BoldDesk Activity Views: Create, Manage & Optimize Filters

Activity Views refer to customizable, saved filter configurations within the Activities module—functionally similar to “ticket views” but applied specifically to activities (such as tasks, calls, and meetings). Activity views are used to create a predefined saved filter based on specific criteria. Views can be created by agents and can be shared organization-wide or to a group, or can be kept private.

Activity Views List Page

It lists all views of an organization irrespective of the access scope and the ownership. The ownership of a view displays who created the view, along with the access scope of the view, the status of the view, and whether the view is public or private.
Activity views are comprised of two categories, namely:

1. System views.
2. Custom views.

1. System Views

Default and system views are predefined views. They are public and can be accessed by people in the organization. System views cannot be edited or deleted but can be deactivated in case one doesn’t need to use them; you can use the View option to open the activity view and the Deactivate option to disable the specific activity view. There is also an option to view the status of the activity views as either Active or Inactive.

Also, there is an option to activate the deactivated views.

The following activity system views are available by default in BoldDesk:

2. Custom Views

Custom views are views which are created by the agents. A custom view can be created using advanced filters from the activities listing page.
Custom views can be created as visible to agents, group, or as private. Custom views accessible to agents can be shared with the entire agents in an organization, whereas a custom view which is created in private can only be accessed by the individual agent. Apart from creating these views, they can also be shared with groups.

How to Configure Custom Activity View and Access Scope

BoldDesk allows you to create custom activity views to organize and filter activities based on specific conditions. You can also define access scopes to control who can use these views—such as making them available to all agents.

Follow these steps:

1. Log in and Navigate to Activities Module
   • Log in to your BoldDesk Agent Portal.
   • From the left navigation panel, click the Activity Module.
   • On the activities page, click Create under the Views section.
2. Apply Filters for Your View
   Use the Filters panel on the right side to set conditions such as:
   • Category
   • Agent or Group
   • Status
   • Tags
   • Priority
   • Requester

After selecting filters, click Save at the bottom of the Filters panel.

3. Configure View Settings
   After clicking Save, the Save View dialog appears. Configure the following:

• View Name: Enter a descriptive name for your view (required).
• Access:
  • Select Private.
  • Other options include Any Agents or Groups.
• Activity Sorting: Choose how activities should be sorted (For example, Created - Desc).

4. Click Save to finalize the view.

What is an Access Scope

The Access Scope is a property which defines the access level of each view.
The following are three access scopes:

• Any Agents – Views are accessible to everyone.

• Private – Views are accessible to the owner.

• Group – Views are accessible to the selected groups.
  

  
  
  

Change Ownership of the View

You can change the ownership of the view by using the Change Owner option. The Change Owner option enables the user to choose any agent as the owner of the activity view. After changing the owner, you can edit the view. One can only delete their own views.

Accessing Activity Views

To access and manage the activity views, the user should enable the View all activities and Create Activity views permission in the activity module.

Frequently Asked Questions (FAQ)

Q1. Can I edit or delete system views?
No, system views cannot be edited or deleted. They are predefined by BoldDesk.

Q2. How do I deactivate a system view?
Use the Deactivate option next to the view name in the activity views list page.

Q3. Can I reactivate a deactivated system view?
Yes, you can use the Activate option to restore any deactivated system view.

Q4. Why are some system views inactive by default?
Certain views may be inactive if they are not commonly used. You can activate them anytime based on your needs.

Q5. Are system views available to all agents?
Yes, system views are public and accessible to everyone in the organization.

Related Articles

• How to Manage Ticket Views
• How to Create, View, Edit, and Delete Task Activity