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How to: filter the list and save it as a view
- 1Under “Cases”, open “Filter” in the tools row and pick one or more templates under “Template”.
- 2Under “Running phase”, pick the phases whose cases you want to see. The number after each phase tells you how many cases you get.
- 3If needed, set sorting and grouping in the “Display” panel.
- 4Choose “Save as new view …” in the “Display” panel and enter a name. The view appears as a tab of its own — at first visible only to you.
- 5To show it to everyone, choose “Share with the organization” when saving. This needs the permission “Share views with the organization”.
What belongs to a view
A view remembers filters, sorting and grouping. Template and phase belong to it: save it and it opens the same cases again, with their sums. List/Live Map and the search are not part of a view and do not change it.
Inside a saved view the fixed tabs count with its filters. Clicking another tab, say “Completed”, keeps template, phase and the other filters and shows exactly the cases counted on the tab; only the view’s own tab leaves it entirely.
You set up the stack header of an existing view via “Stack header settings …” in the view’s menu; what it shows is described in “Totals, stacking and target tracking”.
Changing a view
If you change something in a saved view (filters, sorting, grouping), its tab shows a dot and “Save”: that overwrites the view. “Discard changes” in the arrow menu next to the tab brings back the saved state. The same menu renames, shares or deletes the view.
| Action in the view’s menu | Who may | Effect |
|---|---|---|
| “Save” (on the tab) | The owner; for a shared view only with the sharing permission | Overwrites the view with the current setting. |
| “Discard changes” | Everyone | Brings back the saved state. |
| “Rename …” | The owner; for a shared view only with the sharing permission | Gives the view a new name. |
| “Save as new view …” | Everyone | Saves the current setting as a new view of your own — also from a colleague’s shared view. |
| “Share with the organization” | The owner with the permission “Share views with the organization” (admins and owners always have it) | Shows the view to all active members. |
| “Stop sharing” | The owner — even if the sharing permission was taken away | The view disappears for the others on their next load. |
| “Delete view” | The owner | The view disappears for you and — if it is shared — for everyone. The cases themselves stay unchanged. |
| “Take over view” | Admins, for a colleague’s shared view | The view then belongs to you, stays shared and keeps its name and settings — handy when the owner has left. |
Sharing views with the organization
Only the settings are shared: everyone sees just the cases they are allowed to see and computes counts and sums with their own permissions.
A colleague’s shared view carries a people icon in its tab; who owns it is shown in the tab’s tooltip (“Shared by <name>”). Only its owner can change or delete it — but you can save it with your changes as a new view.
Sharing a view as a link
A filtered view can also be shared as a link via the address bar. The term from the search box is included: it appears as q in the address, and whoever opens the link sees the same filtered list.
Filtering by template and running phase
| Filter | Effect |
|---|---|
| “Template” | Narrows the list to one or more templates. |
| “Running phase” | Narrows the list to cases in which one of the selected phases is currently running. Completed and cancelled cases no longer have a running phase — this filter does not apply to them; they appear under “Completed” and “Cancelled” with all other filters. |
Phases are listed as “Workflow · Phase”, for example “Angebot nachfassen · Nachfassen” (follow up offer · follow-up); if two read the same, the selection applies to both. This is how you see, say, every offer that is out: template “Quote to order”, phases “Angebot nachfassen · Nachfassen” and “Angebot abschließen · Entscheidung”, stacked by “Template”.
Once a template is selected, “Running phase” only offers the phases of its workflows — in the order the workflows have on the template, and within each by position. With no template selected, every phase is listed under a heading per template; a workflow attached to several templates appears only once.
Each phase shows how many cases it is currently running in, for example “Angebot nachfassen · Nachfassen · 3”. Only cases you are allowed to see are counted, under all other filters and the selected tab, but without the phase selection itself: the number tells you what you would get by selecting that phase. Phases with 0 stay selectable and are shown in grey.
What the total row shows for filtered cases — such as a weighted sum per template — and what the key figure band counts is described in “Totals, stacking and target tracking”.
When something is off
| Case | What you see | What you can do |
|---|---|---|
| A selected phase no longer exists | The selection lists “1 phase that no longer exists”. | Deselecting it removes that part of the filter. |
| You switch the template and a selected phase does not belong to it | The phase stays selected and is listed below with the note “doesn’t match the selected template”. | The cross next to it removes it. |
| The list can no longer be stacked by a view’s field (the field got roles or is no longer a column of the overview) | “View invalid — please reconfigure” | “Reconfigure” stacks by attention again. |
| Your sharing permission was taken away | Your shared view can no longer be changed or renamed. | You can still stop sharing or save the view as a new one. |
| A saved view on “Completed” no longer shows cancelled cases | The cancelled cases are missing. | Cancelled cases sit on their own “Cancelled” tab. |