1. Standard List Views: You can modify the standard views and sort the order of the columns in the list. You cannot delete these list views.
   
2. Custom List Views: You can create, modify, and delete the custom views, and you can also sort the order of the columns in the list.
   

Standard List Views  

Create Custom List Views 

Availability
Permission Required: Users with Manage Custom Views permission can access this feature.

1. Click the [Module] Tab. (For e.g. Candidates, Contacts, Clients, etc.)
   
2. In the [Module] Home page, move your mouse pointer to the list view's drop-down.
   
3. Click the Create View link.
   
4. In the New View page, do the following:
   
1. Enter the custom View Name.
   
2. Provide a description that clearly explains your custom view.
    
3. Mark the custom view as Favorite, if required. 
   The custom list views marked as favorite will be listed first in the list view drop-down.
4. Specify Criteria to filter the records.
   Tags can also be used as part of Criteria to filter records.
5. Select the columns you want to display in the tabular view from the available columns.
   
6. Choose who can access the view.
   
1. Only me - Only you can access the view
   
2. Everyone - All users can access the view
   
3. Selected users - Grant access to specific users, groups, roles, or role subordinates based on source type. 
7. Lock the view to prevent unauthorized changes by users with whom the view is shared.
   
5. Click Save.
   

Select All Records in Custom View

1. Go to the list view page of any module and select a view that has multiple pages of records.
   
2. Highlight all records and click the Select all records in this view button on the top bar.
   
3. Perform bulk actions on selected records to update or delete them.
   
1. Change Owner: Using this option, you can change the owners on records in bulk.
   
2. Mass Update: This feature lets you make changes to vast numbers of records uniformly.
   
3. Delete: Moves selected records to the recycle bin where they stay for 30 days.
   
4. After you perform a mass update, owner change, or delete action, the progress bar at the bottom right corner will let you track the status of the update.
   

Notes:
  

1. The Select All [Records] in this View link is available only in the Enterprise Edition of Zoho Recruit.
   
2. The Select All [Records] in this View link does not appear in two cases:
   
1. if there are more than 50000 records in the custom list view.
   
2. if there is a mass list view update that is already in progress
   
3. If a particular action is completed, you must reload the page before starting another.
   
4. Assume you have a workflow rule for the selected module in which the Mass Update/Change Owner/Delete actions are associated as the trigger or action. Say you have a rule that says whenever "Candidates are deleted, send email to hiring manager". In such a case that workflow rule will be executed if the total records selected are less than 1000. If more than 1000 records are selected in the list view, the workflow rule will not be executed.
   
5. For Saved Searches, you cannot select more than 5000 records at a time.
   
   (Workaround - If you move the records to a new or existing view, you can then select up to 50000 records at a time.)

Specifying List View Criteria 

Note

1. You can add up to 25 criteria.
   
2. Specify the numbers without commas. For example, specify 15,000 as 15000.
   
3. If you select the None option, custom view will not be created.
   
4. Age in Days option is very useful for the Date and Time fields. It can be used to filter records such as, candidates that were created within the last 15 days, job openings that were filled in the past 10 days, or users whose subscription was renewed in the last 5 days.
   
5. Due in Days is an option that lets you set criteria for Date and Time fields based on a specific number of due days. For example, if you want to filter Job Openings that are due to be closed in 6 days, you can create a custom view in the Job Openings module with the criteria "Closing Date" "Due in Days = 6".

Selecting List View Columns

Note:

It is better to select less than 10 columns to avoid horizontal scrolling in List View.

Setting up Permissions to the List View

1. All users are allowed to view this custom view.
   
2. Show this custom view only to me.
   
3. Allow the following users to view this custom view. 

Edit Criteria Patterns  

Availability
Profile Permission Required : Users who have the access to the Custom List view can use this option.

Note:

You can specify a maximum of 25 criteria for a list view.

1. Click the Module tab.
   
2. Select a List View from the drop-down list.
   
3. Click on Edit.
   
4. In the Edit View page, review your existing criteria and click the Change Pattern link.
   
5. In the Pattern Editor box, modify filters and click the Save link.
   
6. Save the modified custom view.
   

You can create this criteria easily using the Criteria option given below:


The criteria pattern will be automatically set as:

Since the criteria pattern does not match the requirement, you can edit it as:

1. Round brackets: ( )
   
2. and / or operators
   
3. Criteria Row Number

Note:

1. When the Edit Pattern box is open, you cannot add or delete a criteria row under the Specify Criteria section.
   
2. The operator precedence will not be taken into account if you do not specify brackets. For example, if you specify the criteria as 1 or 2 and 3, it will be considered as ((1 or 2) and 3)
   
3. You can change the and or or of the criteria and it will be updated in the Editor below.
   
4. You can change the and or or condition in the pattern and it will be updated in the rows above.
   
5. If you specify 1 and 2 and save it, on editing the view, the pattern will be shown as (1 and 2). For (1 and 2) or 3 the pattern will be shown as ( (1 and 2) or 3 )
   
6. If you add more rows in the editor and delete one by one, there will be additional brackets displayed in the pattern. For example if there are 5 rows added and you delete the 4th row, it will be shown as ( ( ( ( 1 and 2) or 3) )or 4) and if the 3rd row is deleted again it will be shown as ( ( ( ( 1 and 2 ) ) ) or 3 ). If the first row is deleted then it will be shown as ( ( ( ( 1 ) ) ) or 2 ). However, upon saving the criteria, it will become ( 1 or 2 ). ( ( ( 1 and 2 ) and 3 ) ) will appear if the last criteria is deleted.
   
7. Make sure that you do not use the following as they are invalid: (), (and), (or)
   
8. If the brackets do not match, it will be treated as invalid.
   
9. You will get an error message if the number of rows and the numbers given in the pattern do not match and also, if there are any missed numbers in the pattern specified.
   
10. Save and Cancel buttons on the custom view will be hidden while editing the criteria pattern.
    
11. In case the final brackets are missing, there will be a difference in the Criteria Patterns Editor and its view mode.
    

Your Criteria Pattern in Editor	Your Criteria Pattern in View Mode
( 1 and 2 ) or ( 3 and 4 )	(( 1 and 2 ) or ( 3 and 4 ))
1 and 2 and 3 and 4	(1 and 2 and 3 and 4 )
( 1 or 2 ) and ( 3 or 4 )	( ( 1 or 2 ) and ( 3 or 4 ) )

Use Last Activity Time in Criteria

Note:

This option is supported for the Candidates, Clients, Contacts, Job Openings, and custom modules.

The Last Activity Time under list view criteria and the Last Update time in the Record Details page are the same.

You can use this criteria only for custom list views.

Availability
Profile Permission Required: Users who have access to the Custom List view can use this option.

1. Adding & updating activities, i.e. Tasks, Events, Calls
   
2. Sending emails to candidates and contacts
   
3. Adding & editing notes
   
4. Adding job openings & contacts under an account
   
5. Changing the owner of the record
   
6. Adding and deleting a record
   (This does not include deleting a record associated with the parent record.)
7. Closing a task
   (This does not apply for events as they are automatically moved under Closed Activities after the End Date and Time.)
8. Deleting and restoring the records (individually or in bulk).
   
9. Mass operations like Mass Update, Mass Transfer, etc.
   (Except for the Mass Delete option.)

1. Editing contacts or job openings under an account will not be listed under the Account
   
2. Deleting related lists under a record.
   

1. Click the Candidates, Clients, Contacts, or Job Openings module.
   
2. Select a List View from the drop-down list and click the Edit link. 
   
3. You can specify criteria only for the custom list views.
   
4. In the Edit View page, under Specify Criteria, select the Last Activity Time from the drop-down list.
   
5. Specify the criteria conditions.
   
6. Click Save.

Lock Custom List View 

Lock this View option lets you control access to editing or modifying a custom view. When enabled, only authorized users can make changes to the custom view configuration. This is particularly useful when sharing a custom view with team members while ensuring its integrity.

To lock a custom list view:

1. Select the Lock this view option during the custom view setup.
   
2. This will prevent unauthorized modifications from other users, even if they have access to view the custom list view.

Note:

Only users with administrative privileges or specific access rights can modify the view for further edits.

Clone Custom List View 

1. Click the [Module] Tab.( For e.g.. Candidates, Contacts, Clients, etc.)
   
2. In the [Module] Home page, select the list view that you want to duplicate.
   
3. Click the Edit link.
   
4. Then click on the Clone button.
   

1. Enter the custom View Name.
   
2. Modify the description if required.
   
3. Select the columns to be displayed in the View mode.
   
4. Choose the option as to who can see this view.
   
5. Select the Specify Criteria check box and specify the criteria.
   
6. Click Save.
   

Edit Standard List View  

1. Click the [Module] Tab. (For e.g. Candidates, Contacts, Clients, etc.)
   
2. In the [Module] Home page, select the list view that you want to edit.
   
3. Click the Edit link.
   
4. In the Edit View page, select and move the fields to the Available Columns list box.
   After selecting the columns, you can change the order of the columns or remove unnecessary columns from the Selected Columns list box.
5. Click Save.
   

Delete Custom List View

1. Click the [Module] Tab. (For e.g. Candidates, Contacts, Clients, etc.)
   
2. In the [Module] Home page, select the list view that you want to delete.
   
3. Click the Edit link.
   
4. Click on Delete.