FAQs: Creating and Managing Custom List Views in Modules | Zoho Desk

FAQs: Creating and Managing Custom List Views in Modules

Creating Custom List Views

What is a custom list view in a custom module?
A custom list view is a saved, filtered record list that helps agents focus on a specific subset of records instead of reviewing the entire module. It is useful when a module contains many records with different owners, statuses, categories, or operational priorities.

For example, a Tour Bookings module could have separate views for bookings that are awaiting payment, departures scheduled this week, or records assigned to a particular team.
Which default views are available when a custom module is created?
Each custom module includes two default views:
  1. My Records - Shows records owned by the signed-in user.
  2. All Records - Shows all records available in that module.
These views provide a starting point for individual workload management and broader record visibility. Additional custom views can be created when the default views do not reflect the team’s day-to-day workflow.
How can a custom list view be created in a custom module?
To create a custom view:
  1. Open the required custom module.
  2. Go to Views.
  3. Open the All [Module Name] dropdown.
  4. Select Add Custom View.
  5. Enter a meaningful View Name.
  6. Define the Criteria that records must meet to appear in the view.
  7. Select the required Visibility setting.
    1. Only Me
    2. All Agents
    3. Specific Agents
  8. Click Save.
For example, a view named Unassigned High-Priority Assets can be configured to show only asset records that are unassigned and require urgent attention.
What should be included in a custom view’s criteria?
Criteria should represent a clear operational question that the view needs to answer. Avoid broad criteria that return too many unrelated records, as this reduces the value of the view.

Useful criteria commonly reflect:
  1. Record ownership
  2. Status or stage
  3. Category or type
  4. Priority
  5. Assigned team or agent
  6. A combination of multiple field values
For example, a travel operations team may create a Confirmed Departures This Month view using booking status and departure-date-related fields, so agents can manage imminent trips without manually searching through all bookings.
Can a custom view show records based on custom fields?
A custom module can contain fields such as text, number, currency, picklist, multi-select, decimal, and lookup fields. Custom views can be defined using criteria appropriate to the fields available in that module.

This allows organizations to create views that reflect their own data model. For example, an Assets module with custom fields for Asset Type, Warranty Status, and Location can support focused views such as Devices With Expired Warranty or Assets at the London Office.

 Visibility and Access

How do module permissions affect custom list views?
Module permissions determine who can access a custom module. Data-sharing settings then determine which records those users can access within that module.

When a module is configured as private, users in particular roles may be limited to records they own or records owned by agents in subordinate roles. Custom views respect these underlying access controls.
Does sharing a custom view give agents access to records they could not otherwise access?
No, Sharing a view does not override module permissions or data-sharing restrictions. It only makes the view configuration available to the selected audience.

For example, an agent may be able to open a shared view called All Customer Assets, but if the module is private and the agent does not have access to certain records, those restricted records will not become accessible simply because the view is shared.

Managing Columns in a List View

Can columns be added or removed from a custom module list view?
Yes. Columns can be added or removed in custom module views so the record list displays the fields most useful for the task at hand.

To update columns:
  1. Open the required custom module.
  2. Select the required custom view under Views.
  3. Click the Select Columns icon.
  4. Select fields to add as columns.
  5. Clear fields that should no longer appear.
  6. Click Save.
Why should columns be customized instead of displaying every available field?
Displaying only decision-relevant fields makes the list easier to scan and reduces the need to open individual records. A view with too many columns can become difficult to use, particularly when agents need to identify exceptions or act quickly.

For example, a Payment Follow-up view may need columns for booking name, payment status, amount, due date, and owner. Including unrelated fields such as internal notes or secondary lookup values may make the view less efficient.
Can different custom views use different columns?
Yes. Columns can be configured for each custom view according to the purpose of that view. This enables the same module to support different workflows without requiring agents to repeatedly adjust the list.

For example, an Unassigned Records view may emphasize record owner and creation information, while a Scheduled Departures view may emphasize departure date, booking status, and customer-related details.

Record Management From List Views

Can records be created from a custom module while using list views?
Yes. Records can be created directly in a custom module by selecting + Add [Custom Module Name], entering the required field values, and saving the record.

A list view can help agents identify the right context before adding a record. For example, an agent reviewing an All Assets view can add a new asset record and populate the relevant fields for tracking.
Can records be edited or deleted after locating them through a list view?
Yes. After selecting a record from the list, open the record detail page and use the More menu to choose Edit or Delete.

When editing:
  1. Open the record from the relevant list view.
  2. Select More.
  3. Click Edit.
  4. Update the required values.
  5. Click Save.
When deleting, confirmation is required before the record is removed.
Can records in one module be connected to records in another module?
Yes. A lookup field can be added to create relationships between modules. This can connect a custom module to another custom module or to a standard module, depending on the required setup.

For example, an Assets module can include a lookup to Contacts. The asset can then be associated with its contact, and related asset information becomes visible from the contact record through a related subtab.