In modern CRM (Customer Relationship Management) and ERP (Enterprise Resource Planning) systems, the ability to filter, sort, and display data based on user needs is critical for productivity and efficiency. Two of the most powerful tools to achieve this in systems like Microsoft Dynamics 365 and Salesforce are Personal Views and System Views.
While both serve the purpose of presenting relevant data, they differ significantly in terms of scope, control, accessibility, and security. This article provides a detailed comparison between Personal Views vs System Views, explains how and when to use each, and outlines best practices for maximizing their potential.
1. What Are Views?
Before we compare the two types, it’s important to understand what a view is in the context of CRM or enterprise software.
A view is a customized presentation of data from a specific entity (or table). It defines:
- Which columns (fields) are shown
- How data is sorted or grouped
- What filters are applied
- Which users can access the view
Views are used across dashboards, list pages, search results, and reporting modules.
2. What Are Personal Views?
2.1 Definition
A Personal View is a custom view created by an individual user. It is typically stored in the user’s profile and only accessible to that user — unless explicitly shared with others.
2.2 Key Characteristics
- Created using Advanced Find or built-in view creation tools.
- Visible only to the creator by default.
- Can be shared with individuals, teams, or roles.
- Editable and removable by the user who created it.
- Used to suit personal workflow or individual filtering needs.
2.3 Example Use Cases
- A salesperson filters leads from a specific territory.
- A support agent creates a view showing only high-priority open tickets.
- A marketing user saves a custom filter for contacts who opened a recent email campaign.
3. What Are System Views?
3.1 Definition
A System View is a global, administrator-defined view that is available to all users (or specified roles) across the system. It is part of the system’s metadata and is typically used to enforce standards in data presentation.
3.2 Key Characteristics
- Created and managed by system administrators or customizers.
- Available organization-wide.
- Cannot be deleted or edited by standard users.
- Often used as default views, public filters, or dashboard components.
- Supports business logic, including integration with security roles.
3.3 Example Use Cases
- A global view of all active customers.
- A default “My Open Opportunities” view for sales staff.
- Standardized views for legal compliance or reporting.
4. Comparison Table
| Feature | Personal Views | System Views |
|---|---|---|
| Creator | End user | Administrator or system customizer |
| Access | Private (sharable) | Public/system-wide |
| Customizability | Fully editable by creator | Only editable by admins |
| Sharing | Manually shareable | Automatically available to roles/groups |
| Security Role Integration | Limited | Full support |
| Deployment Scope | User-specific | Organization-wide |
| Use in Dashboards/Charts | Limited | Fully supported |
| Deletion/Update Control | User can manage | Controlled by admins |
| Best For | Individual tasks or filters | Standardized, repeatable views |
5. Creating Personal Views (Example: Microsoft Dynamics 365)
Steps:
- Navigate to any data grid (e.g., Leads, Opportunities).
- Click Advanced Find or use the new search experience.
- Define filters (e.g., “Status = Open”, “Owner = Me”).
- Select desired columns.
- Save the view with a unique name.
- Optionally, share the view with colleagues or teams.
Benefits:
- Quick customization without needing admin help.
- Empowers users to tailor data to their specific workflows.
- Can be created in minutes and adjusted as needed.
6. Creating System Views
Steps:
- Navigate to Customization > Entities > Select an Entity.
- Go to Views, then click New View.
- Define filters, column layout, and sorting order.
- Save and publish the view.
- Optionally, set as default view or restrict visibility by role.
Best Practices:
- Use naming conventions (e.g., “Active Contacts – Global”).
- Limit the number of system views to avoid clutter.
- Regularly review and retire outdated views.
- Coordinate with data governance teams for compliance and standards.
7. Sharing Personal Views
In systems like Dynamics 365, personal views can be shared with:
- Individual users
- Security roles
- Teams
Permissions:
When sharing, you can define what recipients can do:
- Read – View only
- Write – Modify the view
- Delete – Remove the view
- Assign/Share – Share further
Sharing personal views increases collaboration but also requires proper permission management to avoid confusion or unauthorized changes.
8. Security Considerations
Personal Views:
- Not bound by role-based access unless shared.
- May inadvertently expose sensitive filters if improperly shared.
- Cannot be used to enforce security boundaries.
System Views:
- Controlled and secured through roles.
- Useful for enforcing standardized access to filtered data.
- Can be restricted to specific departments or job functions.
Important: Views do not override field-level or record-level security — they respect underlying data access controls.
9. Use Cases and Scenarios
Scenario 1: Sales Team
Personal View:
- A sales rep creates a view to see all their own leads that were created this week.
System View:
- Admin creates a view: “All Open Opportunities Over $10K”, accessible by the entire sales department.
Scenario 2: Customer Support
Personal View:
- An agent filters only the unresolved tickets assigned to them with high priority.
System View:
- Supervisor creates a view for “All Open Tickets by Region” for team dashboards.
Scenario 3: Marketing
Personal View:
- A user builds a view showing contacts who opened last month’s email campaign.
System View:
- Marketing ops defines a standard view for “All Contacts Opted into SMS Campaigns”.
10. Advantages and Limitations
10.1 Personal Views
Advantages:
- User autonomy and flexibility.
- No need for admin involvement.
- Ideal for quick tasks or one-time use.
Limitations:
- Not visible system-wide.
- Can’t be used in charts/dashboards by default.
- Risk of clutter or duplication if many personal views are created.
10.2 System Views
Advantages:
- Centrally managed and consistent.
- Integrates with dashboards and business logic.
- Supports role-based access.
Limitations:
- Only editable by admins.
- Slower to implement for ad hoc needs.
- May become overwhelming if poorly managed.
11. Best Practices
For Personal Views:
- Use meaningful names (e.g., “My Open Cases – High Priority”).
- Periodically review and delete old views.
- Avoid oversharing unless necessary.
- Tag views with dates or projects for clarity.
For System Views:
- Use naming standards (e.g., [Department] – [Purpose]).
- Group views logically by function (e.g., Sales vs. Service).
- Train users on which views to use and why.
- Regularly audit usage and relevance.
12. Enhancing Views with Charts and Dashboards
In systems like Dynamics 365, System Views can be paired with:
- Charts – for visual analytics.
- Dashboards – to provide overview pages.
Personal Views can sometimes be used in charts/dashboards if shared properly or if the platform allows.
13. Cleaning Up Views
Too many views — personal or system — can lead to interface clutter and user confusion.
Recommendations:
- Archive or delete views not accessed in 90+ days.
- Consolidate similar views.
- Educate users to avoid redundant personal view creation.
- Use naming conventions to categorize views clearly.
14. Platforms That Use Personal/System Views
- Microsoft Dynamics 365
- Salesforce
- Zoho CRM
- Oracle NetSuite
- SAP CRM
- Power Platform / Dataverse
- Custom-built enterprise software
The concepts of personal vs system views apply broadly across CRM/ERP/data platforms where user-level customization and admin control must coexist.