Mastering D365 Views

Mastering D365 Views

Welcome to our blog on Dynamics 365 Views! In this article, we'll take you on a journey to explore the world of views and how they can make your life easier. Whether you're a seasoned user or just getting started, we've got you covered. Get ready to discover what users really need from views, the power of FetchXML, the ins and outs of data limits, and the difference between System, Public, and Personal views. We'll also walk you through the key components of any view, share tips on preparing and sharing personal views, and even help you manage views from deactivated users or across different environments. So, buckle up and get ready to revolutionise your data management with D365 views!

What Do Users Need From Views?

Users need views that are easy to use, with clear and relevant information displayed. They need to be able to filter and sort the data based on their specific needs. Views should also be easily accessible and customizable to their liking.

What Is FetchXML, and Why Is It Important?

FetchXML is an XML-based query language used in Dynamics 365 views. It allows you to create complex queries, and fetch data from multiple entities. It's important because it provides a powerful tool to create custom views with multiple criteria.

What Are the Data Limits in Views and Navigating Views?

The data limit in views is 5,000 records. This is technical limit imposed by the technology platform. This applies within the interface of Dynamics 365 and PowerPlatform Model Driven Apps and wherever a FetchXML query (eg within PowerAutomate) is being used to retrieve data from Dynamics.

What Is the Difference Between a System, Public, and Personal View?

System views are created and managed by the system administrator, and they are available to all users. Public views are created by the system administrator, while personal views are created by a user and available only to that user (unless shared with another user or team).

What Are the Key Components of Any View?

The key components of any view are the entity, the columns, the filter criteria, and the sort criteria. These components are used to define what data is displayed in the view, and how it's displayed.

How Is a Personal View Prepared and Shared?

To prepare and share a personal view, you can create a new view by clicking the "New" button, define the filter criteria, and select the columns you want to display. Once the view is created, you can share it with other users by clicking the "Share" button and selecting the users you want to share it with.

How Do I Move Personal Views From Deactivated Users and From One Environment to Another?

XRMToolbox has a utility called Personal View Manager that allows you to re-assign a view from a deactivated user to another user. There is no out of the box method to achieve this. Ideally, users creating personal views should always share them to system administrators and provide Assign permissions so that the admin user can re-assign the owner of the personal view.

What Is the Difference Between the Various System Views, and How to Modify Them?

System views are those provided by Microsoft and appear in most tables – for example, there is the Quick Find view which can help users search tables. Other Lookup views include the associated view, lookup view and advanced find view. Additional views generated by System Administrators are called Public View (see below). System and Public views are managed through solutions.

How Do I Add a Public View?

Add a Public View via a solution in

How Do I Make Sure My Users Can Access Views?

All users can access System and Public views. A user has full access to their Personal Views and may share that view with other users – they can define what permissions the user will have when the view shared.

Remember that a user could access a view but NOT have access to the data that the view serves up. The data visibility is based on security roles – view permissions do not give access to data.

What Else Would I Need to Know About Views?

Views are a powerful tool in Dynamics 365, but they require some understanding of the underlying data and how it is organized. By understanding the key components of views and how to create and modify them, you can create a more efficient and effective data management system that meets the needs of your organization. With these tips and tricks, you'll be able to leverage D365 views to improve your workflow and make better-informed decisions.


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.