Salesforce: Create/Edit a List View

List Views are an often an underutilized tool in the Salesforce toolshed (Globally speaking). With List Views you can quickly see particular segments of your data. Almost every Object in Salesforce has a list view, so they can be created on Objects like "Contacts", "Applications", "UST Event Registrations", Etc.

Getting Started

Consider thinking about a list view like an Excel Spreadsheet.  The only difference is the terms utilized. Below is a quick reference to how to think about Salesforce and List View creations to get that "Excel" like spreadsheet that is actionable.

• Object: Think: a single sheet of an Excel document
• Record: A row on a single sheet of an Excel document
• Field: a column on a single sheet of an Excel document
• Value: the actual data in a cell of an excel spreadsheet

Create/Edit a List View

Start by selecting the object that you'd like to create/edit your listview.  These are the tabs on the blue menu bar.  When you select that object you'll see a screen with "recent item", which is the default view.  You'll also see a picklist with a "Go" button.

To create a new view, take the following steps:

1. Select "Create New View" and create a unique name (View Names are required to be Unique – be consistent with naming convention)
2. Filter your list view
   1. Typically use “All” filter on Owner
   2. Select the fields you want to filter on, which is a drop down menu of available fields
   3. Select an operator (Equals, Not Equal To, Greater Than, etc.)
   4. Know the "Value" names exactly as they are written (It's it helpful to have a second window open to find the specific values you're looking for)
   5. Determine if you need additional filter logic. (Filter Logic will allow for “Or” Statements)​​​​​​​
       
3. Select the field you'd like to display on your list view.  This is what will be display and create the "excel" like view
4. Select who can see this List View (not everyone will have this option) and Select "Save" ​​​​​​​

"Operator" Support

Working with the Operator to determine what will appear on your list view can sometimes be tricky.  Knowing what the common operators will do can make a a big difference, so reference below is you're not getting the list you're trying to create.

Equals

• Must be EXACTLY as it appears on the record. A misspelling will make the list appear as though it is blank
• If there is a picklist or a magnifying glass, utilize those to select the correct options
• This operator value will include all that meet the specified value

Not Equals

• Must be EXACTLY as it appears on the record. A misspelling will make the list appear as though it is blank
• If there is a picklist or a magnifying glass, utilize those to select the correct options
• This operator value will exclude all that meet the specified value

Contains/Does Not Contain

• Looking for elements of the entered value
• If the value is "and" it will find everything with those 3 character in it (And, Band, Pandemoenum) 

Starts With

• Captures the first characters as far as you type
• Will include all that meet the specified value

Less Than/Greater Than

• Utilized for numerical values and dates
• Will exclude the date selected

Less or Equal/Greater or Equal

• Utilized for numerical values and dates
• Will include the date selected

List View vs. Report

With List Views you can quickly see particular segments of your data on a single object.  The single object is the key element here.  If you're trying to get analytical information that involve data from various objects within Salesforce, you will want to run a report. You can request a report from our Institutional Data, Analytics, and Reporting (IDAR) team by submitting a request ticket to the Tech Desk.

Here are some questions to ask yourself on whether a list view will work:

• Is all the information I need on the individual record? (Yes = List View)
• Is this information requiring some type of action? (Yes = List View)
• Does this need to be shared with non-salesforce users? (No = List View)