Working with Views

Please click here to watch our recorded demo that shows how to build charts in TrackVia.

Basics

Create a view
Note: You create a new view by modifying an existing view. Any change to the current view will trigger the appearance of the "Save As" button that allows you to save a view.

1. Open any view (such as the default "All records, All fields" view).
2. Click the button MODIFY THIS VIEW above the view.
3. On the tab FIELDS, GROUPS & TOTALS select the fields to be included or excluded from the view, .
   Note: You can click the column header to sort the fields.
4. Make your desired settings for the view.
5. Click APPLY & CLOSE
6. Click the orange button SAVE AS
7. Type in a name for your view.
8. Click SAVE.
9. You'll notice that the orange buttons disappear, and the VIEW drop-down will show your new view's name.

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Copy a view
Note: You copy a view by making any modification to the view you wish to copy.

1. Open the view you wish to copy.
2. Make any change to the view (such as clicking a column to sort by that field).
3. You'll notice that 3 orange buttons appear at the upper right of the view: SAVE, SAVE AS, DISCARD.
4. Click the orange button SAVE AS.
5. Type in a different name for your view.
6. Click Save.
7. You'll notice that the orange buttons disappear, and the VIEW drop-down will show your new view's name.
8. Undo the initial change you made (such as clicking a column to sort by that field).
9. Click the orange button SAVE.

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Delete a view 
Note: You delete a view from the All Views list reached by clicking the GO TO ALL VIEWS option in the VIEWS drop-down.
Note: You can only delete a view that you own. 

1. From any view, click the VIEW drop-down above the view.
2. Click the last drop-down option: GO TO ALL VIEWS
3. Click the red X icon next to the view you wish to delete.
4. A confirmation window will appear.
5. Click OK.

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Edit
Note: There are many aspects of working with views that can be considered editing.  For simplicity, this category contains a few that are not otherwise categorized.

Change the order of a view's columns
Note: You drag-and-drop columns to reorder them.
Note: Column order affects the way various view formats are displayed.  For example, the leftmost column determines the date field used to display records on a Calendar format view.
Note: Changing column order is available only in Table format.  If you need to change the column order of a non-table format view, temporarily select table format, then re-select the desired view format.

1. Position your cursor over the column header (top row) of the column you wish to move.
   Note: Avoid putting your cursor over the field's name (cursor is a white glove), and avoid putting it at the edge of the header (cursor is a left/right 2-way arrow).
2. You'll notice your cursor changes to a 4-direction arrow.
3. Drag the column left or right and release it in its desired location.
   Note: If you're trying to drag a column to the left to become the first column, you may need to widen the current leftmost column.  It must be wider than the column you're trying to move.Note: If you don't click SAVE, your new column order is remembered only for the remainder of your current login session.

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Change a column's width in a view

1. Position your cursor over left or right edge of the column header (top row) of the column you wish to adjust.
2. You'll notice that your cursor becomes a 2-direction (left/right) arrow.
3. Drag the column to the desired width and release.
4. To permanently memorize the new column width, click the orange SAVE button that appears.
   Note: If you don't click SAVE, your new column width is remembered only for the remainder of your current login session.

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Manage the pagination of a a view

1. In the footer (bottom row) of each view you'll see the pagination controls.
2. You can use the input box labeled "Jump to row:" to type in a row number to go direct to the page of records that contains that row.
   Note: This can be a big timesaver in a view with lots of records.
   Note: This "jumps" you to the page that contains the row.  If you enter a row in the "jump to" box that's within the current page, you'll remain on the same page.
3. Use the drop-down labeled "Rows per page:" to set the number of rows to be shown.
4. To permanently memorize your new pagination setting, click the orange button SAVE.

Note: If you don't click SAVE, your new pagination is remembered only for the remainder of your current login session.

5. Use the white triangles to the right of the pagination drop-down to advance forward or backward by the number of records selected in the pagination drop-down.Note: If you don't click SAVE, your new pagination is remembered only for the remainder of your current login session.

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Rename a view

1. Click the button MODIFY THIS VIEW above the view.
2. Select the tab that starts with RENAME.
3. Enter the new name. 
4. Click the orange button APPLY & CLOSE.
5. Click the orange button SAVE.

Note: Renaming a view is different from creating a new view.  In other words, if you click the orange button SAVE AS and type in a new name, you've created a new view rather than having renamed the current view.

Note: If you don't click SAVE, your new name for the view is not memorized.

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Sorting
Note: TrackVia supports memorized sorting by 1, 2 or 3 levels.  The instructions below are based on a 3 level sort.
Note: The process below may seem backward.  This is because TrackVia considers your most recent sort to be the highest level (1st) and your initial sort to be the lowest level (3rd).

1. In the view where you wish to set the sorting, click the field name of the field that you want to become your 3rd level sort.
   Note: The 1st click on the field name always sorts ascending, the 2nd sorts descending.
2. Click the field name that you want to become your 2nd level sort.
3. Click the field name that you want to become your 1st level sort.
4. Click the orange button SAVE.Note: If you don't click SAVE, your new sorting is remembered only for the remainder of your current login session.

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Field Formatting

• Number options: use commas; use __ digits after decimal
• Text options: limit to __ digits after decimal
• Date options: show day of week, month/day, year
• Image options: size none, icon, thumbnail, wallet, full, include file name
• URL options: show domain name only, not full URL
• Checkbox options: show a compact list instead of individual checkboxes

1. Open the view where you wish to make formatting changes.
2. Above the view, click the button MODIFY THIS VIEW.
3. Click the tab named FORMATTING OPTIONS.
4. Set your desired format settings for each field.
5. Click the orange button APPLY & CLOSE.
6. Click the orange button SAVE.
   Note: If you don't click SAVE, your new formatting is remembered only for the remainder of your current login session.

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Filters

Add a filter to a view
Note: You may filter a view using a field that isn't included in the view.

1. Open the view.
2. Click the button MODIFY THIS VIEW above the view.
3. Select the tab FILTERS.
4. Use the (choose a field) drop-down list to select the field on which you wish to filter.
   Note: The next drop-down options you'll see are based on the type of field (date, number, etc.) you selected.
5. Complete the successive drop-down options.
6. Click the red button ADD.
7. Your filter will now appear at the top of this area, and the (choose a field) drop-down will again be available.
8. When you've completed adding all of your desired filters, click the orange button APPLY & CLOSE.
9. Click the orange button SAVE.
   Note: If you don't click SAVE, your new filters are remembered only for the remainder of your current login session.

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AND|OR

• Any time you have 2 or more filters, these filters are connected by AND|OR logic.
• AND means that all criteria across the connected filters must be true.
• OR means that any of the criteria across the connected filters may be true.

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Apply or Apply & Close

• Any time you work in the MODIFY THIS VIEW settings you'll notice that 3 orange buttons appear (APPLY, APPLY & CLOSE, CLOSE).
• The CLOSE button's purpose needs no explanation.
• The purpose of the buttons APPLY and APPLY & CLOSE, however, may be more subtle.  These buttons allow you to dynamically work with your view's settings without permanently saving these changes.
• For example you can use your filters as search boxes.  Make a change, click APPLY, and watch your data update without leaving the view.
• Then, after dynamically working with filters you can choose to discard any and all changes, or save them permanently.
• In short, these buttons allow you to work with views dynamically to rapidly explore your data, without the need to save changes permanently.

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Field types and filters
As you work with filters you'll notice that TrackVia presents different types of filter options for different field types.  This makes it intuitive to work with filters to implement the logic needed to properly segment your database records.

• Text field types provide filter options based on a) a text string that you type in, and b) logical operators such as Contains, Does Not Contain, Is Exactly, Is Blank, Is Not Blank, etc.
• Number field types provide filter options based on a) a number you type in, and b) mathematical operators such as greater than, less than, equal to, is blank, is between but not equal to, etc.
• Date field types provide filter options based on a) absolute dates such as December 15th, 2010, or on b) dynamic date definitions such as Today, 30 days ago, etc.
• Choice field types (drop-downs, checkboxes) present filter options based on the existing options within the choice field.  In other words your filter options are structured rather than being typed in.
• Email field types function like text filters, with the additional functionality of filtering on whether a record contains an email in valid format or not.
• TrackVia User field types function like choice field types with the additional functionality of filtering dynamically on the "Current logged in user."  This filter allows you to build a single view that will work for hundreds or thousands of users.  Each user automatically sees only records assigned to him.

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Create filter groups
Note: If you're adding a new filter or filters to an existing sub-group, be sure to select the checkboxes of ALL filters you want to end up in the same sub-group.  The existing sub-group will become separated unless ALL checkboxes are selected.

1. Any time your view contains 3 or more filters you may create sub-groups of filters.
2. Click the button MODIFY THIS VIEW above the view.
3. Select the checkboxes of the filters you wish to group.
4. Click the Group Selected button underneath the filters.
5. You'll notice that your new sub-group is embedded inside its own box with a black border.
6. Ensure that the AND | OR logic for the filters within the group is selected as you need for your view to be properly filtered.
         Note: Each sub-group has its own AND | OR selection that determines how the group logically fits into the overall filter scheme.
7. Click the orange button APPLY & CLOSE.
8. Click the orange button SAVE.

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Delete filters from a view

1. Click the button MODIFY THIS VIEW above the view.
2. Select the checkboxes of the filter or filters you wish to remove.
3. Click the Delete Selected button below the filter box.
4. Click the orange button APPLY & CLOSE.
5. Click the orange button SAVE.

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Ungroup filters

1. Click the button MODIFY THIS VIEW above the view.
   Note: The next step will completely ungroup all filters in the sub-group.  Selecting checkboxes does not apply to the ungroup feature.
   Note: Instead of ungroup, you may wish to select the checkboxes of the filters you wish to remain grouped together, and click Group Selected.  This will remove them from the existing sub-group, but will keep them together.
2. Inside the sub-group that you wish to ungroup, click the ungroup option in the lower right corner.
3. Click the orange button APPLY & CLOSE.
4. Click the orange button SAVE.

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Wildcards in filters

• When filtering on a text field using a [contains] criteria, you can use an underscore ("_") as a wildcard to match any value.

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Navigating among views

• Use Favorite Views on the home page for 1 click links to the views you use most often.
• Use Dashboard Pages to group on a single page multiple views, from across any apps/tables.
• In each view, above the view, use the VIEW drop-down list to navigate to another view in the same table.
  • You'll notice that TrackVia automatically organizes your views into: Recent Views, Favorite Views, My Views, and Other Views.
• The last option under the VIEW drop-down is GO TO ALL VIEWS.
  • This takes you to a single page that displays all views that exist in the table.

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Permissions

See, Edit
Note: Each view may be set by its owner as shared with others, or private.

1. Above the view, click the button MODIFY THIS VIEW.
2. Select the 4th tab named RENAME, PERMISSIONS & PUBLISHING.
3. Select the appropriate permissions across the options See/Edit for "me", "admins", and "anyone".
4. Click the orange button APPLY & CLOSE.
5. Click the orange button SAVE.

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Structure

Grouping
For each view you can set a 1st and optionally a 2nd level "Group by."  Group by settings determine how various view formats are displayed:
Note: You can Group by a field that's not included in your view.  However, if you do so, you won't be able to sort by this field.

• In a Table format, your records are categorized according to the Group by settings.  A colored header is placed above each group and sub-group, along with subtotals for each group.
• In a Bar, Line or Area Chart format, your 1st level Group by determines what is displayed along the horizontal axis.  (Your "Total" determines what's displayed along the vertical axis.)
• In a Pie chart your 1st level Group by determines the slices of the pie.  (Your "Total" determines the size of each slice.)

When making changes to existing grouping levels, it's important to know that each new selection affects the current settings:

• Changes to an existing Grouping setting do not "cascade" to move a grouping setting from one level to another.  A change at the 1st level will only affect 1st level settings.
• In a view that already has 1st and 2nd level Groupings, if you select a different field as the 1st level grouping, then the previous 1st level field's Grouping drop-down will become blank, and the existing 2nd level Grouping will remain.
• In a view that already has only a 1st level Grouping, if you select a different field as the 1st level grouping, then the previous 1st level field's Grouping drop-down will become blank.
• If you select only a 2nd level Grouping and fail to select a 1st level grouping, then when you click APPLY or APPLY & CLOSE your 2nd level Grouping will be changed to a 1st level Grouping.

1. Click the button MODIFY THIS VIEW above the view.
2. The first tab is named FIELDS, GROUPS & TOTALS. You'll see a table style display with 5 columns: #, Field Name, Include in view, Group by, Total.
3. In the Group by column you'll see a drop-down for each field.
4. For all non-date fields the drop-down values are "1st" and "2nd"; for all date fields the options are 1st or 2nd, further by day, month, quarter or year.
5. Select your 1st and 2nd level groupings.
6. Click the orange button APPLY & CLOSE.
7. Click the orange button SAVE.

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Totals
Note: You can set 1 or many fields to display Totals in a view.  These settings affect the way various view formats are created (charts) and the values that are displayed in Summary views.

• If you're building a view that will be in Chart format, please avoid the situation where there's only a 1st level grouping and more than 1 field with a Total.
  • This situation will produce an errant display of data in chart formats (it will effectively create a 2nd level of Group by).
  • TrackVia will "stack" your Totals in each column in the view, producing an errant visual display.

1. Click the button MODIFY THIS VIEW above the view.
2. You'll see a table style display with 5 columns: #, Field Name, Include in view, Group by, Total.
3. In the Total column, you'll see a drop-down for each field:
        Numbers, Currency, Percentages: Sum, Minimum, Maximum, Average, Count non-blank.
        Non-Numeric fields: Count non-blank.
4. Select the desired Total(s).
5. Click the orange button APPLY & CLOSE.
6. Click the orange button SAVE.

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Set up a Specific Format

Area chart, Line Chart
Note: Area chart format and Line chart format are appropriate for views that have at least one Group by setting and at least one Total.
Note: In chart formats, avoid setting up a view with this combination: only one Group by, multiple Totals.

• Your 1st Group by setting determines the value plotted on the horizontal axis.
• Your 2nd Group by setting determines the vertical segments of each plot along the horizontal axis.
• Your Total determines the height of each vertical segment in each plot along the horizontal axis.

1. Click the button MODIFY THIS VIEW above the view.
2. On the first tab (named FIELDS, GROUPS & TOTALS) select your desired Group by and Total settings.
3. Click the orange button APPLY & CLOSE.
4. Click the FORMAT button above the view and select CHART.
5. In the row of chart icons just below the gray bar (where the count of records is displayed) click the Line or Area icon.
6. Click the orange button SAVE above the view.

• You can drill-down to individual records by clicking the chart.
• You can move your cursor over chart items to see a preview box that displays associated values.

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Simple bar chart
Note: Simple bar chart format is appropriate for views that have only one Group by setting and only one Total.
Note: If you set multiple totals in your view, be sure to show the view in side-by-side format.

• Your 1st level Group by determines the columns plotted along the horizontal axis.
• Your Total determines the height of each column plotted along the vertical axis.
• Select your desired Group by and Total settings by clicking the blue button FIELDS above the view.

1. Click the button MODIFY THIS VIEW above the view.
2. On the first tab (named FIELDS, GROUPS & TOTALS) select your desired Group by and Total settings.
3. Click the orange button APPLY & CLOSE.
4. Click the FORMAT button above the view and select CHART.
5. Click the orange button SAVE above the view.

• You can drill-down to individual records by clicking the chart.
• You can move your cursor over chart items to see a preview box that displays associated values

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Stacked bar chart
Note: Stacked bar chart format is appropriate for views that have two Group by settings and at least one Total.
Note: In chart formats, avoid setting up a view with this combination: only one Group by, multiple Totals.

• Your 1st level Group by determines the columns plotted along the horizontal axis.
• Your 2nd level Group by determines the vertical segments ("stacks") of each column plotted along the horizontal axis.
• Your Total determines the height of each column plotted along the horizontal axis.

1. Click the button MODIFY THIS VIEW above the view.
2. On the first tab (named FIELDS, GROUPS & TOTALS) select your desired Group by and Total settings.
3. Click the orange button APPLY & CLOSE.
4. Click the FORMAT button above the view and select CHART.
5. Click the orange button SAVE above the view.

• You can drill-down to individual records by clicking the chart.
• You can move your cursor over chart items to see a preview box that displays associated values

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Side-by-side bar chart
Note: Side-by-side bar chart format is appropriate for views that have two Group by settings and at least one Total.
Note: In chart formats, avoid setting up a view with this combination: only one Group by, multiple Totals.

• Your 1st level Group by determines the groups of columns plotted along the horizontal axis.
• Your 2nd level Group by determines the individual columns within each group of columns plotted along the horizontal axis.
• Your Total determines the height of each column plotted along the horizontal axis.

1. Click the button MODIFY THIS VIEW above the view.
2. On the first tab (named FIELDS, GROUPS & TOTALS) select your desired Group by and Total settings.
3. Click the orange button APPLY & CLOSE.
4. Click the FORMAT button above the view and select CHART.
5. In the row of chart icons just below the gray bar (where the count of records is displayed) click the 2nd icon.
6. Click the orange button SAVE above the view.

• You can drill-down to individual records by clicking the chart.
• You can move your cursor over chart items to see a preview box that displays associated values

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Pie Chart
Note: Pie chart format is appropriate for views that have one Group by setting and one Total.

• Your 1st Group by setting determines the slices of the pie.
• Your Total determines the size of each slice.

1. Click the button MODIFY THIS VIEW above the view.
2. On the first tab (named FIELDS, GROUPS & TOTALS) select your desired Group by and Total settings.
3. Click the orange button APPLY & CLOSE.
4. Click the FORMAT button above the view and select CHART.
5. In the row of chart icons just below the gray bar (where the count of records is displayed) click the Pie chart icon.
6. Click the orange button SAVE above the view.

• You can drill-down to individual records by clicking the chart.
• You can move your cursor over chart items to see a preview box that displays associated values

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Summary view
Note: Summary format is appropriate for views that have one or two Group by settings and at least one Total.

• Your 1st level Group by determines the rows.
• Your 2nd level Group by determines columns.
• Your Total determines the values displayed in the cells.

1. Click the button MODIFY THIS VIEW above the view.
2. On the first tab (named FIELDS, GROUPS & TOTALS) select your desired Group by and Total settings.
3. Click the orange button APPLY & CLOSE.
4. Click the FORMAT button above the view and select SUMMARY.
5. Click the orange button SAVE above the view.

• You can drill-down to individual records by clicking the values displayed in cells.

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Calendar view

Tables, and views, often contain multiple date fields and multiple non-date fields.  Therefore, it's important to understand the following facts about calendar views:

• The leftmost date field in the view determines the date that's used to plot values on a calendar.
• The leftmost non-date field determines the value that's displayed on the calendar.
• You can move your cursor over calendar items to see a preview box that displays the record's details.
• You can click any calendar item to drill-down to the associated record.

1. Open the view in Table format.
2. Drag your desired date column to be the leftmost date field in the view.
3. Drag your desired non-date column to be the leftmost non-date field in the view.
   Note: This is the value that will be displayed on the calendar.
4. Click the FORMAT button above the view and select SUMMARY.
5. Click the orange button SAVE above the view.

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Map view
Map views require that you have valid and recognizable address information in your view.  This can include a mix of address information (Street Address, City, State, Zip Code, Country) or Latitude/Longitude.
Note: By including in your schema a calculated field named "Map Color" that assigns a color ("Red", "Blue", "Green", etc.) to the values in your records you can color-code the map's pinpoints.

1. Ensure that your view contains "mappable" information.
   Note: This can include such information as City and State, Zip code, City and Country, Latitude & Longitude
2. Click the FORMAT button above the view and select MAP.
3. You can zoom in, zoom out, drag the map around, or switch to satellite or hybrid mode. However, these changes are temporary and won't be permanently saved.
4. Click the orange button SAVE.

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Email a view

You can send a copy of a view by email any time.  The content and display of the emailed view is determined by the information currently shown on the screen rather than the saved view.  In other words, if you have unsaved changes to your view (the orange SAVE button will be visible) the email will send the view according to the unsaved changes.

• The view is contained within the body of the email
• The view is also set as an HTML attachment to the email.
• The content that’s emailed is different for different views:
  • Views in table format are sent in table format
  • Views in summary format are sent in summary format
  • Views in chart or map format are sent in either table or summary format
  • If the view has previously been saved in summary format, the emailed view will be in summary format
  • If the view has not previously been saved in summary format, the emailed view will be in table format
  • Views in calendar format are sent as a display of 1 month – the month currently shown on the screen

1. Click the OPTIONS button above the view.
2. Select the option EMAIL.
3. Type in a subject, message (optional) and email recipient(s).
4. Click Send.

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Reporting schedule
For any view you can create a reporting schedule by which the view is automatically sent to you, or a list of recipients, via email.

• You have the option to send, or skip, distribution if the view has no matching records at a scheduled distribution time.
• You have the option for the email to include an Excel attachment of the view.
• You can customize the subject and body of the email that is sent.

1. In the left pane of any view, labeled Tools, click the REPORTING SCHEDULE link.
   Note: If the left pane is hidden, click the chevrons to open it.
2. Select the view.
3. Type in a name for the schedule.
4. Select the days on which the view should be delivered.
   Note: In the [every week on...] list, you can use the CTRL (or CMD on Mac) to select multiple days.
5. Select the delivery time and time zone.
6. Select the start date.
7. Choose to include or not include an Excel attachment.
8. Choose to send or not send if the view is empty at delivery time.
9. Type in the recipient(s)' email addresses.
10. (Optional) Click the link "more email options".
11. You my type in custom: from address, attached file name, and email message.
12. Click save schedule.
13. (Optional) Click the "distribute now" link in the upper right.

Note: To later find, edit or delete your distribution schedule click the All schedules link in the Tools pane.

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Export a view to Excel

You have a 2-click option to export to Excel any view.  Regardless of the format of the view that's currently shown on the screen the view will be sent in table format (grouped or ungrouped, per the view's settings).  The resulting spreadsheet includes formatting such as header rows and printer friendly settings.

1. Click the OPTIONS button above the view.
2. Select the option EXPORT.
3. Your exported Excel spreadsheet will immediately download into your browser's selected downloads folder.

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Print a view

The print feature creates a printer friendly version of the view.  Currently not all formats (charts*, calendar, map, summary) are supported in printer friendly format.

1. Click the OPTIONS button above the table.
2. Select the option PRINT.
3. The printer friendly version will open in a new browser tab.
4. (Optional) Click the "gridlines" link at the upper right of the print view.
5. Click the link "click to print" at the upper right of the print view.

*Note: To print a chart, position your cursor over the chart and right-click; you'll see an option to "Print chart."

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Publish a view to a web page

You can publish your view to a web page (website, intranet, etc.) where it will provide a live display of data from your database.  Each time there’s an update in TrackVia it will automatically update your view on a web page.
Note: Some HTML knowledge is necessary to set up this feature, as well as access to load/modify files on the web server of the desired web page.  The Map and Chart formats are not able to be published at this time.

• You can use a "hosted" version of the view per a public URL that TrackVia provides.
• Or, you can paste code into your web page.

1. Click the button MODIFY THIS VIEW above the view.
2. Select the 4th tab named RENAME, PERMISSIONS & PUBLISHING
3. Click the checkbox "Enable public access to this view" to view the "paste code" and "public URL".
4. Can copy & paste the code into your website or share the public URL of the published view.
5. Click the orange button APPLY & CLOSE.
6. Click the orange button SAVE to make the view available on the web.

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Include "meta" info about records

In table formats you can display various “meta” information about records in your view.  For each of the "meta" information options (Notes, Change history, Record attachents) this will create rows of time-stamped items below each record in your view.
Note: Including these items in your view may cause your view to load much slower than normal.  Reduce the pagination (number of items displayed per page) to improve the page’s loading time.
Note: You can export and/or email a view that includes meta information.

1. Ensure your view is in Table format to see the results of your changes below.
2. Click the button MODIFY THIS VIEW above the view.
3. Click the 3rd tab FORMATTING OPTIONS.
4. Select the desired options (notes, changes, attachments).
5. Click the orange button APPLY & CLOSE.
6. Click the orange button SAVE.

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Views in relationship to other features

• Alerts allow you to tell TrackVia to alert you, and/or other users, whenever there’s a specific type of change to the records in your view.
• You can search a view, meaning your search will only look across the records that meet your view's criteria, and your results will be displayed in the same arrangement (fields, field order, group by) as your view.
• You can send an email campaign using the records in the view as the recipient list.
  • You can "merge" any database records into your email campaign to personalize each email for each recipient.
• You can generate form letters using our Documents tool.
  • You can "merge" any database records into your form letters to personalize each letter for each recipient.
• You can generate printed labels using our Labels tool.
  • If you need support for a label type that's not currently in our list of supported labels, send us an email at support@trackvia.com and we'll add support for it.
• Favorite Views on the home page gives you 1-click access to the views you use most often.
• Dashboard pages enable you to build a "view of views."