From http://wiki.vtiger.com/archives

About

Role Based Custom view or Custom filters has been introduced for easier management of custom views and sharing custom views with other users.

Any user can create Custom filter. By default any created custom filter will be marked as Private.

'Private' -> Only the user who created the custom filter and the users above this user in the role hierarchy can view this custom filter.

Users can mark the custom filter as Public during custom filter creation or even after creation by editing the custom filter through a check box Set as Public

'Public' -> Any user of the CRM irrespective of his position/role in the organization can view it. (Under Public section)

When a user marks a custom filter as Public, it doesn't directly become a public filter. Rather it has to be approved by the admin and only then is publicly available. Till then it will be in Pending state.

'Pending' -> Custom filter is marked as Public by the created user, but waiting for approval from admin. This will be shown for admin user under 'Pending' section.

Once a custom filter is approved by the admin, it will be publicly available for all users. Admin can still go ahead and deny the access by which the custom filter will no more be publicly available and will enter Pending state again.

Usage

Admin users can see following types of Custom views (refer to the snapshot) :-

1. Default or those created by the logged in user
2. Those which are created by Other users and set as public, but waiting for approval (Under Pending section)
3. Those which are created by Other users and set as public and also approved to be public (Under Public section)
4. Those which are private but created by the users who are under the logged in user in role hierarchy of the organization. (Under the section Others)

Non-Admin users can see the following types of Custom views (refer to the snapshot) :-

1. Default or those created by the logged in user
2. Those which are created by Other users and set as public and also approved to be public by admin user (Under Public section)
3. Those which are set as private but created by the users who are under the logged in user in role hierarchy of the organization. (Under the section Others)

Setting Default Custom View

Particular Custom view can be set as default by a logged in User. This default custom view is specific to that user and to that module.

Different users can set their own default Custom Views. If none of the custom views are set as default by a user, then 'All' is assumed to be the default Custom view for that User.