Create and Manage Contact Views
A contact view gives you a reusable way to open the same group of leads. For example, you can keep a view for overdue follow-ups or contacts in selected stages. A view saves its filters, sort order, and visible columns. Its results update as contact details change.
Users with access to CRM → Contacts can create views for themselves. Account admins and CRM admins can also create views for Everyone in this account and set the account's default shortcuts. A view never grants access to contacts or fields that a user's role cannot see.
Entry pointCRM → Contacts → Manage views
Create a View
- Open the Contacts tab and select Manage views.
- Select Create view, then From scratch or a template. Templates include recent leads, overdue follow-ups, hot leads, and selected stages; the available choices can vary with your workspace's stages.
- Enter a View name. Add a description if it will help you recognize the view later.
- Choose a View color and View icon.
- Under Contact filters, select Add filters and define at least one condition. Select Use filters when finished. If you start from a template, review and adjust its suggested conditions before saving.
- Choose Sort contacts by and Visible columns. You can reorder columns; Name stays first.
- If you are an account or CRM admin, choose Only me or Everyone in this account under Who can access this view? Other users' views are Only me.
- Select Create view.
You should see View created. The view appears in Manage views. Creating it does not mean it must appear in the shortcut row; choose the shortcuts separately below.
Save an Advanced Search as a View
If you have already built a useful search, open Advance Search, enter your criteria, and select Save as view. Name the view, review its sort order and columns, then select Save view. This keeps the exact Advanced Search filters for reuse. See Search Contacts with Advanced Search for the search fields and result controls.
Open, Edit, or Remove a View
- Select a saved view in the shortcut row to open its current results. Select Clear view to return to the regular Contacts list.
- To change a view, select Manage views and use the edit icon beside a view you can manage. Update its filters, sort, columns, name, or access, then select Save changes.
- To remove one, select the delete icon beside a view you can manage and confirm Remove view. The view disappears, but its contacts are not deleted.
If the edit or delete icon is missing, you cannot manage that view. Ask its owner or an admin for help.
Show Only a Handful of Views
Manage views holds the saved views available to you. The row above the contact list is a separate set of shortcuts: it can show just the quick filters and saved views you use most. For example, you might keep All, New, Overdue Follow-ups, and Hot Leads in the row while leaving other saved views off it.
- On the Contacts tab, select the Update your views control (the eye and settings icon) at the end of the shortcut row.
- In Visible shortcuts, remove any quick filter or saved view you do not want in the row. Use Add in the available items list to include a different one.
- Drag the remaining shortcuts into the order you want. You can also use their move controls.
- Select Save shortcuts. The row should now contain only your chosen items, in your chosen order.
If the dialog says the shortcuts are managed by your account admin, select Copy and customize first, then edit and save your personal copy. An account or CRM admin can select Save account default to set the shared starting row. The account default can contain quick filters and views marked Everyone in this account; private views belong in a personal row.
Removing a shortcut does not delete its saved view or change any contacts. You can add it back through Update your views. To delete a view entirely, use Manage views.
Who Can See or Change a View?
| Setting or action | Who it affects |
|---|---|
| Only me | The creator can use the view. It is not offered to other users. |
| Everyone in this account | The view can be used by account members. Only an account or CRM admin can create or choose this access level. |
| Save shortcuts | Changes your own shortcut row. It does not change another user's row. |
| Save account default | Sets the shared starting shortcut row; available to account and CRM admins. |
| Edit or remove a view | Available when the edit or delete icon appears beside that view in Manage views. |
Every user still sees only the contacts and contact fields their role allows. A shared view may therefore show different rows or masked fields to different users. For access to missing records or fields, ask your account admin to review your permissions.
If Something Does Not Look Right
- The view is empty: Open its filters in Manage views and widen a condition. Check that your role can see the contacts you expected.
- You cannot save: Add at least one filter condition and a view name. Each user can keep up to 20 private views; an account can keep up to 20 shared views.
- A shared view is unavailable: Ask an account or CRM admin to create or share it. A private view is visible only to its owner.
- A shortcut is missing: Open Update your views and add the saved view to the shortcut row. If you are using an account-managed layout, select Copy and customize first.
Contact Brixi support if a view fails to save or opens with results that do not match its saved filters. Include the view name, a few filter conditions, and one example contact you expected to see. Do not send private contact details unless support requests them through an approved channel.