A List View is grouping of records based on a defined set of criteria. List Views are beneficial for displaying customer specific data according to your business requirements. For example, you may be interested in following-up on the candidates created during the last week or review overdue tasks or you may want to filter out big deals. The best way to handle these scenarios is to filter the records using the list views. You can also use the List Views for changing record owners, deleting records in bulk and sending mass emails.
Zoho Recruit provides a set of
list views that are ready to be used by all the users in your organization. In addition, you can also create list views and share with colleagues in your organization.
- 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.
- 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.
List views are categorized under Created By Me and Shared With Me. You can also mark list views that you often use as Favorites and those will be listed first in the List View drop-down. Just click the Star next to a list view and it will available under Favorites.
Standard List Views
In the <Module> Home page, you can select the required list view from the View drop-down list. You can only rearrange the order of the columns or add more columns to the standard view modes. Some of the standard list views are: All Records, My Records, Recently Create Records, Recently Modified Records, Recently Viewed Records, etc.
Create Custom List Views
You can create custom list views in Zoho Recruit by defining criteria as per your requirement. The custom views created by the user will be listed under the Created By Me in the drop down list.
Permission Required: Users with Manage Custom Views permission can access this feature.
- Click the [Module] Tab. (For e.g. Candidates, Contacts, Clients, etc.)
- In the [Module] Home page, move your mouse pointer to the list view's drop-down.
- Click the Create View link.
page, do the following:
- Enter the custom View Name.
- Mark as Favorite, if required.
The custom list views marked as favorite will be listed first in the list view drop-down.
- Specify Criteria to filter the records.
- Select the columns to be displayed in the View mode.
- Choose the option as to who can see this view.
- Click Save.
Specifying List View Criteria
In the Specify Criteria section you can specify the criteria based on which records will be filtered and can be viewed under this list view. The following table lists the criteria options for certain types of fields:
- You can add up to 25 criteria.
- Specify the numbers without commas. For example, specify 15,000 as 15000.
- If you select the None option, custom view will not be created.
- 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.
- 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".
- When the Edit Pattern box is open, you cannot add or delete a criteria row under the Specify Criteria section.
- 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)
- You can change the and or or of the criteria and it will be updated in the Editor below.
- You can change the and or or condition in the pattern and it will be updated in the rows above.
- 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 )
- 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.
- Make sure that you do not use the following as they are invalid: (), (and), (or)
- If the brackets do not match it will be treated as invalid.
- 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.
- Save and Cancel buttons on the custom view will be hidden while editing the criteria pattern.
- 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 ) )
- Adding & updating activities, i.e. Tasks, Events, Calls
- Sending emails to candidates and contacts
- Adding & editing notes
- Adding job openings & contacts under an account
- Changing the owner of the record
- Adding and deleting a record
(This does not include deleting a record associated to the parent record.)
- Closing a task
(This does not apply for events as they are automatically moved under Closed Activities after the End Date and Time.)
- Deleting and restoring the records (individually or in bulk).
- Mass operations like Mass Update, Mass Transfer etc.
(Except for Mass Delete option.)