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Creating and Managing Custom Views

You can create custom views of your files and proofs to list the items you want in the ways you want them displayed. You can also export the information in your Custom view as a report (in CSV, comma separated value, file format).

NOTE Custom views are available only on Select and Premium plans (previously Enterprise and Unlimited). Please contact our Sales team for a quote.

The custom view's actions menu give you the option to edit, copy, share your view with other users in your account, export the view to a CSV file, or delete it. To open the actions menu, click the arrow next to the views dropdown.

NOTE Clicking the name of the proof in your custom view takes you to the Proof details page for that proof.
  • To access the proof in the Proof Viewer, click on the Go to proof button (1) - note that this button will only be available if you include the Proof name column in your view.
    go_to_proof_on_view.png

Creating a Custom View

When you create a custom view, you can choose:

  • Whether to include proofs, files, or both
  • Which columns are displayed
  • Which column to sort by
  • The sort order for the column (ascending or descending)
  • Which types of filters to use for determining what information is included in the view

After the custom view is created, it is available to use immediately. The name of the new view is also included in the drop-down menu under the heading My custom views (below the Standard views). 

To create a custom view:

  1. Navigate to the Views page.
    proof_views.png
  2. Do either of the following, depending on whether you want to create a new custom view from scratch, or create a new custom view based on an existing standard view:
    • To create a new custom view based on an existing standard view: From the drop-down menu, select the existing standard view you want to use as the basis for your new custom view.
      The Columns, Sorting, and Filters options from the standard view are included in the new view by default.
      proof_view_edit.png
      Click the View Settings icon, then click Copy to new custom view.
      proof_custom_view_icon.png
    • To create a new custom view from scratch: Click the New View button.
      proof_newview.png
      The New Custom View page is displayed.
      proof_customview_new.png
  3. In the Details section, specify the following information:
    Name: Specify a name for the new view. Use a unique name so users can easily find the custom view in the drop-down menu on the Views.
    This field is required.
    Items: Select whether you want both proofs and file, proofs only, or files only included in the view. By default, both proofs and files are included. 

  4. In the Columns section, determine which columns you want to include in the custom view:
    1. Click the Right arrow.
      proof_view_rightarrow.png
    2. Double-click the name of the selected column.
      You must select at least one column, and a column can be added only once. 
    3. Select a column from the Available columns area that you want to include in the new view.
      The columns are moved from the Available columns list to the Selected columns list.
      You can select from the standard columns, or you can choose Custom fields and Decision Reasons to be columns in your custom view. (If you have these configured in your account, they appear under the standard list of Available columns area.)
      Following are the standard columns you can include:
      Column Function
      Active stage name Name of the active stage in the automated workflow.
      Comments The number of comments received.
      Counter Shows a number of the proof that has been uploaded on your account (you have to have a Proof counter option enabled in Account Settings).
      Created The date and time the item was created.
      Creator The user who created the item.
      Date added to proof The date you were added to the proof. 
      Deadline The deadline for the whole proof.
      Decisions The number of decisions given out of the expected number (e.g. 0 of 1, 1 of 1, etc.)
      Downloads The number of times the original file has been downloaded.
      Filename The name of the file or proof.
      Folder The folder containing the item.
      Last activity The date and time of the last activity on the item.
      Latest decision on The date and time of the last decision made.
      My deadline Your own deadline on the proofs where you are explicitly added as a Reviewer/Approver (if applied).
      Owner The owner of the item.
      Owner country The country registered in the system for the owner of the proof. 
      Parent proof The name of the parent proof.
      Progress

      Progress bar. Displays proofs that are not yet Started, Opened, Commented on, or Decided on.

      This information is not sorted on.

      Proof name The name of the proof.
      Proof type

      The type of proof: Static file, Static web page, Interactive web (.zip upload), Interactive web page (https), Video, Audio, SWF animated, SWF interactive, and Other.

      Combined proofs are identified as "Combined proof type." File type of the proof.

      Size on disk

      File size of the proof as it relates to the disk usage quota.

      This information provided for the current version of the proof. If there is no current version, it is for the most recent version.

      Stage deadlines Deadline of stages in the automated workflow.
      Stage name Name of each stage in the automated workflow. This includes past stages, active stages, and future stages.
      State Active, Locked, Draft, or Submitted.
      Status Pending, Changes required, Approved with changes, Approved, or Not relevant.
      Tags Any tags attached to the item.
      Upcoming stage names Name of each stage that has not yet started in the automated workflow.
      Version counter The number of versions of the item. 
      Proof version number The version number of the proof.
    4. Do either of the following to move the column to the Selected columns area so that it is included in the new view:
    5. (Optional) Reorder any columns in the Selected columns list.
      The order in which columns are shown in the Selected columns list determines the order in which the columns are displayed in the custom view.
      The columns are visible in the Selected columns list in the order that you added them from the Available columns list.
      To reorder a column in the Selected columns list, select the name of the column and drag it either up or down in the list.
    6. (Optional) To remove a column from the Selected columns list, click the name of the selected column and click the Left arrow. Alternatively, you can double-click the name of the selected column (the column is moved back to the Available columns list). 
      NOTE A column can be added only once, e.g., if you move Comments column from Available to Selected columns list, the name of this column will disappear from Available columns list.
  5. In the Sorting section, specify the following information:
    Sort by: Use the Sorting tab if you want to set a particular order in which items are listed in your custom view. If you do not select a column for sorting, the default is No column - that is, no special sort column or order.
    Only the columns you selected on the Columns tab are included in the Sort by column drop down list.
    Ascending or Descending: Select whether you want to sort the column either ascending or descending by default.
  6. Use the Filters section to define one or more criteria for selecting items to include in your Custom view. Filters are especially helpful if you want to use your custom view as a report.
    NOTE To include all items in your custom view, skip the Filters section.
    Specify the following information: 
    Field: Select the Field for this filter (Comments is the default field.) The Field list contains all the Standard fields (as in the Columns tab). The list is not limited to the columns you selected for display.
    Operator: The Operators available for the filter depend on the type of Field you selected. Select an Operator that shows the relationship between the Field and the value field which you will fill in afterwards.
    Value: Select or enter your chosen value in this Field, according to the field and the Operator you selected. Depending on the Operator you chose, there might be one Value field or two or none.
    See the examples below.
    For Select (previously Enterprise) customers, if you have customized your Decisions, you will see your custom decisions here (rather than the standard Decision options).
    Filters will be applied using the following logic: Filter criteria between different fields will use the AND operator. Multiple filter criteria using the same field will use the OR operator for the same field.
    Example filters: If you want to see only proofs with zero comments, you'd select/input the following values:
    • Field: Comments
    • Operator: Equals
    • Value field: 0
    If you want to see only proofs with two or more comments, you'd select/input the following values:
    • Field: Comments
    • Operator: Greater or equal to
    • Value field: 2
    If you want to see only proofs with between 1 and 4 comments, you'd select/input the following values:
    • Field: Comments
    • Operator: Between
    • Value field (first field): 1
    • Value field (second field): 4

      NOTE
      • You can change a filter that you have added to your Custom view without any problems or remove it by clicking the cross icon next to the setup filter if needed
      • Because the Field list is not limited to the columns you selected on the Columns tab, take care when you create a filter that includes a column you did not select for display in your custom view. For example, the following filter for the view will select all proofs with a Version counter value of 2 or more:
        • Field = Version counter
        • Operator = Greater or equal to
        • Value field = 2
      If you create this filter but did not select Version counter on the Columns tab, when viewing your custom view you will not immediately see from the results why the proofs were selected, as there will be no Version counter column.
      In this case, it might be helpful to name the Custom view 'Proofs with 2 or more versions' to indicate how the proofs were filtered.
  7. In the Sharing section, select which users in your account will be able to see your Custom view.
    Custom views are specific to the user who creates them. By default the new Custom view is visible only for its creator; however, you can choose to share your custom view by choosing one of the following options:
    Only you can see this custom view: Select this option if you want the custom view to be available only to you.
    This is the default option.
    All users can see this custom view: Select this option to make the custom view available to all users on your account.
    Select users that can see this custom view: Select this option to make the custom view available only to specific users. 
    Begin typing the name or the email address of the user who you want to have access to the custom view, then click the name when it appears in the drop-down list.
    If you choose to not share your view with other users at this point, you can do so later by editing the custom view.
  8. Click Create.
    The Custom view is displayed and is available on the Views page.

Editing Custom views

You can edit a custom view easily. To edit a custom view:

  1. Go to the Views page
  2. Click on the Views button (1)
  3. Select the view you want to edit from the drop-down menu.
    proof_view_edit.png
  4. Click the View Options button, then click Edit view.
    proof_view_options.png
    The Edit Custom View page is displayed.
  5. Click on the Actions menu (3)
  6. Select Edit view(4) from the menu
    editing_custom_view_2.png
  7. The Edit custom view page is displayed.
Edit_custom_view_page.png

NOTE If you edit your Custom view, the columns in Selected columns list will arrange in an alphabetical order automatically. You will need to rearrange them if needed before updating the view.

Copying Custom Views

The Copy view function lets you easily make a copy of an existing custom view. This is really useful, for example, if you want to set up separate views for all your designers, with each view being the same except for the proof owner (designer).

To copy a custom view:

  1. Go to the Views page
  2. Click on the Views button (1)
  3. Select your Custom view from the list (2)
  4. Click the Actions menu (3)
  5. Select Copy from the menu (4)
    copying_custom_view.png
  6. In the Copy custom view page all the original settings are populated. Modify the Custom view as per your choice and click the Copy view button. You will be taken to your new view immediately.copy_custom_view_page.png

Sharing Custom Views

The Share view function lets you share a view with other users in your account if you did not already select them on the Sharing section for the view. When you share a custom view with other users, the view appears in their My custom views section of the Views drop down menu.

To share a custom view with other users:

  1. Go to the Views page
  2. Click on the Views button (1)
  3. Select your Custom View from the list (2)
  4. Click the Actions menu (3)
  5. Select Share view from the menu (4)
  6. The Edit custom view page will come up.
  7. In the Sharing section elect the users you want to share the view with and click Update view.

 Edit_custom_view_page__1_.png

Exporting Custom Views to CSV Files

To export the data from a custom view to a CSV file:

  1. Go to the Views page
  2. Click on the Views button (1)
  3. Select your Custom View from the list (2)
  4. Click the Actions menu (3)
  5. Select Export to CSV from the menu (4)

 exporting_custom_view.png

  • In a separate browser window, 'Generating report: 100%' appears plus the number of records (the number of items included in the report from your custom view)
  • If a security message appears indicating that the report download is currently blocked, click to allow the download to proceed
  • A File Download window will appear asking if you want to Open or Save the file. Click Save.
  • Select a location on your computer and save the file

Deleting Custom Views

You can delete a Custom view easily. To do this:

  1. Go to the Views page
  2. Click on the Views button
  3. Select your Custom view from the list
  4. Click the Actions menu (3)
  5. Select Delete from the menu (4)deleting_custom_view.png
  6. Click Delete (5) to confirm that you want to delete the current Custom viewdelete__1_.png
  7. The default All items view will appear and your deleted Custom view will no longer appear in the Views drop down menu.