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Grid View

Spreadsheet meets Database in a powerful interactive data grid.

Jon Darbyshire avatar
Written by Jon Darbyshire
Updated over a week ago

Feature Overview Video

The Grid View in SmartSuite combines the functionality of a spreadsheet with the power of a database. It allows team members to analyze, summarize, and update data in real time. Grid View is the default view in SmartSuite because it offers unmatched versatility for managing records efficiently.

Plan Availability

All plan types

Permissions

All Roles - Can configure and manage Grid Views.

Related Reading

Why Use Grid View?

Grid View enables you to:

  • Edit data directly in the grid using in-line editing.

  • Perform real-time updates with multiple team members simultaneously.

  • Sort, filter, group, and analyze data sets to identify trends.

  • Summarize large data sets using the Group feature.

  • Enter data quickly using keyboard shortcuts, like tabbing between cells.

Primary Functions

  • In-Line Editing: Add or modify records directly in cells without opening them.

  • Copy & Paste: Transfer data from one cell to another.

  • Undo/Redo: Easily revert or reapply actions.

  • Create New Records: Add rows at the bottom of the grid or use the +Add New button.

  • Summarize Data: Use sorting, filtering, and grouping to find insights.


Creating and Modifying Records

Adding New Fields

  • Click the + next to the last column in the grid to add a new field.

  • Choose the field type, configure settings, and click Add Field.

  • The new field is immediately editable.

Creating New Records

  • Click the + beneath the last row to add a record directly in the grid.

  • Alternatively, use the + New Record button in the upper-right corner to open the Record form.

Modifying Existing Records

In-Line Editing

  • Enter to Save: Press Enter when updating a cell to save the changes.

  • Keyboard Navigation: Use the keyboard to:

    • Delete data.

    • Move between cells with Tab or arrow keys.

    • Select values in drop-down fields (e.g., Single Select).

  • Advanced Controls:

    • Expand fields like Text Area, SmartDoc, or Files & Images using Enter or Spacebar.

    • Perform batch updates by selecting multiple records.

Record Display

  • Hover over the far-left side of a row and click to open the Record form.

  • Use this view to make detailed updates or navigate between fields easily.

Deleting Records

Individual Deletion

  • Open the Record form and click the ... menu to select Delete Record.

Bulk Deletion

  • Select multiple records in the grid and delete them using the footer control.


Adjusting Rows & Columns

Rows

  • Change row order or expand height using drag-and-drop.

  • Adjust row height using the Row Size Control in the Report Toolbar:

    • Options include Small (default), Medium, Large, Extra Large, or Auto.

    • Auto resizes rows to fit content, ideal for text-heavy records.

Columns

  • Column Controls:

    • Sort ascending (A->Z) or descending (Z->A).

    • Filter based on single or multiple values.

    • Group, Collapse, or Remove fields.

  • Modify Fields:

    • Open field settings, duplicate, or delete fields directly from column controls.

Printing, Exporting, & Sharing

  • Print or Export: Save views to PDF, Excel, Google Sheets, or CSV.

  • Sharing Views: Generate shareable links to Grid Views. Only users with permissions can access the shared view.

Learn more about Shared Grid View.


Practical Scenarios and Use Cases

1. Data Analysis

Scenario: A sales team tracks leads and opportunities in real-time. Solution: Use sorting and grouping to filter leads by priority and status.

2. Collaborative Updates

Scenario: A project team updates tasks simultaneously during a planning meeting. Solution: Real-time updates in Grid View ensure all members are aligned.

3. Inventory Management

Scenario: A warehouse team monitors stock levels across multiple locations. Solution: Add new stock data, adjust quantities, and track trends directly in the grid.

4. Budget Planning

Scenario: A finance team manages a department’s budget. Solution: Use Grid View to add expenses, adjust categories, and analyze spending.

5. Content Creation Workflow

Scenario: A marketing team tracks blog posts and campaign schedules. Solution: Monitor deadlines, assign tasks, and update statuses efficiently.

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