Custom User View - Best Practice

Overview

This guide will explain the benefits of using custom views, the custom user view tool and using the visibility settings. 

A video on the configuration and example configuration can be found here.

What is a custom user view?

Within the global system tab, you will see the user view settings, which allow you to change the list of individuals which users can see in the different areas of the system. The custom views will be set at a global or template levels in the system and so will only need to be changed if the user requires a different view set:

1. Calendar View: Who can the user see on the calendar on the frontend (web user interface) of the system.
2. Reporting View: If the user is a Standard Admin or Standard Authoriser who are they able to get data on via the reports section.
3. Staff Record View: Who’s (user) records via the frontend can they access via the search at the top if the screen, and place requests on behalf of. This will be required for a Standard Authoriser.
4. Admin View: Only for Standard Admins who may require seeing a different group of users via the admin panel of the system. For example, if you have a regional admin, they may only need to see everyone in Germany.

Types of visibility

Within each type of user view listed above you will have different options which can be applied:

1. Everyone: Allows to see All users.  
2. My Record: Allows to only see yourself.
3. Reportees: Allows to see your primary reportees and anyone you have been set as an alternative (back-up Manager) for. 
4. Direct Reportees: Allows to see your primary reportees only.
5. Custom: Gives the flexibility to create any view of users required, please see below for more details.

Custom user view tool

The custom filter is linked to the ‘Custom’ option above. This tool can be found under the global settings and allows creating as many views as needed and apply then globally, for a sub-set of users or on a user level. 

Specify groups:

This allows you to include users that fall under a certain Country, Location, Team, or any other Group type, in this view. For each level, you'll also have a My own option; this shows any user the view is applied to their own group of this type.

Specify user templates: 

1. User templates: These will be found under the ‘template’ section in the admin panel and are used to differentiate groups of users, for example if you are a global company and have two offices in France and Germany. You will these two templates to select. 
2. Include authorises, self, reportees and leavers:
3. Add own authoriser: Ability to add the Manager of the user to the view. 
4. Add own record: Ability to add the user logging in to the view.
5. Add own reportees: Ability to add reportees to the view for Managers. 
6. Include leavers who are within these groups/templates: Individuals who have left the organisation.

Specify individuals: 

You can search for individuals who have not already been added to the view as well, using the other filters. 

You will also be able to customise the list of users who you have included in this view and remove / exclude any specific individuals from the view.

How to create a Custom View and apply these?

The below knowledge base articles will instruct you on creating a new Custom View and applying these globally, for a sub-set of users and on the individual level:

• Changing the Reporting User View - User level
• Changing the Calendar User View - User level
• Changing the Staff Records User View - User level
• Changing the Admin User View - User level
• Changing the Reporting User View - Template level
• Changing the Calendar User View - Template level
• Changing the Staff Records User View - Template level
• Changing the Admin User View - Template level
• Changing the Reporting User View - Global level
• Custom filter configuration