All things TrackVia!

Read, write, comment.

This is a public Category  publicRSS

Customer Story

    • Displaying Records
      Customer Story posted 10/17/08 by Adam, last edited 11/06/08 by TrackVia, tagged Views
      463 Views, 3 Comments
      Title:
      Displaying Records
      Summary:

      I have a large database with thousands of records. I don’t need all the records to display when I run a report but am stuck at what I should do?

    Comments

      • posted 10/22/08 by Arsen

      If i understand your question correctly..... You can create an identifier field within your db (maybe a check box titled "show in db"). Select the records that you want displayed and create a custom view that will only show records where this check-box is selected.

      There a bunch of other ways you can do this within Trackvia by using custom views. I recomend reading the help files they are very helpful =)

      • posted 10/27/08 by Roz

      Yep, custom views are the way to go.  Run a report (or view as they are called) detailing what parameters in the records you wish to display.

      For instance: Let's say you have a database, and one of your fields is "send newsletter".  Go into views, and create a filter for that database that ONLY pulls records with "send newsletter" checked.  Since Trackvia updated how you apply filters, this is SO easy to do.  Save that filter, and then run it.  Voila.  Only the records in your database that have that option checked will be displayed.

      For us, I'm in the process of cleaning up our database of over 6,000 contacts.  Most of whom were either entered on a whim, or who we don't really talk to anymore.  I put a field in called "Do Not Purge".  Any time we get a call, or have to call a client, I make sure that checkbox gets checked in their record.  At the end of the year, I will run a filter that seperates the records that have "Do Not Purge" checked from the ones that do not have it checked.  From that, I will determine which records need to stay in our database, and which ones can be deleted.

      Views and filters rock.

      Roz

    • The ability to build customized, targeted views of your information is one key ability that separates TrackVia from a spreadsheet.  In fact, I think that our view "filters" are the single most important feature to allow TrackVia users to unlock the power of their databases.

      A filter in TrackVia is simply a criterion that you may set in a view, so that only matching records are included in the view.  (It's important to keep in mind that our views are frameworks, rather than snapshots.  This means that views dynamically present information that fits the framework at any given moment, rather than being frozen in time.)

      Here's a quick example.  You may want a view that shows all of the sales leads that have been added to your database today.  To do this, you'd just create a view, and add a filter based on Created Date where the filter is set as "created date is equal to today."

      The power of filters is magnified when you combine them.  For example, you could create a filtered view that shows: 1) all new sales leads added to the database yesterday, 2) via web form submission, 3) unless the word "test" is in the Inquiry field, and 4) that are scheduled for a follow-up phone call today.