Predefined and Custom Event Views - Zoho Desk Knowledgebase

Predefined and Custom Event Views

You could create an event for time-bound activities like meetup or demonstrations for your customers to introduce them to the newly launched feature or a product. These events can then be grouped together based on a defined set of criteria using List Views. For example, you can see a list of the events that were completed or of those that are due today. Besides these, you can use the Event Views to change owner or update two or more events or export the events list to a CSV file.

Zoho Desk provides you with a list of pre-defined event views that can be used out of the box. You can also create custom event views according to your requirements. Likewise, administrators can create shared event views that can be accessed by all of the agents in your helpdesk.

How can I Access Event List Views?

Event list views can be accessed from the home screen:
  1. Click the Activities module. 
  2. In the Activities Home page, click Events on the bottom of the left panel.
  3. Select a standard list view from the left panel to view the events underneath it.
  4. The 'All Events' view will be displayed during your first access. The system will thereon remember your last seen View and lists the same during successive access.

Following are the standard event list views that are available in Zoho Desk:
  • All Events
  • Canceled Events
  • Completed Events
  • My Open Events
  • My Overdue Events
  • My Events
  • My Team Events
  • Next 7 Days + Overdue
  • Open Events
  • Overdue Events
  • Spam Events
  • Today + Overdue
  • Todays's Events
  • Tomorrow's Events
You must click the subject of an event to view its details. In the event details page click the Close icon (), to return to the List View.

Creating Custom Event List Views
You can create custom list views by defining criteria as per your requirement. The custom views created by an agent will be listed on the left panel, following the standard views.
To create a custom list view:
  1. Click the Activities module. 
  2. In the Activities Home page, click Events on the bottom of the left panel.
  3. Click the Plus icon (  ) located next to Events on the left panel.
  4. In the Create New View page, enter the custom View Name.
  5. Specify the criteria to filter the events.
  6. Specify the visibility for this custom view. You can choose between Only me, All agents and Specific agents.
  7. Click Save.

What are the List View Criteria Available?

In the Filter Criteria section, you must specify the criteria based on which the events will be filtered under the view. The following table lists the criteria options for certain types of fields:

Field Type
Criteria Options
String Fields like:
  • Event Owner
  • Subject
  • Category
  • Ticket            
  • Status
  • Priority
  • Description
               
Numeric Fields like:
  • Age in Days
  • Duration
                 
Date & Time Fields like:
  • Created Time
  • Modified Time
  • Start Time
  • Remind Me
                 
Other Fields like:
  • Created By
  • Modified By
  • Contact Name
  • Team


Here are some tips to get you started:
  • Age in Days option is very useful for the Date and DateTime fields. It can be used to filter events that were created within the last 7 days or those that are overdue in the past 30 days.
  • You cannot edit the standard event views that are provided in Zoho Desk. You may add a custom view to address any specific requirements.
  • You can right click on a custom event view to open the view on a new tab.

Editing Custom Event Views
You can edit the custom event views that were added by your agents.
To edit a custom view:
  1. Right-click on a custom event view.
  2. Click Edit from the menu.
  3. Make the necessary changes and click Save.

Deleting Custom Event Views
You can delete a custom event view that you think will no longer be required for your agents. 
To delete a custom view:
  1. Right-click on a custom event view.
  2. Click Delete from the menu.
  3. In the confirmation dialog box, click Yes.

Sort, Filter and Set Display Preferences for Views
I. Events in the list view can be sorted as per your needs. Here are the eight ways you could sort the events:
  • Subject
  • Category
  • Start Time
  • Status
  • Priority
  • Created Time
  • Modified Time
  • Latest to Oldest and vice versa (click the   icon)



II. Events in a View can be filtered based on the following parameters:
  • Agent and
  • Start Time


These filters will be useful when you've chosen some of the generic views like All Events, Open Events, Overdue Events, etc.

III. By default, Zoho Desk will display only 10 records (events) per page. However, you can choose the number of records to be displayed on a single page. A maximum of 50 events can be viewed per page. The system will remember your selection, the next time you access event views.

Mass Actions in Event Views
Views allow you to perform certain updates to many events at once. This way, you need not fiddle with each of your events and can save a lot of your time. You can perform the following mass actions on events:
  • Update Events
  • Delete Events
  • Change Owner



I. To update one or more event(s):
  1. Select the event(s).
  2. Click Update from the mass actions list.
  3. Select the field to be updated and specify the new values for it.
  4. Click Save.                                                                                                                                  

II. To delete one or more event(s):

  1. Select the event(s).
  2. Click Delete from the mass actions list.
  3. In the confirmation dialog box, click Delete.

III. To change the owner for one or more event(s): 
  1. Select the event(s).
  2. Click Change Owner from the mass actions list. 
  3. Select an agent or a team to assign the chosen events.
    You can use the search bar to find an agent or a team by their name quickly.

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