Applicable Plans: Professional and Enterprise
With intelligentcontract it is possible to manage Views on behalf of users. Control over both customised and pre-defined Views allows administrators to decide the Views that are accessible to each user. This feature allows an administrator to provide each user with only the Views that they require and as a result provide a clearer interface.
If administrators don’t want to use this new feature, then by default all Views are available to all users and so no further action is required to continue as you currently do.
What Views are?
Views allow a user to restrict what records are displayed on a Summary Screen. Views can be used on each Summary feature of intelligentcontract including Contracts, People, Parties, Risks, Alerts and Documents among others. An example would be when a user wants to focus their work on contracts that are currently active, i.e. not passed their end date, a user is able to select the pre-defined View “Active Contracts” and work with just that group.
Fig 1 - Contract Views
Existing default Views can be adjusted to display data that your organisation required, please refer to Editing Views
It is also possible for users to build their own customised Views. Customised views can be specific to the user’s business. Customised Views can be made private to the user that created them or shared with all or some users.
How does managing Views help me?
By having functionality to manage Views in a detailed way you are able to make sure users of the system only have Views that are relevant to their job. For example, Facilities people may have only facility related Views and HR people may have only HR related Views. By taking away the Views they don’t need, you keep the system more simple to understand and use.
If, as an administrator, you would like to manage the Views your users have access to, then a simple strategy can be devised.
Step 1 – Create a “No-One” Security Group
If there is one or more pre-defined View(s) that you don’t want any of your users to be able to use, then you will need to create a Security Group called “No-One”. This Security Group should have no users assigned to it, Views assigned to a Security Group that has no members will become invisible to all users (except administrators).
Step 2 – Review your organisation’s existing Security Groups
Views are managed by allocating them to Security Groups so it’s worth reviewing whether you have the right Security Groups set up.
- List the pre-defined and the customised Views you require. It may be worth brain storming ideas with key users and agreeing a list of Views that are useful.
- List the groups of people that use intelliegentcontract throughout your organisation.
- Allocate Views to each of the groups of people. You may find you have to sub-divide your groups in order to get the right Views for the right people. Remember each View can be allocated to many groups.
When you have your Views allocated to groups of people, you now need to be sure that there is a Security Group defined in the system for each group of people. If not, go ahead and create new Security Groups. It may be that some Views are always available to everyone – these Views need no further work. By default a View is available to all users.
For help on defining new Security Groups click here
Step 3 – Create the required customised Views for your organisation
Once you have a list of customised Views and Security Groups that is agreed, you are able create each of them using our View wizard. The options will not be enabled until you place your mouse to the right of the View drop down list, you will then see 3 options, [New View], [Edit] and [Delete]. Click [New View] and the Wizard will be displayed for you to complete, complete each step and then press [Next] to progress to the next step.
Fig 2 - New View
1. Provide the View Name - This should be something easily defining
Fig 3 -View Name
2. Specify the View criteria - Choose the fields that you wish to use as extraction criteria, you can add as many criteria you wish using the + button to the right of the form and order them accordingly using the AND/OR drop downs or the Order of Evaluation section.
Fig 4 - View Criteria
3. Choose Columns - Choose which fields and order you would like displayed on the View.
The available columns section will list all fields available for selection on the view, the list will contain all the Contract related fields, and will include any Contract related fields such as Person or Party details. Each field is identified by the bracket tag [Contract] and the field Name, any related fields are further identified by their option name [Contract] Party.
Fig 5 - Column selection
- Click on the required field
- Use the left right arrows to add and or remove field columns to and from the Selected Columns section
- Use the up and down arrows to adjust the order in which the columns are displayed (top = far left)
- Use the scroll bar in the Available Columns section to see more available field columns for selection
- Use the magnifying glass to search and filter for specific fields column names
- Use the Advanced filter option to adjust the section to only display fields for particular options i.e. only display [Contract] Person related fields
- Custom fields that you have created are identified this this icon:
- Once you have made your selection click [Next] to continue
4. Change Field Labels - The title labels of the columns are defaulted to the field labels, this next step allows you to adjust the labels if required
TIP: This may be useful for views that have many columns and would benefit form having an abbreviated column label
Fig 6 - Field Labels
5. Specify who can use this View - Use your Security Groups to identify who can see this View, the default is 'Just me' but change the radio button to 'The following security Groups' and use the drop down list to add/remove required Security groups.
Fig 7 - View Access
6. Click on the Next button and you are done, your screen will automatically update to your new view and display the relevant records. Your new view will now appear within the view drop down list, click on the drop down and scroll to the bottom of the list where all the customised view are listed.
Fig 8 - New view in the View drop down list
Step 4 – Issue instructions to your users
Because new Views can be created by your users its worth setting out instructions about how these new Views should be allocated. It may be that you ask for all new Views to be kept private to the user that’s creating the View or you might publish the list of Security Groups so that users can choose the group to allocate their new Views to.
Tip: Administrators can always see all Views because they have access to all security groups
Tip: Read Only Users are unable to create new Views