Salesforce: Create/Edit a List View

List Views are often an underutilized tool in the Salesforce toolshed (Globally speaking). With List Views you can quickly see particular segment 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: 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

1. Select the Object you would like to create or edit a List View for using the Navigation Bar. “Recently Viewed” is the default view for each Object. 

2. To edit a List View, press the gear icon on the right side of the page. In the drop down, select “Edit List Filters.” 

• To edit existing Filters, click the Filter you want to edit. Change the Field, Operator, or Value by selecting an option from the picklist.

• ​​​​​​​To add a new Filter or new Filter Logic, click the purple “Add Filter” or “Add Filter Logic” at the bottom of the pane.  
  • Tip: Adding a “Filter Logic” allows for “Or” statements when sorting the list Records. 

3. ​​​​​​​To create a new List View, press the gear icon on the right side of the page. In the drop down, select “New.” 

• Enter a unique List Name, following the naming conventions of other lists in the given Object. Select whether the new List View will be private, shared with a specific group, or public to all users. 
• Add Filters or Filter Logic using the steps detailed in step 2. 

"Operator" Support

Users often have trouble selecting the appropriate “Operator” when adding or editing a filter for a List View. See the tips below to help you select the appropriate “Operator” for your filter. 

• The Operator “Equals” means that Records with fields with the following value will be pulled into the list if the value is entered exactly as it appears on the record. Misspelling will cause a List View error. 
• The Operator “Not Equals” means that Records with fields with the following value will not be pulled into the list if the value is entered exactly as it appears on the record. Misspelling will cause a List View error.  
• The Operator “Contains” or “Does not Contain” means that Records with fields that contain the following value will be pulled into the list.  
  • For example, if the field Animal “Contains” the value Red, the list would pull all Records with the value Red into the list, including Red Fox, Red Panda, and Red Snake.  
• The Operator “Starts With” means that Records with fields that begin with the typed value will be pulled into the list.  
  • For example, if the field Dogs “Starts With” the value B, the list would pull all Records beginning with B, including Beagle, Bulldog, and Bernese Mountain Dog. 
• The Operator “Less Than” or "Greater Than” means that Records containing fields with numerical values or dates less than or greater than the selected value will be pulled into the list.
  • Note: the number or date selected will not be pulled into the list. 
• The Operator “Less or Equal” or “Greater or Equal” means that Records containing fields with numerical values or dates less than or equal to or greater than or equal to the selected value will be pulled into the list.
  • Note: the number or date selected will be pulled into the list. 

List View vs. Report

• Make a List View if:
  • You need to quickly see particular segments of data on a specific object
  • If all the information needed exists on a single individual record 
  • If the information needed requires a specific action 
  • If the information is only for Salesforce users 
• Make a Report if:
  • The information involves analyzing data from multiple objects in Salesforce 
  • The information does not require action 
  • The information needs to be shared with non-Salesforce users