to commonly used search criteria without manually recreating filters each time. This feature streamlines ...

    • Personnel List: Custom List Views

      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, ...

    • Events & Activities: Daily Log Saved Views

      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, ...