While all Page Views appear in the drop-down list next to the Search button, there are 3 basic types of page views with varying permissions:
To create a Personal View, use the Advanced Search. The resulting View is automatically a Personal View which only you can see. Personal Views are italicized in the View drop-down. To create a Personal View in the Setup Area, set a User in the View record. See Personal Views.
To turn a Personal View into a System View, you must make the following changes while in the Setup area:
Once the above two actions are complete, the following happens:
To share a View with others, you can assign it to a User Group using the Advanced Search tool. The View continues to be a function like a Personal View, but others in the User Group may run or alter it. Shared Views are italicized in the View drop-down. See Personal Views.
To change a Shared View to a System View, see the steps above for Personal Views.
Views which have no User or User Group specified are available to everyone and may only be edited in the System Setup area. See System Views.
In order to add a field from a related table, a user must have at least read access to that page. If only the record ID is visible in Advanced Search, the user's rights must be adjusted.
When a User has no permissions to a Page, it appears as a sheet icon. Adding it to the field list will result in an ID field.
When a User has read permissions to a Page, it appears as an expandable folder icon. All fields in the page are available in the Advanced Search.