Views

A view is a saved way of looking at the records in a group. It chooses which object or table to show, how the records are arranged, which fields are visible, and which filters or sorting rules are applied. The same underlying records can therefore be used in several different ways without copying them.

For example, the same prospect records can appear as a table for daily data entry, as a board for a pipeline meeting, and on a calendar for planning follow-ups. A view changes the way records are displayed; it does not create a second copy of a record.

When views are useful

Views are particularly useful for a founder or a small sales team that moves from outreach to conversations, meetings, proposals, and closing, while keeping the CRM as the record store.

Situation	Useful view	What the team does
Cleaning up a prospect list after an outreach campaign	Table	See company, contact, owner, stage, and next follow-up in one row; search for a company and update missing information quickly.
Reviewing the sales pipeline before a team meeting	Kanban	See prospects grouped by a single-choice stage such as New, Qualified, Proposal, or Closed; drag a card when the real stage changes.
Planning calls and demonstrations for the week	Calendar	Place records on a date or date-and-time field such as Next meeting or Follow-up date; switch between day, week, and month.
Finding work that needs attention	Table with filters	Combine rules such as “Owner is me” and “Stage is not Closed,” or find records where the next follow-up date is empty.
Handing a prospect from the founder to a salesperson	Table or Kanban	Use the owner field and a shared stage view so the next person can see what happened, what is promised, and what action is due.
Tracking a custom sales process	Any view type	Create views for custom objects such as Partners, Renewals, or Applications, provided the object has the fields needed for the chosen layout.

The goal is to give each sales activity a clear working surface. The record remains the source of truth, while the view makes the next decision easier to see.

Getting Started

Before you begin

You need access to a group and at least one object or table with records. To create or change a shared view, you normally need to be the group owner or administrator. Editors can create and edit records, but do not normally change the shared view design. Viewers can open existing views and use the available search, filter, and sorting controls, but cannot edit records.

If you cannot see a view-management button, ask the group owner or administrator to create or configure the view for you.

Open the view selector

Open the group that contains the records you want to work with.
At the top of the records page, select the current view name.
The selector lists the views available in that group. Table, board, and calendar icons indicate the view type.
Select another view to switch to it. Use the selector’s search box if the group has many views.

Views belong to a group, and a group can contain views for more than one object or table. If you open the wrong object, choose the correct view or ask an administrator to create one for that object.

Create a view

Only a group owner or administrator can normally create a shared view.

Open the view selector and select New.
Enter a short, useful name. Good names describe the work, for example All prospects, My follow-ups, Pipeline review, or This week’s meetings.
Choose the object or table whose records the view should show.
Choose Table, Kanban, or Calendar.
Select Next.
Configure the fields and layout for the chosen view type.
Select Finish to save the view.

An existing view cannot be changed from one object to another while it is being edited. Create a separate view when you need a different object or table.

Choose the right layout

Layout	Choose it when	Important requirement
Table	You need a searchable list, bulk review, or fast field updates.	It works best when the important fields are selected as columns.
Kanban	Your process has clear stages and you want to move records through them.	Choose a single-choice status field for Group by, such as Sales stage.
Calendar	A date or meeting schedule is central to the work.	Choose a date field that is not formatted as time-only. An optional end-date field can show a span.

Configure the view

The configuration dialog has different tabs for each layout. You can change the configuration later from the view selector’s settings or Configure view action.

Table configuration

On the Table tabs, choose the columns that should be visible and arrange them in a useful order.

Add fields from the field list and remove fields that create clutter.
Drag fields to reorder them.
Fields from a related object can be displayed as lookup information. They are useful for context, but they may not be directly editable from this table.
File fields are not available as table columns in this view configuration.

A practical prospect table often starts with Company, Contact, Owner, Stage, Next follow-up, and Deal value. The exact field names depend on the object’s schema.

Kanban configuration

On the Board tab:

Choose the single-choice field that defines the columns, usually a Sales stage or Status field.
Reorder columns to match the real process.
Decide whether to show No Status for records with no usable status and Others for hidden status choices.
Rename or recolor a status when the team needs clearer language.
Add or delete a status only when you intend to change the underlying shared status field.

On the Card tab, choose what people need to see without opening a record:

Select a title and subtitle field for the card header.
Optionally highlight a number such as Deal value.
Choose additional card fields, and arrange them in the order people should scan them.

For a pipeline review, a useful card might show Company as the title, Contact or next action as the subtitle, Deal value as the highlighted number, and Owner plus Next follow-up as the supporting fields.

Calendar configuration

On the General tab, choose:

A required start-date field, such as Follow-up date or Meeting date.
An optional end-date field for appointments or tasks that span time. It must be a different, non-time-only date field.
Day, Week, or Month as the starting calendar mode.
An optional single-choice field for event colors, such as Priority or Stage.

On the Header tab, choose up to two compact lines of information for each calendar item. For example, use Company on the first line and Owner or Next action on the second line.

Calendar views work best when the team agrees which date field means “this work should happen.” If different people use different date fields, the calendar will appear incomplete even though the records exist.

Save and manage views

After saving, the view is available to the group members who can access the group. Open the view selector to:

Switch between views.
Open settings and configure the selected view.
Rename a view.
Reorder views by dragging them, if you have permission.
Delete a view, if you have permission and the group has another view available.

The app normally remembers the last view you opened for a group. If you are seeing an unexpected layout, open the selector and choose the intended view directly.

View permissions at a glance

Group role	Use existing views	Search, filter, and sort	Edit or create records	Manage shared views
Owner	Yes	Yes	Yes	Yes
Administrator	Yes	Yes	Yes	Yes
Editor	Yes	Yes	Yes	No, unless separately granted equivalent management access
Viewer	Yes	Yes	No	No

Filtering and sorting can be adjusted locally by each person. Saving those settings for everyone, changing columns, changing board stages, and changing the saved view layout require view-management permission.

How to use views

1. Filter the records you need

Filters answer questions such as “Which prospects need my attention?” or “Which proposals have no next step?” They apply to the selected view.

Open the view you want to narrow.
Open the filter control.
Select a field, an operator, and a value where required.
Add more rules if needed.
Close the filter panel or apply the changes shown by the view.

The available operators depend on the field type:

Text fields can be matched exactly, excluded, searched for text, or checked for empty/non-empty values.
Number and date fields can be compared as equal, greater than, less than, greater than or equal, or less than or equal. They can also be checked for empty/non-empty values.
Single-choice fields can be included, excluded, or checked for empty/non-empty values.
Multi-choice fields can match one of the selected choices or be checked for empty/non-empty values.
People and related-record fields can match one record, several records, or an empty/non-empty value.

Build an easy-to-understand filter

The filter builder uses blocks so that a complex question can still be read as normal language.

Add alternative adds another rule inside the same block. Use it for “this choice or that choice.”
New Filter starts another block. Use it for a separate condition such as ownership or a date.
When there is more than one block, choose Match all for “and” or Match any for “or.”

Example: to prepare for a pipeline review, make one block with Stage is Qualified and Stage is Proposal, joined as alternatives. Add a second block with Owner is me, then choose Match all. The result is “records owned by me that are either Qualified or Proposal.”

If a filter rule refers to a field that was renamed or deleted, it is marked invalid. Remove or replace the rule before relying on the results. If invalid rules are left in the panel, closing the panel removes those invalid rules.

Search within the current view

Use the search control when you know part of a company name, person’s name, or another searchable value. Search is separate from saved filters and applies only to the current view while you are using it.

The search needs at least three characters before it starts. Press Escape or use the clear control to remove the search. If a table seems to be missing records, first clear the search and then inspect the filter rules.

2. Decide who should see a filter or sort

When you change filters or sorting, the app first treats the change as local to your device. This lets you prepare a working list without unexpectedly changing the view for the whole team.

An amber dot means you have local changes that are not shared.
A blue dot means the shared settings changed while you were working.
Only you see this indicates a local arrangement.
Save for everyone publishes the current filter and sorting settings to the shared view.
Reset to shared settings discards your local changes and returns to the current shared configuration.

Use local settings for a personal queue such as My follow-ups. Use Save for everyone only when the view is intended to be a shared team surface, such as the pipeline used in a weekly meeting. Before saving, check that the filters do not accidentally hide work from other team members.

3. Sort a table or other record list

Sorting changes the order in which records are displayed.

Open the sort control.
Choose a sortable field.
Choose the direction, such as A–Z, 0–9, oldest first, or newest first.
Clear the sort when you want the normal view order again.

You can also select a sortable table-column header to change its direction. Date fields typically start with newest first; other fields generally start with ascending order. The view supports one selected sort field at a time, so use a filter or a dedicated priority field when the team needs more specific queue logic.

Some fields cannot be sorted directly from a column header. If a related-record field is available in the sort menu, use the menu instead. In a Kanban view, manually moving cards can clear an active sort because the board needs its manual order to place the card.

4. Work from a table

Scenario: update prospects after outreach

Imagine that you have just finished an email campaign. You want to review the prospects assigned to you, fill in missing next actions, and avoid opening every record one by one.

Open a table view for the prospect or lead object.
Filter by Owner is me and by the stages that still need action.
Add a search term if you want to work on one company at a time.
Select the Stage, Next follow-up, Owner, or Deal value cell you need to change.
Enter the new value, or use the picker for fields such as choices, dates, people, and related records.
Move to the next cell with Tab or the arrow keys.
Review the resulting rows before clearing the filter or saving settings for everyone.

A viewer can inspect this queue, but only a user with record-edit permission can change cell values. Lookup fields from related objects are for display and may not accept direct edits.

Add a record quickly

Use the plus button or the New [object] action to start a new row. Enter the key fields directly in the draft row, then move away from the row or otherwise commit it. Press Escape while the row is still a draft to abandon it.

Use this for a quick lead capture when you know the company, owner, stage, and next action. Open the full record afterward when you need to add notes, relations, or other details.

Adjust table columns

If you have view-management permission, you can refine the table without changing the records:

Drag a column header to reorder it.
Drag the resize handle to change its width.
Open the header menu to hide a column.
Use Add field to add a visible field when the view allows it.

These layout changes are part of the shared view configuration. Keep the first few columns focused on decisions the team makes repeatedly; too many columns make a sales queue harder to scan.

Use table keyboard shortcuts

Click inside the table first. The table behaves like a spreadsheet for selection and movement, but the shortcuts only apply when the table has focus and an overlay, dialog, or search field is not active.

Key or shortcut	Action
Arrow keys	Move the selected cell without starting an edit.
Enter or F2	Open the selected editable cell for editing.
Space	Open a picker or selector for a compatible selected cell.
Tab	Move to the next cell and enter edit mode there.
Shift + Tab	Move to the previous cell and enter edit mode there.
Type a printable character	Start editing and use that character as the beginning of the value.
Backspace or Delete	Clear the selected editable cell, subject to record permissions.
Escape	Cancel the edit; when no edit is active, clear the table focus.
Cmd/Ctrl + C	Copy the focused cell when it can be copied.
Cmd/Ctrl + V	Paste compatible text or copied table data into an editable cell.
Cmd/Ctrl + Z	Undo a recent paste, delete, or committed grid edit during the current table session.

Paste is not a promise that every value can be converted automatically. Choice, person, and relation values must match an available record or option, and unsupported values or edits without permission are rejected with an explanation.

5. Run a pipeline from a Kanban board

Scenario: prepare for a weekly pipeline review

Use a board when the team thinks in stages rather than rows. Each card is a record, each column is a choice in the selected status field, and the card shows the information needed for a quick discussion.

Open a Kanban view for the opportunity or prospect object.
In the Board settings, confirm that Group by is the status field used by the sales process.
Put columns in the order the process actually follows, for example New → Qualified → Meeting → Proposal → Closed.
In Card settings, show the company, owner, next follow-up, and a useful number such as deal value.
Open the board and review cards by column.
Drag a card to another status column only when the underlying record has genuinely reached that stage.

Dragging a card to a different status column updates the record’s status and keeps an order for the board. Dragging within a column changes its manual order. If you drag a card into No Status, the status is cleared. Records with hidden status choices can appear in Others when that option is enabled, but Others is a holding area and is not a drop target.

Use the board for action, not just reporting

For every card discussed, agree on an owner and a next follow-up date. Move the card only after updating the record, or update both as part of the same handoff. This keeps the board aligned with the record that will later be used for reporting, follow-up filters, and calendar planning.

You can collapse a column to focus on the stages being discussed. The collapsed state is a personal display preference for that view and does not change the records.

Use the plus action in a normal status column to add a record with that status prefilled, when you have permission to create records. The board’s add-column control opens Board configuration for a manager.

Be careful with status changes

Renaming or recoloring a status changes the shared status field. Deleting a status removes that choice from the field and can remove that status from records in every group that uses the field. It is not merely hiding a column in this one view, so confirm the impact with the team before deleting a stage.

6. Plan work from a Calendar view

Scenario: organize this week’s meetings and follow-ups

Use a calendar when the most important question is “When should we take action?” The calendar places records using the configured date field, such as Next meeting or Follow-up date.

Open a Calendar view for the relevant object.
Use Previous, Today, and Next to move through the schedule.
Choose Day, Week, or Month depending on whether you are scheduling precisely or scanning ahead.
Select a record to open its details.
In Month mode, hover over a day and choose the action to add a record on that day.
In Week or Day mode, select a time slot to add a record with that date and time prefilled.
Update the record’s owner, meeting details, and next action after creating it.

If an end-date field was configured, records with a span can appear across the relevant range. If a coloring field was configured, the color represents its single-choice value, such as stage or priority. Up to two header lines show the context selected in Calendar settings.

Show connected calendar activity

When a supported email or calendar integration is connected, the calendar may offer an Events control. Turn it on to show synced calendar interaction items alongside CRM records. Selecting a CRM record opens its record detail; selecting an interaction opens the interaction detail. The view is for seeing activity in context; use the connected calendar’s own controls when you need to manage the external appointment itself.

7. Build a small, useful starter set

Do not make one overloaded view for every task. A small team can start with four views for the main prospect or opportunity object:

All prospects — Table: the main searchable list with the fields people update most often.
Needs attention — Table: a shared or personal filter for records owned by the current user, not yet closed, and missing a next action or due for follow-up.
Pipeline — Kanban: records grouped by the team’s stage field, with owner, next follow-up, and value on each card.
Meetings and follow-ups — Calendar: records placed by the agreed meeting or follow-up date.

For a custom object, use the same pattern only if its fields support it. A table needs useful columns, a Kanban needs a single-choice grouping field, and a Calendar needs a non-time-only date field.

8. Refresh and review the result

Use the refresh control when another person has just changed records or when you expect new records from another part of the workspace. A table can load more matching records as you scroll. Kanban columns load their records independently, and the Calendar loads the visible date range.

If a table or board is sparse, a manager may see an Optimize View action. Review its result rather than assuming it knows your process: it is intended to reduce clutter and keep useful fields visible, while the team remains responsible for choosing the final working layout.

Troubleshooting

I cannot create, rename, configure, reorder, or delete a view

These actions require group view-management permission, normally the owner or administrator role. Ask the group owner or administrator to make the change. Editors and viewers can still use an existing view and adjust their own local filters or sorting.

The interface also prevents deleting the only remaining view in a group. Create another useful view first, then remove the old one if it is no longer needed.

The view shows the wrong object or the wrong records

Open the view selector and check the selected view name and object/table. A group can contain views for different objects. Then clear the current search, open the filter panel, and check each rule. A filter for an owner, status, date, or related record can make a view appear empty without deleting anything.

My filter or sort disappeared

It may have been a local setting. Check for the local-change indicator, then choose Save for everyone if the team should keep the setting. If a teammate changed the shared view, choose Reset to shared settings or recreate your personal filter.

A filter is marked invalid

The field used by the rule may have been deleted, removed from the object, or changed so it no longer supports that operator. Remove the invalid rule and add a rule using the current field. If the field is required for the sales process, ask an administrator to restore or replace it before publishing the view.

File fields are excluded from the view column configuration and filters. Related fields may appear as lookup fields, but they are display-only in many table and card contexts. Confirm that you selected the correct object/table and that the field exists on it. If a manager recently changed the schema, refresh the view and reopen its configuration.

Table keyboard shortcuts do not work

Click an actual table cell first. Shortcuts do not apply while the cursor is in the view search box, a filter input, a dialog, or a picker. Use Escape to close an edit or return focus, then try again. Arrow keys move selection; Enter or F2 starts editing. If the cell is a lookup field or you do not have record-edit permission, it may not be editable even though it is visible.

I cannot edit a table cell or paste a value

Check your group role and the record’s edit permission. Viewers cannot edit records. A related-record lookup may be read-only from the table. For paste, use a value that matches the field type: a choice must match an available choice, and a person or relation must match an available record. Unsupported values are not silently converted.

The Kanban option is unavailable

Kanban requires a suitable single-choice status field on the selected object. If the object has no such field, ask a manager to add one, then reopen the view configuration. A date, text, number, or file field cannot provide the board’s status columns.

A Kanban card is in the wrong column or will not move

Check the card’s status field in the record. Empty or unknown values appear in No Status when that column is shown. Hidden choices may appear in Others, which cannot receive a drop. Moving cards also requires record-edit permission. If a sort is active, manual movement can clear that sort; this is expected because the board is returning to manual order.

A Kanban stage change affected other views

Board columns are choices in the underlying shared status field. Renaming, recoloring, adding, or deleting a stage is not limited to this view. If a stage was deleted by mistake, ask an administrator to add the intended choice back and review affected records.

The Calendar option is unavailable or no records appear

Calendar requires a date field that is not formatted as time-only. Open Calendar settings and select the field that actually holds the meeting or follow-up date. If records still do not appear, check that the field has a value, navigate to the correct date range, clear search and filters, and refresh.

If a record has a start date but no configured end date, it may not behave like a multi-day appointment. Configure a separate non-time-only end-date field when the process needs a span.

Connected calendar activity is missing

The Events control is shown only when a supported email or calendar integration is connected for the current user. Confirm that the integration is connected, turn Events on in the Calendar view, and refresh. This view can display synced activity alongside records; it does not replace the connected calendar’s own appointment-management controls.

My changes are not visible to another person

Confirm whether you changed record data or only changed your local view arrangement. Record edits can be shared according to the group’s permissions, but local filters, sorting, and search are personal until a view manager saves the shared configuration. Column layout, board layout, and other view settings also need to be saved through the shared view configuration.

The view will not save

Check the required configuration first:

A view name is present.
The selected object/table still exists.
A Kanban has a valid single-choice grouping field.
A Calendar has a valid non-time-only date field.
A Calendar end date, if selected, is different from the start date and is also a date field.
A Calendar coloring field, if selected, is a single-choice field.

If the configuration is valid but saving still fails, refresh the page and try again. If the problem continues, give the group owner or administrator the view name, object/table, layout type, and the last setting you changed so they can check the underlying fields and permissions.