Manage Views
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Manage Views

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Article Summary

Manage Views

Manage Views allows you customise which tabs of information can be seen on each persons profile based on the type of contact the contact is. For example, a donor, a sponsor, a business, etc. Each type of contact is assigned a Contact Type, and each Contact Type can be set to display profile tabs and custom data fields that are relevant to that contact.

In this article we will cover how to manage these views.

There are three steps to setting this up:

  1. Creating a Lookup List to contain the different types of contacts
  2. Creating the Custom Field that will use the Loopup List contact types
  3. Setting up the tabs and custom fields that will be displayed with each contact type

Lookup Lists

Lookup Lists and Custom Field optons are found in the main menu under Administration > Custom Fields:
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From there to Lookup Lists:
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Add a new Lookup List

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FOr the purpose of Contact Types, we suggest naming this list something like: Contact Type.

Editing the name of an existing Lookup List

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Edit Lookup Values

Select the list you want to edit by selecting Edit Lookup Values:
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From here you can: add a new value to the list, edit the title of the list item, remove the list item, and sort either alphabetically, ior in an order the meets your needs.

Examples of Contact Types are: New Contact, Donor, Member, Student, Staff, Newsletter Recipient, etc.:
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Creating Custom Fields

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  1. A new custom field needs to be created from the Manage Fields menu.
    1. Name - we suggest calling it something like:Contact Type, or Contact Type View.
    2. Default Tab - this must be Personal - Initial Page
    3. Type of field- must be Lookup
    4. Which lookuplist to use - Select the Lookup List you created previously. For example Contact Type

The other options are voluntary however you may want to set This field is mandatory to Yes - this will force this Custom Field to a list values when adding or editing contacts.

Also, you may want to set Make available as a criteria in reports to Yes to enable this custom field to be available as a Report > Criteria option.

Creating Custom Views

  1. Navigate to Administration > Custom Fields > Manage Views. Select the Contact Type custom field created earlier, click Select.

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Each of the Contact Types will be displayed, these are the values added to the custom field in step 2) above. To customise one of the contact types, click the slider from Default and change it to Custom:

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The default view will apply to people in the database who are not assigned a contact type, and the contact types set to default.

  1. Select which Tabs and Fields to hide for that particular Contact Type by clicking on the eye icons. To hide a field, click the drop down arrow for the tab, and click the eye icon for the field you wish to hide. Hidden tabs and fields are located under the Hidden heading in yellow. To un-hide, select the eye icon on the item;
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Click Save once done.

Assign View to Profile

  1. Assign contact profiles to the applicable contact type. This can either be done on each individual's profile, or through the use of reports, groups, and workflows to bulk update people's profiles.

See Workflows for more information for bulk updating.

From an individual profile, click the Contact Type field, and choose the contact type from the drop down menu.

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  1. View the profile of a person with an assigned contact type and custom view:

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Note on Graeme's profile, the contact type is Member. As per our view for Member in step 2 above, the tabs Information and Groups cannot be seen. The Date of Death field is also hidden from the profile (not shown in above screenshot).


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