Custom Views for your Online Database

You can easily create custom views for your online database with Relevant Tools. With custom views you control which columns of database are displayed on the screen and the order in which they are displayed. This is particularly useful if you have a database with a large number of fields that are used for different functions. For example, you could define a contact view, a status view and⁄or a performance view, and so on.

To get started creating a custom view click on "DATABASES", at the top of the screen. Next, select the database you would like to define the view for in the Database Selection section, shown below, and click on the "SELECT DATABASE" button.

select database

Next, click on the "Views" link located in the Database Functions section, in the right hand column of the screen, shown below.

select database

At this point, you have the option to either create a new view, edit an existing view or deleting an existing view.

define custom database view

With this in mind, either create a new view by entering a name in the "View name:" text box and clicking on the "CREATE VIEW" button or selecting an existing view to edit, using the pull-down menu in the Edit an Existing View section and clicking on the "EDIT VIEW" button, shown below. For the purposes of this tutorial, we will be creating a view named System Fields View.

define or edit a custom database view

Select the field you would like to use for each of the columns in the view, shown below. You can also specify a maximum column width for the field. The field width definition here does not alter the field definition in the database; it only defines the column width for the data displayed on the screen.

set view field columns

Once you have selected all of the fields you would like to include in the view, click on the "DEFINE VIEW" button, at the bottom of the screen.

In addition to using the fields defined within your database you can also include system fields in your view, shown below. System fields such as Created on or Updated on are automatically added to each record as they written to the database.

view system fields

To work with your defined view(s), display your database in the usual manner by first clicking on "DATABASES", at the top of the screen. Then selecting the database in the Database Selection section and finally, clicking on the "DISPLAY" button. Once the database is displayed on the screen you can toggle from the default All User–defined Fields view to any view defined for the database, shown below. The default view will most often be displayed when you first display your database. The fields defined in the Current view will be displayed across the screen in the order specified in the view.

define view field order

In addition to controlling the fields you see on the screen, views also control which data elements are exported. When you export your database only the fields defined in the view are exported. Be sure to use the default All User–defined Fields view, if you would like all the data in the database to be included in the export. Finally, if you want to export system fields you will need to define a view that includes the desired system fields.

view controls export

Have fun creating views for your data. You can change your views at any time.