Maintaining Views

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This window is divided into two tabs. The Define Fields tab must be completed and changes applied before the Preview tab is available. If you have opened an existing View, the Preview tab is available immediately, but if you make any changes on the Define Fields tab, the Preview tab will be disabled again until the new changes are saved.

Note: This procedure assumes that you have already opened or started a new View; if not, see Working with Views for details.

The Define Fields Tab

1 If you are creating a new View, enter a name in the "View" field.
2 To make this View appear immediately whenever the list is opened, select the Default View checkbox.
3 Select fields for the view. Use the left and right arrow buttons to move fields back and forth between the Available Fields list and the Selected Fields list. All fields that are visible in the Selected Fields list will be shown on the completed View.
Note: The top-to-bottom order of fields in the Selected Fields list represents the left-to-right order the columns will take on the View. In other words, the first (top) field in the Selected Fields list will appear as the left-most column on the View.

 Things to Consider when choosing fields:

 When choosing fields, it is very important to consider the primary data type of the view you are creating.  Even though you can choose almost any activity, group, or membership field, they can change the behavior of the view based on the primary data type.  For example, if the primary data type is Membership Data, adding activity fields will convert it into an "activity attendance" style of view, where only members who have attended an activity will display. Likewise, adding dues posting fields to a membership view will turn it into a dues postings view, and only members who have dues postings will be considered.

Primary Data Type

Type of Field Added

Restricts the View to:

Membership

Membership

No Restriction

Activity

Members who have attended at least one activity.

Posting (Dues)

Members who have at least one dues posting.

Posting (Donations)

Members who have at least one donation posting.

Group

Members who are assigned to at least one group.

Activity

Activity

No Restriction

Membership

Activities with at least one attendee

Posting (activity)

Activities with at least one posting (attendee or non-attendee) unless a membership field is also used, in which case the postings must be tied to an attendee.

Custom Field

Activities with at least one attendee (custom fields represent membership custom fields when used on an activity report).

Group

Group

No Restriction

Membership

Groups with at least one assigned member.

 

4If you want to adjust attributes for a field in the Selected Fields list, select the field you want to change and click Open to open the Field Properties window. See Changing Field Properties for complete details. Make the desired changes, then click OK to save the new properties.
5Adjust fields up and down in the Selected Fields list to put them in the correct left-to-right order. The top of the list is the left-most column, and the bottom of the list is the right-most column.
6When you are ready to display the View, click Apply to save changes, then click the Preview tab.

The Preview Tab

The Preview tab enables you to see what the View will look like, to make changes to the widths of columns, and even adjust the column order again.

1The Record Limit field below the list can be used to prevent the preview window from returning an unnecessarily large number of records for viewing. This setting has no effect on the way the View will work on the list -- it only applies to the Preview.
2Click the Adjust Column Widths button to shift the preview into editing mode. In this mode you can:
Drag the border between column headings to resize the column.
Drag an entire column by its heading to change its position.

 Tip: To adjust the width of the right-most column, drag the whole column to the left one column position by clicking and holding the column heading. That will enable you to "grab" the right-hand edge with the mouse, adjust the width, then drag it back to its former position on the right.

3When you're finished, click the Return to Preview button.

Once you have the view the way you like it, close the window and return to the Maintain Views list. From there, you can select the new or modified view and apply it to the current list.