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How-to

Create and save a view

Open the collection, narrow it to the entries you want and choose the columns to show, then save it with a name. Decide whether it is shared with everyone who can access the collection or personal to you — and pick how it displays: a table, a board by stage, or a calendar.

Requirements: a role that can edit the collection.

Steps

  1. Open the collection you want a view of.
  2. Filter it to the entries you want. Add conditions on the fields that matter — a status, a date range, an owner, an amount above a threshold. Only fields marked searchable are available here; if one is missing, that is why. The conditions each field type offers are covered in filter a view.
  3. Choose the columns. Show the fields you need for this particular question and leave the rest out — a view is meant to answer one thing well, not show everything. Columns are limited to searchable fields too.
  4. Pick how it displays. A table to scan and compare, a board grouped by stage to move work along, or a calendar laid out on a date field.
  5. Save it with a name that says what it answers — "open deals over $10k", "jobs this week" — not "view 2".
  6. Choose shared or personal. Shared means everyone with access to the collection sees it; personal means only you do.

Shared or personal?

Make it shared when the team should be looking at the same thing — the pipeline board, this week's jobs, the queue everyone works from. Make it personal when it is your own working slice and nobody else needs it cluttering their list. A shared view is edited and removed by the person who created it, so agree on the handful the team relies on rather than everyone saving near-duplicates.

Notes and limitations

  • Only searchable fields can be filtered or shown as columns. To use another field, mark it searchable on the collection first — see add or change a field.
  • A board needs the collection to have stages; without them there is nothing to group columns by.
  • A calendar needs a date field to place entries on.
  • Prefer fixed dates over "this week" style ranges when saving a filter — relative ranges are resolved when you set them, so save the actual range you mean.
  • A view changes only what you see — filtering entries out never deletes or unpublishes them.
  • Deleting a shared view removes it for everyone who was using it.

What views are and how they differ from record layouts is in views and record layouts; the full set of filter conditions in filter a view. For aggregate answers across many entries rather than a list of them, see how reports work.

Frequently asked questions

A field I need is missing from the filter list.
The field is probably not marked searchable — only searchable fields can be filtered or shown as columns. Change that on the collection, then it appears.
Can the same filter be shown as both a table and a board?
Yes — the display is part of the saved view, so save one as a board and another as a table over the same filter if both are useful.
Does filtering a view hide entries from everyone?
No. A view is only a lens over the collection — hidden entries are untouched and still there for any other view.