Smart Views for Administrators

1. Feature Overview

Administrators can create Smart Views and assign them to teams to display relevant records users see in their workspace. By configuring Smart View tabs for entities such as Accounts, Leads, Opportunities, Activities, and Tasks, admins can ensure that each team accesses only the data relevant to their work. Smart Views assigned to teams are available on both web and mobile, making them especially useful for teams that primarily work from the mobile app.

As an admin, you can manage smart views by navigating to My Profile>Settings>Leads>Views>Smart Views.

2. Prerequisites

• You must be the Admin of your LeadSquared account.
• You must create Teams in your account.

3. How It Works

Smart Views allow administrators to control which records users see by assigning relevant Smart View tabs to teams.

• Create Smart View Tabs – Admins create Smart View tabs for leads, opportunities, activities, or tasks, and configure filters, columns, and actions.
• Assign to Teams – The Smart View tab is assigned to the required team.
• User Access – Users in that team can access the assigned Smart View on both web and mobile, allowing them to view only the records relevant to their work.

This helps teams focus on the most relevant data and work more efficiently.

4. Create a New Smart View

To create the first Smart View tab –

1. Navigate to My Profile>Settings>Leads>Views>Smart Views and click Create.
2. Enter a name for the new smart view tab, then click Create Tabs. You can add Lead, Opportunity, Activity and Task type tabs.
3. Create the smart view tab and click Save.

The following example shows a new Smart Views tab for ‘Bangalore Leads’ –

Apart from this, a non-admin user can create new Smart View tabs relevant to them from the Smart Views page.

1. Navigate to Lead Management>Smart Views from your LeadSquared Dashboard.
2. On the top-right corner of the Smart Views list tab, click the Add New Tab icon.
3. Enter the relevant details and click Create Tab.

To learn more, see Smart Views – Feature Guide.

4.1 Configure Quick Actions and Menu Actions

When you create or edit a Smart View tab, you can configure the actions you want a user to take on the particular entity.

1. On the Smart Views settings page, under the Actions column, click the Configure button.
2. Now, from the pop-up, select/deselect the Quick Actions and Menu Actions you want to display, then click Save.
3. The actions will now appear on the Smart Views page.

4.2 Arrange Columns

You can reorder columns for any tab by clicking the Manage Columns icon on the top-right corner of the grid. Click the checkbox alongside the relevant fields under Select Lead Columns. Then simply drag and rearrange the fields under Reorder Selected Columns in the appropriate place.

Additionally, you can also pin columns. Pinning a column moves it to the front of the grid and freezes it in place. Pinned columns remain visible and do not move or get hidden when scrolling through the grid. You can pin upto four columns, with two primary columns pinned by default. Click the Pin icon alongside the Selected Column, and drag and rearrange the fields as required.

4.3 Manage Filters 

1. Navigate to Settings>Leads>Smart Views.
2. Under Actions, alongside the relevant Smart View, click Edit. 
3. Navigate to the tab and click Manage Filters.
4. Select the required filters and alongside the Enable filter options for mobile users setting, click the checkbox.
5. Click Save.

5. Assign a Smart View Tab to a Team

Once you’ve created a smart view tab, you can assign it to a team.

1. Navigate to My Profile>Settings>Users and Permissions>Teams.
2. Alongside the team you want to assign the Smart View tab to, click the Actions icon.
3. Click Apply Smart View.
4. In the dropdown, alongside the Smart View section, select the smart view you want to assign the team.
   • Click the checkbox alongside Replace Smart View if you wish to replace the previous Smart View that was assigned to the team. This will also replace the Smart View for any children teams that were inheriting the previous Smart View.
5. Once done, click Save.

6. Set Smart Views as Home Page

In LeadSquared, Dashboards are the default homepage for all users and teams. Administrators can change this by setting Smart Views as the homepage. This allows users to immediately access the records relevant to their work such as Accounts, Leads, Opportunities, Activities, or Tasks when they log in.

6.1 Set Smart Views as Homepage for Teams

You can assign Smart Views as the homepage for an entire team so that all users in that team see the Smart Views page when they log in.

1. Navigate to My Profile>Settings>Users and Permissions>Teams.
2. Hover over the Actions icon next to the relevant team and click Configure Home Page.
3. In the Configure Home Page pop-up, select Smart Views from the Select Page dropdown and click Save.

6.2 Set Smart Views as Homepage for Individual Users

Administrators can also assign Smart Views as the homepage for specific users.

1. Navigate to My Profile>Settings>Users and Permissions>Users.
2. Select the users by clicking the checkbox next to their names.
3. Click Bulk Actions above the user grid.
4. Select Configure Home Page.
5. In the Configure Home Page pop-up, select Smart Views from the Select Page dropdown and click Save.

7. FAQs

1. Why does the tab I created from admin settings reference a different activity after assignment?

This issue may arise when View permissions are applied to that particular entity for the user to whom the tab is assigned. Verify the permission template for View permissions. This is applicable to tasks, opportunities, and accounts as well. 

2. Why aren’t the filters configured in Manage Filters applied to LeadSquared’s platform Smart Views while creating an activity tab from settings?

Manage Filters for activity tabs is exclusively applicable to NextGen UI and Marvin. To customize filters for activity tabs, ensure that the NextGen UI is enabled for the tenant.

Any Questions?

We’d love to answer your questions or hear your own unique use cases. Feel free to share your experiences in the comments section below.