Best Practices for D365 Views

Best Practices for D365 Views

Discover the key to unlocking the full potential of Dynamics 365 views with our latest blog. We delve into advanced strategies and best practices for optimizing user experience, overcoming data limitations, fostering collaboration, and streamlining view management. From enhancing insights and efficiency to empowering collaborative decision-making, our comprehensive guide offers valuable insights and expert tips to elevate your Dynamics 365 experience. Whether you're a seasoned user or just getting started, don't miss this opportunity to maximize the power of your data management system.

Last year, we wrote a blog exploring the fundamental aspects of Dynamics 365 views, understanding their importance in streamlining data management and enhancing user experience. If you missed that discussion or need a refresher, you can find it here

Building upon our foundational knowledge, today we're diving deeper into the world of Dynamics 365 views, uncovering advanced strategies and techniques to improve your data insights and manage your workflow. From harnessing the full potential of FetchXML to optimising view management with automation tools, we're going to cover it all.

Enhanced User Experience with Custom Views

Custom views in Dynamics 365 are not just about displaying data; they're about crafting an experience tailored to meet the unique needs of your users. By understanding the specific requirements and feedback from your users, you can design custom views that not only provide the most relevant information but also do so in a way that enhances usability and efficiency.

  • Understanding User Needs: The foundation of creating effective custom views lies in understanding the diverse needs of your users. Take the time to gather feedback from different stakeholders, such as sales representatives, customer service agents, or management teams. What information do they need to see? How do they prefer to interact with the data? By soliciting input from the end-users, you can ensure that your custom views are aligned with their workflow and priorities.
  • Designing for Relevance and Clarity: Once you have a clear understanding of user requirements, focus on designing views that prioritise relevant information and present it in a clear and digestible format. Consider the use of intuitive column names, grouping related data together, and using formatting options to highlight important insights. By reducing clutter and noise, you can make it easier for users to quickly find the information they need, leading to improved productivity and decision-making.
  • Iterative Improvement: User needs and preferences can evolve over time, so it's essential to view the design of custom views as an iterative process. Encourage ongoing feedback from users and monitor their usage patterns to identify areas for improvement. With a culture of continuous improvement, you can refine your custom views to better align with changing business requirements and user expectations, ensuring a consistently positive user experience.
  • Empowering User Customisation: Finally, empower users to personalise their own views to further enhance their experience. Provide them with the flexibility to customise column layouts, apply filters, and save their preferences for future use. By putting the power in the hands of the users, you not only increase adoption but also foster a sense of ownership and investment in the system.


Harnessing Advanced FetchXML Features

FetchXML is a powerful tool within Dynamics 365 that goes far beyond basic querying capabilities. By tapping into its advanced features, users can unlock a wealth of insights from their data.

  • Aggregation: FetchXML allows users to perform aggregate functions such as SUM, COUNT, AVG, MIN, and MAX, enabling the calculation of metrics and key performance indicators  directly within queries. Whether you're analysing sales figures, tracking customer engagement, or evaluating service performance, aggregation functions provide a consolidated view of your data, empowering informed decision-making.
  • Outer Joins: Unlike traditional SQL queries, FetchXML supports outer joins, allowing users to retrieve data from related entities even when there are no matching records. This flexibility enables the inclusion of data from multiple sources in a single query, providing a comprehensive view of relationships and dependencies across entities.
  • Complex Filter Conditions: FetchXML supports the use of complex filter conditions, including logical operators (AND, OR, NOT) and nested conditions, to fine-tune query results based on specific criteria. Whether you're filtering by date ranges, product categories, or custom attributes, complex filter conditions offer unparalleled flexibility in shaping query results to meet your analytical needs.
  • XML-Based Customisation: One of the key advantages of FetchXML is its XML-based syntax, which provides users with granular control over query structure and behaviour. From specifying attribute columns and sorting criteria to defining aggregate functions and join conditions, the XML format allows for precise customisation tailored to unique business requirements.

By harnessing these advanced features of FetchXML, users can gain deeper insights and uncover hidden patterns within their data. Whether it's aggregating metrics, incorporating data from multiple sources, or refining query results with complex filter conditions, FetchXML empowers users to extract maximum value from their Dynamics 365 environment.


Overcoming Data Limitations with Optimisation Techniques

When it comes to D365, the 5,000 record limit within views can sometimes feel like a constraint. However, with the right optimisation techniques, you can navigate around this limitation and efficiently handle larger datasets. Let's explore some strategies for optimising views to overcome these data limitations:

  • Selective Filtering: One effective strategy for optimising views is to apply selective filtering to narrow down the dataset retrieved by the view. Instead of fetching all records at once, apply filters based on specific criteria such as date ranges, status, or categories relevant to the user's current context. By filtering out unnecessary records, you can reduce the overall data volume retrieved by the view, thereby improving performance and minimizing the risk of hitting the 5,000 record limit.
  • Incremental Loading: Another approach to optimising views is to implement incremental loading techniques. Rather than loading all records in a single query, break down the data retrieval process into smaller, manageable chunks. For example, implement pagination or lazy loading mechanisms to fetch data in batches, loading additional records as needed when users scroll or navigate through the view. This approach helps distribute the data retrieval workload and minimises the strain on system resources, allowing for smoother performance and avoiding issues related to the record limit.
  • Leveraging Server-Side Processing: One of the most powerful optimisation techniques is to leverage server-side processing capabilities. By offloading heavy computational tasks to the server, you can reduce the processing burden on the client-side application and improve overall performance. Utilise server-side aggregation, sorting, and filtering capabilities provided by Dynamics 365 to streamline data retrieval and manipulation. This not only helps mitigate the impact of the 5,000 record limit but also enhances scalability and responsiveness across the board.

Empowering Collaboration with Shared Views

Beyond personal use, shared views in Dynamics 365 offer a powerful means of collaboration within teams and across departments. Here are some key best practices for leveraging shared views effectively:

  • Clear Communication: Ensure clear communication within your team or department regarding the purpose and content of shared views. Clearly define who should have access to specific views and what insights they provide, facilitating efficient collaboration and decision-making.

  • Role-Based Access: Utilize role-based access controls to determine who can view and modify shared views. Assign appropriate permissions to ensure that team members have access to the views they need while protecting sensitive information and maintaining data integrity.
  • Regular Review and Updates: Schedule regular reviews of shared views to ensure that they remain relevant and up-to-date. As business requirements evolve, make necessary adjustments to shared views to reflect changes in priorities, processes, or data availability.
  • Documentation and Training: Provide documentation and training resources to help team members understand how to use shared views effectively. Offer guidance on how to interpret view data, apply filters, and customise views to meet individual needs, empowering users to make the most of shared insights.
  • Feedback Mechanisms: Encourage feedback from team members regarding the usability and relevance of shared views. Solicit suggestions for improvements and enhancements to ensure that shared views continue to meet the needs of users and support collaborative decision-making.


Streamlining View Management with Automation Tools

Automating view management tasks can significantly reduce administrative overhead and streamline operations within Dynamics 365. Here's how you can leverage automation tools to simplify view management:

  • Bulk Creation and Updating: Utilise solutions or third-party extensions to create or update views in bulk, saving time and effort compared to manual creation or updates. With the ability to define templates and apply changes across multiple views simultaneously, bulk management tools streamline the process of maintaining view configurations.
  • Deployment with Power Automate Flows: Leverage Power Automate flows to automate the deployment of views across environments. Create workflows that trigger view deployment based on predefined conditions or schedule, ensuring consistency and accuracy in view configurations across instances of Dynamics 365.
  • Role of Solutions: Solutions play a crucial role in managing views within Dynamics 365. Use solutions to package and deploy view configurations along with other customisations, facilitating seamless migration and deployment across environments. Solutions also provide version control and rollback capabilities, ensuring traceability and governance in view management processes.


In this exploration of Dynamics 365 views, we've uncovered advanced strategies for optimising user experience, overcoming data limitations, fostering collaboration, and streamlining view management. By implementing these techniques, organisations can drive informed decision-making, enhance collaboration, and improve operational efficiency.

Ready to take your Dynamics 365 experience to the next level? Contact CRM Knowledge today for expert training, support, and consulting tailored to your organisation's needs. Find out more at

Or get in touch today at


Peter Clements

Peter is the founder and chief consultant at CRM Knowledge. With an impressive background spanning over 20 years, Peter has established himself as a leading expert in CRM systems, particularly specialising in Microsoft Dynamics 365.Throughout his career, Peter has been dedicated to providing great support, training, and consulting services in the realm of CRM. His in-depth knowledge and hands-on experience with D365 have made him a trusted advisor for countless businesses seeking to optimise their customer relationship management processes.