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.

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

4. Make edits to the box style. In this section, the following edits include:

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

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. To add a new row to the box style, click on an existing row, and then click on Insert > Rows > Insert 1 row (above or below).

7. By default, a row with a free text field is added. To add a field from your dataset to display in the box style, select the newly added row, and then click on the Insert field option. Select a field from your data set from the Insert field dropdown menu to add it to the box.

8. To adjust the border color, click on the border color icon, and then select a new color from the color picker.

9. Once you've finished styling your box, click on the Finish editing layout option in the top-right corner of the screen.

10. Click on the Save layout changes option to preserve your changes.

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

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

13. Optionally, repeat the steps above to create additional box styles that you can apply in your views.

Creating a new view

14. 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.

15. 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.

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

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

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

Modifying view rules

19. 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.

20. 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.

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.'

21. Click on the + Add rule button. The rule editor appears.

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

23. Click on the Value dropdown menu, and then select a corresponding field value (i.e 'Vacant.').

24. In the Box style tab, select the vacant box style.

25. Click on Save to add the rule to your list of rules.

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.

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

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

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

29. Click on the Value textbox, type a corresponding field value (i.e ' Assistant,') and then click on the Branch styles tab.

30. Click on the Branch style dropdown menu, and then select the 'assistant-right' branch style.

31. Click on Save to add the rule to your list of rules.

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.'

32. Click on the + Add rule button.

33. Click on the Field dropdown menu, and then select a field (i.e FT/PT).

34. Click on the Value dropdown menu, and then select a corresponding field value (i.e Part-time).

35. Click on the Box properties tab, and then check the Box flag checkbox.

36. Check the Set color checkbox, and then select a color from the color picker.

37. Click on OK.

38. Click on Save to add the rule to your list of rules.

39. 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.

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

41. 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.

42. 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.