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The Grid View is the default view in SmartSuite because of its power to summarize data and support real-time updates by multiple team members simultaneously, without clicking into and between records.
The Report Toolbar Introduction outlines the primary controls for modifying views - all of which are available in Grid View - and provides links to dive deeper into each control's functionality.
This article summarizes the primary functions of the Grid View. See Grid Essentials for details on grid behavior, including pro tips for power users!
Overview & Uses
The Grid View enables you to analyze records in a table arrangement. The information is distributed into rows and columns, like a traditional spreadsheet. Rows are made up of both records with columns containing the field names and individual cells displaying the field values in that distinct record.
This view behaves like a typical spreadsheet. You can easily perform the following actions in the saved view:
Edit data directly in the grid using in-line edit without having to open the record.
Copy or cut and paste data from one cell to another in the grid
Undo and redo actions
Create new records by adding a row at the bottom of the grid
Quickly Sort and Filter data
Grid View is great for:
Sorting, filtering, grouping, and analyzing data sets to identify trends and insights.
Updating multiple records simultaneously or in parallel with other team members.
Summarizing large data sets with the Group feature.
Entering data quickly by tabbing between cells just like a spreadsheet.
Creating New Fields in Grid View
Grid View is unique among other view types in that it can be used by Solution Administrators to build apps by adding fields as new columns in the grid.
Solutions Admins simply click the + next to the last column in the grid and the New Field control displays (below). Next, select the field type, modify the field settings, and click 'Add Field'. The new field is immediately available to edit.
Creating & Modifying Records
Just like in a traditional spreadsheet, you can add new rows (records), columns (fields), and values directly in cells. In SmartSuite, we refer to this as in-line editing, which is the quickest way to add or modify data.
Creating New Records
Add new records in Grid View by clicking the + beneath the last row of data in the grid, and enter information like you would with a new row of a spreadsheet.
You can also click +Add New button in the upper right above the grid to open the Record form.
Modifying Existing Records with In-Line Edit
Grid view offers the ability to update records just like in a spreadsheet, for instance:
Click Enter when entering information into an active cell saves the data.
Use the keyboard to delete data, tab left to right between columns, or move up and down in rows with arrow keys.
Copy & Paste data from cell to cell.
Modify column width and drag & drop column order.
Adjust row height and drag & drop record order.
SmartSuite provides advanced grid controls that go beyond spreadsheet behaviors:
Click Enter on a values list field (Single Select, Multiple Select, Linked Record) to scroll with the up / down arrow keys and select a value.
Click Enter on a Text Area, SmartDoc, Checklist, or Files & Images field to expand the field view.
Click Spacebar on any cell to immediately open the Record form with the selected field automatically engaged and ready for updates.
Select multiple records (rows) to perform batch updates simultaneously.
View other team members updating content.
Modifying Existing Records with Record Display
Hovering over the far left side of a row displays a control to open a Record form. Quickly tab between fields to add or update data as needed.
There are two ways to delete records in Grid View. First, opening the Record form and clicking the ... menu provides a Delete Record option.
Grid View provides the ability to delete records in bulk by selecting multiple items and removing with the footer control.
Adjusting Rows & Columns
Change the order of columns or expand the width using drag & drop similar to a spreadsheet.
SmartSuite makes it easy to adjust row height using the Row Size control in the Report Toolbar. Choose between Small (default), Medium, Large, Extra Large, or Auto. Selecting Auto resizes the row to fit the content and is helpful for text-heavy records.
SmartSuite provides shortcuts to common spreadsheet controls, allowing you to Sort ascending (A->Z) and descending (Z->A) and Filter the grid based on single or multiple values.
Advanced column controls are available to Group, Collapse, or Remove fields from display.
The column controls provide a shortcut for Solution Managers with permission to work with fields.
Selecting Modify Field Settings displays the current field's edit window to customize as needed. You can Duplicate the current field or Add a new field as a column to the right. Finally, you can Delete a field directly in the column control.
Print, Export & Sharing
As with all saved views, Grid View saved views can be Printed or Exported to PDF, Microsoft Excel, Google Sheets, or CSV. SmartSuite can generate a link to share a saved view with others. Only users with permissions to view the saved view and records will be able to access the information at this time.
Learn more about Shared Grid View.