Specifying the Fields in a View

A well-constructed view displays only the data that you need to see. Therefore, a view should only contain relevant fields (not all the fields in the service). You can define the fields that appear within a list, pivot table, or Gantt view by opening the View Properties dialog and clicking the Fields tab. The tab supports the following operations:

Selecting Fields

The Fields tab is divided into two main windows: Available Fields and Selected Fields. A field in the Available Fields column will not appear in the view; a field in the Selected Fields columns will appear in the view.

Follow these steps to move a field between the two columns:

  1. Select the field name.
  2. Click the arrow ( or ) button.
    • The name of the selected field is moved from one window to the other. This action effectively includes () or excludes () a field in the view. 
    • Note that double clicking a field name has the same effect.
    • In cases where there are multiple Available Fields, right-click in the Available Fields window and select Find Field. Enter the name of the field you are looking for in the Find Field dialog.


Selecting Multiple Fields

  1. Hold down the Ctrl or Shift key and select the fields. 
    • Holding the Ctrl key while clicking fields highlights only those fields that you select. Holding the Shift key while clicking two fields highlights all of the fields between the two selected fields.
  2. Move the fields from one window to the other by clicking the appropriate arrow ( or ) button. See Selecting Fields for details on moving fields between columns.

Adjusting the Order of Fields

The display position of the fields can be modified by using the up and down arrow buttons at the far-right side of the form.

  1. Select one or more fields in the Selected Fields window.
    • If you select multiple fields and click the up or down button, then the order of the fields you selected will change within the shaded area.
    • Click the up or down button with the horizontal line at the end of the arrow to move the selected field to the very top or bottom. Click the up or down arrow button to adjust the order of the selected fields.
  2. Click OK. When the view displays, the fields appear in the view from left to right, in the same order as they appear in the selected fields list.

Sorting Fields within the Fields Tab

The order of the fields in the Available Fields window and Selected Fields window can be sorted by Ascending or Descending order.

To sort the available fields, right-click within the Available Fields window and select Sort Fields Ascending or Sort Fields Descending. Note that fields can also be sorted by clicking the individual column names.

Sort Fields Options

Changing the Display Name of a Field

A field's Display Name appears in the column heading above the list of records in a view. The default display name is the Display Name of the field in the particular service. You can change the display name that appears within the view as necessary, following these steps:

  1. Click on View Properties.
  2. Click the Fields tab.
    • The default display names are listed in the Display Name column in both the Available and Selected lists.
  3. From the Selected Fields window, place the cursor in Display Name column of the field whose display name you want to change.

    Edit display Name

  4. Enter the new display name for this field.
  5. Update the display name for any other fields in the view.
  6. When finished, click OK to close the View Properties dialog and run the view.
  7. Confirm that the new Display Name appears in the view.

    Display Name changes only affect the name that is displayed in the view and will have no effect on the actual field name in the database.

Show Decrypted Field Option for List Views

In Aptify, users who have access to the appropriate security key can display encrypted fields within a view in a decrypted format so that exported view results can be viewed in plain text when necessary. You can display encrypted fields in a plain text format using the following steps:

By default, the Show Decrypted option is not available for password and credit card number fields. However, your administrator can override the default behavior for these types of fields. See Configuring the Override Show Decrypted Field in View Attribute or contact your system administrator for assistance.


  1. Open a new or existing view in the entity.

    Note that showing encrypted fields as decrypted data is supported for Pivot, Gantt and List Views only.



  2. Click the Fields tab and add the encrypted field(s) that you want to show in a decrypted format to the Selected Fields window.

  3. From the Selected Fields window, select the encrypted field and select or clear the appropriate check box in the Show Decrypted column.
    • If you want the field to be displayed as plain text within the view, select the appropriate check box in the Show Decrypted column.
    • If you want the field to display as encrypted within the view, clear the appropriate check box in the Show Decrypted column.
    • Note that only fields that are encrypted and enabled to use this feature can be selected. If you need the ability to show a particular encrypted field in plain text and cannot do so, see Configuring the Override Show Decrypted Field in View Attribute or contact your system administrator for assistance.

      Enabling the Show Decrypted Option
  4. Configure other view options or click OK to save and load the view. The encrypted field is now displayed in a decrypted form and can be exported and plain text.
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