This article will walk you through Creating Record Insights. For a short tutorial video about insights click here.
Creating Record Insights
To create a new custom view for a Record Type, Click on the Insights menu in the left navigation bar. Then click the Create Insights button at the top of the screen. Choose the record type for which you wish to create an Insight View.
To control which records are displayed in the view, you can create Conditions. These specify the rules which a record must follow to appear in this custom view.
In this example, we’ve named a new view “Top Accounts”. Then we click the Add Condition button and select a field for the condition to act on. We’ll use Annual Billing, which is a dollar amount listed under the Account details. In the next screens we can specify how the condition will function and its parameter. In the example, we’re using the “Greater Than” function, and then enter the amount parameter, “999999”. Click Save.
Now the new condition is listed on the left. Notice that it’s joined to the default condition of “Deleted is false” by AND. This means that BOTH conditions must be true for a record to be displayed in our custom view. Clicking AND will switch it to OR, meaning that EITHER condition needs to be true for the record to be included in the View.
Each field type will have different conditions to choose from. For more information on how to set these up, check out our tutorial video. For date fields, which have specialty filtering options, take a look at this article.
Click Add Columns and select a field to display in a column. In this example, we’ll choose Account name, City, State, Total Revenue, Expected Volume and Owner. Once all the desired fields have a check-mark next to them, click Save. You can always edit and add or remove columns later.
You’ll be able to sort by any of the column field data that you are selecting. Therefore, by choosing owner, we can now narrow results down to a single owner, or by choosing city, we can narrow results down to a single city.
Fields from associated records can also be included in the Insight. Select an associated record type at the top of the list, then select the field from that record to include in a column. In this example, a Contact Insight is showing an associated Account. We could, for example, include the Name field from the Account.
Managing the Columns
The data will appear in the order that you clicked it. Therefore, you may need to reorganize the columns. To do so, click the Manage Columns button.
From the right hand panel, you can drag the fields into the order you wish to view it. You can also update numeric columns by clicking the “Options Button” in this panel. The columns can be set to show aggregations (sum, average, maximums, minimums) as well as display the numbers as integers or USD or EUR currency. And lastly, you can remove a column by clicking the X associated with the unnecessary column.
You can set the default sort column and A-Z or Z-A direction by clicking on the column header, then using the green “Save” button.
When you’re finished configuring the view and the Table Preview shows what you’d like to see, click the green Save button to return to the records view.