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Introduction
5 minutes

This self-paced module will help you learn how to take advantage of Microsoft Dataverse table
views to visualize data by using only the required columns, records, and applicable sorting.

Dataverse tables
Tables in a database system, such as Dataverse, provide a definition of the data that it contains.
The data model that the tables are part of defines the relationships between different tables.
Dataverse includes a series of standard tables that are already available and have been designed
to follow common business scenarios and best practices. Additionally, you can create tables to
suit custom scenarios, and you can tailor the system tables to adapt to those scenarios.

To view the tables in a Dataverse environment, follow these steps:

1. Sign in to Microsoft Power Apps portals .

2. In the left pane, expand Dataverse and then select Tables.

 3. In the list of tables, select a table to view its details or to customize. For example, you can
select Account, which is a core table that the system provides during the provisioning of a
new Dataverse database.

The table details that are provided (and available to edit) include the Columns, Relationships, and
Keys schema that are responsible for the definition of the data structure and position of this table
in the database model. A presentation of some records is displayed as a default view of that
Dataverse table data.

Dataverse table views

Based on the user who's accessing the data that's contained in the Dataverse tables, only a subset
of columns and records might be required. Dataverse table views provide standardized and
accelerated methods of accessing the data based on the user and/or applicable scenarios.

The three types of views are:

Personal - This view is owned by individuals and is visible to other users whom it's shared
with.

System - Special views that Power Apps applications depend on. They're automatically
created, and only users with the system administrator or system customizer security role can
edit them. System views are defined as follows:

Quick Find - Use for searches in Power Apps applications.

Advanced Find - Use for searches in Power Apps applications.

Associated - Use to list records that are associated with another table's record.

Lookup - This system view is for lookup fields.

 Public - This view is created by individuals but is accessible by all app users. It's useful for
organization-wide scenarios.

To access views in the maker portal, go to Power Apps portals. Then, for a selected table, select
Views.

This selection will provide you with the list of views that are applicable to this table. This list
displays the Name, the View type, and other key settings, such as the active Status, its Managed
property, and whether it's Customizable or not.

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Views in Power Apps
Applications from Power Apps can take full advantage of Dataverse views for the tables that they
refer to.

In model-driven types of apps, a view selector is available for users when they access the main
page for a table.

Users of model-driven apps can also create personal views by selecting the Create view menu
option.
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In canvas apps, a view selector is available to the makers when they select a Dataverse table as a
data source for a gallery.

Next steps
Now that you've learned the fundamentals of Dataverse table views, you'll learn how to create
and edit views in Power Apps maker portal.
Next unit: Create and edit views in Power Apps maker portal

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Create and edit views in Power Apps maker

portal
3 minutes

Your next task is to create a new view for a table or edit an existing one.

Create a view
To create a view for a table in Power Apps maker portal, in the table's view list, follow these steps:

1. Select New view.

2. Provide a Name and Description for the view and then select Create.
 

3. You're now in the view designer. The next units explore more in depth the different features
of this area. For now, select Save to proceed.

4. To render the view available to all other Power Apps users, select Publish.
After you've closed the view designer, the newly created view will be added to the list of views
that are related to the table.

Edit a view
To modify a view for a table in Power Apps maker portal, in the table's view list, follow these steps:

1. Select the name of the view to edit.

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2. After modifications have been completed, select Save to override the existing view, or select
Save As to create a new view under a different name.

3. To render the modifications to the view that's available to all other Power Apps users, select
Publish.
Next steps
Now that you've learned how to create and edit Dataverse table views, you'll learn how to add
columns to an existing view, namely the Active Accounts view.

Next unit: Exercise - Add columns to a view

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Exercise - Add columns to a view

5 minutes

In this exercise, you'll add columns to an existing view.

Scenario
You work at a bicycle store and are responsible for your organization's Dataverse environment.

The purchase department employees are using an app from Power Apps that you built to help
them manage providers and orders. After they use this system for a few weeks, the employees
request modifications to it.

For the list of accounts that's presented to them, the employees want to:

Move the Primary Contact column next to the Account Name column.

Add Account Number and Credit Limit as the last columns.

Resize the Email (Primary Contact) column to be wider (about 150 percent of current size).

Remove the City column.

Exercise
Go to a Dataverse environment where you can modify the tables, such as a dedicated training or
development environment. Then, follow these steps to complete the tasks:

1. Sign in to Power Apps portals .

2. In the left pane, expand Dataverse and then select Tables.

3. In the list of tables, select Account.

4. In Power Apps portals, for the Account table, select Views.

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5. Select the Active Accounts view.

6. Move the contact name to the requested location. Select the Primary Contact column
header.
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7. Drag the column heading to the left toward the Account Name column.

8. Drop the column heading next to the Account Name column.

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9. Add the Account Number column by selecting it in the list of columns in the left pane.
Now try a different method to add columns.

1. Add the Credit Limit column by selecting + View column.

2. Enter credit in the search field and then select Credit Limit.

3. To change the size of a displayed column, you can drag the column separators or proceed
through the following steps:

a. Select the Email (Primary Contact) column header, and then select Edit properties.
b. Modify the View column width property. (In this case, the request is to increase by 150
percent, so you'll modify the value to 225 pixels.)

c. Select Apply to complete the modification.

4. To remove a column, select the Address 1: City column heading and then select Remove.

5. To apply changes and make them available to Power Apps users, select Save > Publish.
Exercise steps (video)
Watch the following video for a demonstration of the steps that you completed in this exercise.

Next steps
You've learned how to add, modify, and remove columns in a Dataverse table view. Next, you'll
learn how to apply filter criteria to limit the list of records that are presented and how to sort data
in Dataverse views.

Next unit: Filter and sort data for Dataverse views

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Filter and sort data for Dataverse views

5 minutes

You've reviewed how to create and modify views and learned how to add or remove columns that
are presented for the listed records. In this unit, you'll go through the steps to define which
records this list should contain and in which order the records should be organized.

Filter data
The process that you use to define which records will be part of a view will involve setting up the
Filter by property of that view.

A filter is composed of one or multiple criteria that are applied against each record to determine
whether it should be displayed or not. Basically, the record will be displayed when the criteria set
is valid and won't be displayed if it's invalid. You can group the different rules and set them with
an Or clause when either rule is valid. Alternatively, you can set with an And clause when all rules
must be valid.
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You can set the filtering criteria on columns of the table that the view is for or for columns of
related records. For example, an Account has a Primary Contact that can be assigned. When
using a filter criterion, you can filter records where the primary contact's last name begins with
the letter S.

When you add a new criterion, three options are available:

Add row - Add a single criterion.

Add group - Group multiple criteria together.

Add related table - Add rules against records that are related to the current one that's being
evaluated.
From a simple criterion to a complex set of criteria, you can set a filter definition by using a series
of logical operations that determine whether a record should be displayed.

The filter definition isn't limited to the visible columns of a view, but for those visible columns, a
shortcut is available to add a Filter by criterion. By selecting the column heading in the view
editor, you can select a menu option to define the rule to apply.
Sort data
The list of records that are presented in a view are shown in a sequence based on the Sort by
definition.

This definition is composed of a list of columns that must be part of the visible columns of the
view and are processed one after the other.

You can sort each selected column in ascending or descending sequence. Set this configuration
by selecting the column heading and then the type of sort sequence that's required.
Modify filters and sort criteria in Power Apps
Users of model-driven apps can modify the filters and sort criteria in the application. They can
select Edit filters to modify the criteria and apply the filter and sort criteria temporarily to the
current view. An asterisk will be appended to the view name to indicate that such a change was
applied.

For users who want to save a modified version of a view as a personal view, they can select Save
as new view under Create view.
Next steps
You've learned how to modify the list of records that are presented in a view by creating or
editing the view's filter criteria. Also, you've learned how to apply a sorting order to that list of
records. Next, you'll apply those learnings in an exercise that's applicable to the Account table.

Next unit: Exercise - List your accounts

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Exercise - List your accounts

3 minutes

In this exercise, you'll apply your knowledge to create a view for accounts that you manage.
Additionally, you'll ensure that the view shows the records as sorted from the highest annual
revenue to the lowest.

Go to a Dataverse environment where you can modify the tables, such as dedicated training or
development environment. Then, follow these steps to complete the exercise:

1. Sign in to Power Apps portals .

2. In the left pane, expand Dataverse and then select Tables.

3. In the list of tables, select Account.

4. In Power Apps portals, for the Account table, select Views.

5. Select the New view option.


6. Define a Name and a Description for the new view. Select Create to proceed to the view
designer.

7. Add columns to the view, including Annual Revenue and Owner.

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 

8. Set the order of the records to display in order of revenue. Select Annual Revenue and then
select Larger to smaller.
 9. Filter the accounts to be displayed so that only the records that you manage are listed.
Select the Owner column heading and then select Filter by.

10. In the list of users, select your name and then select Apply.
 11. To apply changes and make them available to Power Apps users, select Save > Publish.

Exercise steps (video)

Watch the following video for a demonstration of the steps that you've completed for this
exercise.

Next steps
Now, you've learned how to add filter and sort criteria to a Dataverse table view. Next, you'll
validate the learned concepts for this module.

Next unit: Check your knowledge

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200 XP

Check your knowledge

6 minutes

Answer the following questions to see what you've

learned.

1. Jim has created a view from within a model-driven app from Power Apps. When Jim’s
colleagues access the same app, the newly created view doesn't appear. Why won’t this view
display for them? *

Jim created a system view but didn't publish it.

Jim created a personal view that isn't shared.

Jim created a public view but didn't activate it.

2. You need to add a sorting criterion for a view on a specific column. This column isn't
available to select from the Sort by list of columns. What could cause this situation? *

The column is part of the filter criteria and can't be sorted.

The column is of data type text and can't be sorted.

The column isn't displayed in the view and can't be sorted.

3. A customer service manager wants you to create a view where accounts for two specific
regions are listed. How should you implement this request by using Dataverse table views? *

Create a view with filter criteria for the two specific regions by using an Or operator
between the two criteria.

Create a view with filter criteria for the two specific regions by using an And
operator between the two criteria.
 Create two views, each with a filter criterion for one of the two specific regions;
otherwise, this action isn't possible.

Check your answers

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Summary
1 minute

In this module, you learned about the Dataverse table views and how to create new views to
differentiate prebuilt models and custom models.

Additionally, you learned that you can:

Use views in Power Apps to limit the number of records that are listed and to define the
displayed columns.

Choose from three different view types:

Public

System

Personal

Display sort columns in the view and sort them in ascending or descending order.

Create simple filters or use groups and Boolean And/Or conditions to create complex filters.

Module incomplete:

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