Admin tutorial 2: Creating views

Audience: Administrators

Overview

A view is a set of ordered rules and box styles that drives the presentation of your org chart. Views can be created and modified by Administrators and Read/Write users with the correct permissions.

The following article provides instructions for:

• Creating a new box style
• Creating a new view
• Modifying view rules
• Adding rules to a view
• Promoting a view to other users

Creating a new box style

Box styles contain the information that is displayed on the chart. 

1. Click on the Box styles tab in the right-side bar, and then click on the Shared tab. The Shared box style library allows you to create custom box styles that can be access by other users in the account.

2. Click on the + button to add a new shared box style to the shared box style library. An untitled box style is added.

3. Right-click on the newly added box style, and then click on Edit.

4. The box layout editor is displayed. Make edits to the box styles, as desired. In this section, the following edits include:

• Changing a box shape
• Modifying the box border color
• Adding a new row and new field to the box

Note

Reference the Box Layout Editor article for a full breakdown of the options available.

5. To change the box style shape, click on the box style shape option, and then select a new shape.

6. Click on the box border color pencil, and then select a color for the box border.

7. Click on a field within the box to see the floating toolbar.

8. Click on the rows icon, and then choose to add a row above or below the selected row.

9. The row is added. With the new row selected, click on the Free text menu, and then hover over the Field or formula option. A list of your chart's fields and formulas are displayed. Click on a field or formula to add it to the box.

10. Click on Finish editing layout.

11. Click on Save layout changes to preserve your changes.

12. Optionally, right-click on your box style, and then click on the Rename option to rename it.

13. Enter a name for the box style, and then click on Save.

14. Click on the ✓ icon to preserve your changes.

15. The box styles has been updated and renamed. Optionally, repeat the steps above to create additional box styles that you can apply in your views.

 

 

Creating a new view

16. Click on the View rules tab in the right side bar, click on the Current view drop down menu, and then select the View library option.

17. Ensure that you are in the Shared view library, and then click on the Add view button.

Note

Only Views that are created in the Shared view library can be customized.

18. Enter a name for the new view, and then click on the ✓ icon to preserve your changes.

19. Click on the newly added view to select it, and then click on the Edit view option.

208. Click on Save changes to preserve the changes you've made to the shared view library.

Modifying view rules

21. By default, the new view is created with a rule that applies he Classic system box style to all the boxes. Double-click on the existing rule to edit it.

22. The rule editor appears. This rule is an 'Always apply' rule, which means the rules is applied to all boxes in the chart. Select your new box style from the box style tab, and then click on Save.

23. The box style is applied to all of the boxes in the chart.

Adding new rules

Newly added rules are added as basic rules. Basic rules are rules that are applied using conditions, which are defined by selecting a field, comparison value, and field value. In the following example, we will add the following new rules to this view:

• Apply a different box style to vacant positions
• Appy an assistant branch style to records with 'Assistant' in the title
• Apply a box flag to employee's that are part-time

Apply a different box style to vacant positions

In the following example, we will create a rule to apply a vacant box style to all records with a 'Name' value equal to 'Vacant.'

24. Click on the + Add rule button.

25. Click on the Field dropdown menu, and then select a field (i.e. Name).

26. Enter 'Vacant' into the Value textbox.

27. Scroll down in the Box Style tab, and then select the box style that you would like to apply to vacant boxes. Then, click on Save.

Note

You may need to re-size the Rule editor window if you're on a smaller screen.

Apply an assistant branch style to records with 'Assistant' in the title

In the following example, we will create a rule for applying an assistant branch style to any records with 'assistant' in the title.

28. Click on the + Add rule option to add an additional rule.

29. Click on the Field dropdown menu, and then select a field (i.e. Title).

30. Click on the Comparison dropdown menu, and select the contains option.

31. Click on the Value textbox, type a corresponding field value (i.e ' Assistant,').

32. Click on the Chart Styles tab. The Branch style option is shown.

33. Click on the Select a branch style dropdown menu, and then select the 'assistant-right' option. Click on Save.

34. The rule is applied.

Applying a box flag to part-time employees

In the following example, we will create a rule for applying a box flag to records with a 'FT/PT' value equal to 'Part-time.'

35. Click on the + Add rule button.

36. Select a field (i.e FT/PT) from the Field dropdown menu, as well as a comparison value (i.e 'equals') from the Comparison menu. Then, enter the field value, or use the dropdown value picker to select a value directly from your dataset.

37. Click on the Employee box tab, and then select the Box Properties option from the left side of the rule editor. Scroll down within the Box properties section, and then check the Box flag option.

38. Check the Set color checkbox, and then select a color from the color picker for the box flag.

39. Click on OK to close the box flag popover, and then click on Save.

40. The rule is added. You can drill through the chart (using the down arrows), or search for records to see that the rules have been applied.

41. Click on the ✓ icon to preserve your changes.

 

Promoting a view

Promoting a view is an action available to Administrators that makes the view available in the Available views list. 

Note

By default, views that are promoted to the Available views menu are only available to users with the Full Access group. Administrators can add and restrict which views are available to end users via their Access Group.

42. Click on the Current view dropdown menu, and then click on the View library option.

43. Hover over the view that you'd like to make accessible to other users, and then click on the + button. Then, click on Save to preserve your changes.

44. Click on the Available views dropdown menu. Notice that the Default view that you've created is now available for other users.

Once you've created and promoted a new view, it's time to create a custom chart. Continue to Admin tutorial 3: Creating custom charts.