Saved Views

Views allow you to save a combination of Filters, Sorting, Column Configurations, and Display Type as a new tab in your Index pages, allowing you to easily access the data you need with a single click. 

Saved Views are available on these index pages, with more coming in the future:

• Equipment
• Issues
• Parts
• Service History
• Vehicles
• Vendors
• Work Orders

There are three types of Views in Fleetio:

• Standard View - A default View in Fleetio. Typically, this is an All tab showing All data. Individual index pages also contain their own specific Standard Views:
  • For Equipment, these are the Assigned, Unassigned, and Archived tabs.
  • For Issues, these are the Open, Overdue, Resolved, and Closed tabs.
  • For Parts, these are the Part Locations you have access to according to your permissions.
  • For Service History, this is the All tab showing all Service Entries
    • If you're using the Maintenance Shop Integration, you will also see tabs for your Pending and Completed Service Entries.
  • For Vehicles, these are the Assigned, Unassigned, and Archived tabs.
  • For Vendors, these are Vendor Classifications.
  • For Work Orders, these will be your organization's Work Order Statuses (Open, Pending, Completed, etc.)
• Personal View - A View that you have created for your own use.
• Shared View - A Personal View that has been shared with other Users.

Create a New View

There are two ways to create a new View: by making changes to a Standard View and saving it as a new View or by creating a View from scratch.

Modify a Standard View

Standard views allow you to make minor changes without needing to save them as a new view.

• Minor changes include sorting and adding or removing columns.
• Minor changes will automatically save for Standard Views and will persist for Personal Views.
• You will not be prompted to save minor changes, but you can still do so by following the instructions below.

If a major change is made to a standard view, you will be prompted to save the view. Major changes include updating filters and these index-specific actions:

• Work Orders - Selecting a list, calendar, or resource scheduler Display Type

• Issues - Grouping the list from the Group button

Major changes will not persist if you log out of Fleetio and must be saved as a new view by following the instructions below.

To create a new view by modifying a Standard View:

1. Select a Standard View tab, then set your desired filters, columns, and sorting options.
   • In the example below, we've started with the Tab (a), then filtered by Vehicle Group (b), and sorted by Issue Date (c).

2. Click the Save Changes button and select Save as New View.
   • You can also click Clear Unsaved Changes to remove your selections.

3. Provide a Name and Description for your new View, and if applicable, choose who the View should be Shared with (see Share Views).
4. Click Save.

5. Your new View will appear as a tab at the top of the Index.

Create a New View from Scratch

To create a new View without starting from a Standard View:

1. Click + Add Tab, then click Add View.

2. Provide a Name and Description for your new View, and if applicable, choose who the View should be Shared with (see Share Views).
3. Click Save.

4. Your new View will appear as a tab at the top of the index.

5. Next, you can select your filters, sort, and change your column layout.
6. When you're ready to save your changes, click Save Changes and select Save Changes.
   • Select Save as New View to save your selections as a new View, or Clear Unsaved Changes to remove your selections.

Saved View Actions

Click and drag on a tab to reorder your Views.

Click on a View's Tab to access the More Actions Button for view management actions.

You can also access the More Actions Button from the + Add Tab menu.

The available actions depend on the type of view:

• Close View - Hides the tab and View from the top of your index
  • To reopen a closed View, click + Add Tab and select the View from the list.

• Make a Copy - Copy the View into a new Editable View. You'll be prompted to give your new View a name, as shown in Create a New View.
• View Details - For Standard Views and Views shared with you, this will display information about the View, including the Owner and Display Type.
• Edit Details - For Personal Views or Views Shared by you, this will allow you to change the View's Name and Description.
• Manage Sharing - Choose who the view should be shared with. See Share Views below.
• Delete - Delete the view. This cannot be undone.

You can also manage your Views from the + Add Tab menu. Here, you'll see saved Views you've created, Views shared with you, and Fleetio Standard Views.

Click a View to show it (checked) or hide it (unchecked) from your list of Tabs.

Share Views

Views that you create can be shared with other Users in your organization for easy collaboration and data sharing.

You can choose your sharing preferences using the Shared with drop-down when naming a new View.

For existing views, click the More Actions Button and select Manage Sharing.

Choose from the following sharing options:

• Private - Visible only to you
• Admins Only - Visible to all administrators in your organization
• Specific Roles - Use the Choose Roles drop-down to select which Roles can see your View
• Specific Users - Use the Choose Users drop-down to select which Users can see your View
• Everyone - Visible to everyone in your organization

Views Shared with You

When another User shares a View with you, a beacon icon will appear on your + Add Tab menu.

In the + Add Tab menu, you'll see the name of the Shared View and a NEW indicator.

Click on the View to add it to your tab menu.

Once added, you can modify the view by selecting filters, columns, and sorting however, you cannot save changes to a Shared View.

If you wish to save your changes, select Save as New View to save a copy of the Shared View with your changes as a new View.

Additional actions are also available for shared Views by clicking the More Actions Button. (see Manage Views)

My Saved Views

My Saved Views in your Account Settings allows you to see all of your Views across the platform in one place.

To access My Saved Views:

1. Go to your Account Menu and select Settings

2. In the Settings sidebar, click My Saved Views.

Here you'll find information for all of your Saved Views, including Name, Description, Record Type, Display Type, Visibility, and the date it was Last Updated.

Click on a Saved View to move directly to the Saved View on its index page.

• Use Search (a) to search for a specific Saved View
• Filter (b) the list by Record Type, Visibility, or Display Type
• Click the More Actions Button (c) to Make a Copy, Edit Details, Manage Sharing, Transfer Ownership, or Delete.

Transfer Ownership

On the My Saved Views page, you can transfer the ownership of your Saved Views to another User.

When you transfer ownership, you are giving another User total ownership of the Saved View, and it will no longer appear on your My Saved Views page.

To transfer ownership:

1. In My Saved Views, click the More Actions Button for the view and select Transfer Ownership.

2. Choose the new View Owner using the drop-down menu.

3. Click the Transfer Ownership button to complete the transfer.

Managing Saved Views for Administrators

If you're an Account Owner or Administrator, you can manage the Saved Views for all Users in your account.

Start by navigating to Saved Views in your Account Settings:

1. Go to your Account Menu and select Settings

2. In the Settings sidebar, click Saved Views in the Organization section.

Here, you'll find the Saved Views for all of your Users, including basic information about each Saved View: Name, Description, Record Type, Display Type, Owner, Visibility, and Last Updated Date.

• Use Search (a) to search for a specific Saved View
• Filter (b) the list by Owner, Record Type, Visibility, or Display Type
• Click the More Actions Button (c) to Transfer Ownership of a Saved View to a different User

Transfer Ownership

If a User is leaving your organization or is changing roles, you may need to Transfer Ownership of their Saved Views to a different User.

To transfer Ownership of a Saved View:

1. On the Saved Views page in your Account Settings (shown above), click the More Actions Button and select Transfer Ownership.

2. Choose the new View Owner using the drop-down menu.

3. Click the Transfer Ownership button to complete the transfer.