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How do I build and customize a saved view: Saved View (Reporting) Toolbar

Use the toolbar to pick a view type, choose fields, sort, filter, group, spotlight, resize rows and cards, and find text in a view.

Written by Emma Montgomery

The toolbar at the top of every saved view sets what the view shows: the view type (Grid, Card, Kanban, Timeline, Calendar, Map, Chart, Form or Gantt), the fields to display, sort, filter, group, spotlight, row or card size and find. Each saved view keeps its own settings.

Plan Availability

All plan types

Permissions

Workspace Administrators, Solution Creators and Managers: Can create, modify, delete, and manage Saved Views in their Solutions.

Platform

Web

Related Reading

View Panel: Working with Saved Views
​Grouping
​Print & Export Saved Views

What is the toolbar?

Start by getting familiar with the Report Toolbar controls to build views.

How do I switch view types?

  • Switch between different data views like:

    • Grid

    • Card

    • Kanban

    • Timeline

    • Calendar

    • Map

    • Chart

    • Form

    • Gantt
      ​

      The View Selector listing Grid, Card, Kanban, Timeline, Calendar, Map, Chart, Form and Gantt

  • Tip: Review the Views Overview article to learn more about each view.

Where are my saved views?

  • Views you create are saved in the Views Navigation Sidebar on the left side of the screen.

Create, rename and favorite saved views

  1. Use the Views Navigation Sidebar (upper left of each view):

    • Toggle between Saved Views.

    • Rename, duplicate, or delete Saved Views.

    • Search for Saved Views.

    • Create new Saved Views from scratch.

    • Flag favorite Saved Views for quick access.

How do I customize a view?

Fields to display

Sort

  • Apply single or multiple sorts based on any field within a table.

  • Behaves like spreadsheet column sorting in Grid View.

  • Learn more about Sorting.
    ​

The Sort control with two sort rules applied

Filter

  • Isolate specific content with data filters.

  • Apply multiple filters using And/Or combinations.

  • Example: A marketer might filter the Image Library to display where "Image Category = Feature" AND "Type = Custom Image."
    ​

    The Filter control with two conditions joined by And

  • Learn more about the Filter feature.

Group

  • Group records by fields such as:

    • Value lists

    • Linked records

    • Date fields

    • Numeric fields

  • Create multiple groupings when needed.

  • Tip: Use grouping to reflect workflow stages, status, or priorities.

  • Learn more about the Grouping control.
    ​

The Group control grouping records by a Status field

Spotlight

  • Highlight specific records in multiple views using Spotlight.

  • Example: Flag positions in your hiring process to make them stand out.

  • Learn more about Spotlight.
    ​

The Spotlight control with a highlight rule

Records highlighted by Spotlight in Grid View

Row and card size

  • Adjust sizing for readability:

    • Row Size: Available in Grid View.

    • Card Size: Available in Card View and Kanban View.
      ​

    The Row Size options in Grid View

    The Card Size options in Card View

  • Learn more about Row & Card size here.

Find

  • Search for word combinations with the Find control.

  • Results are highlighted across all view types.

  • Navigate between results using the arrow keys.
    ​

The Find box with matching text highlighted in the view

What are common ways to use the toolbar?

1. Departmental collaboration

Scenario: The Marketing team needs access to shared workspaces for campaigns and projects.

Solution: Create a "Marketing Team" with relevant members, to collaborate on tasks, SmartDocs and comments.

2. Data analysis

Scenario: A sales manager wants to analyze regional performance.

Solution: Use Grouping and Filters to create a Saved View that highlights sales by region.

3. Hiring pipeline

Scenario: HR needs a quick way to identify candidates at different stages of the hiring process.

Solution: Create a Saved View with Spotlight to flag applicants in "Phone Screening" or "Final Interview" stages.

Frequently asked questions

Can I hide the primary field in Grid View?

No. The Primary Field is always displayed; you can reorder the other fields and hide any of them in Fields to Display.

Where are my views?

In the Views Navigation Sidebar on the left of the table. Use it to switch, search, rename, duplicate, favorite or delete saved views.

Can I filter, sort or group a locked view?

A locked view keeps the settings its editors chose; only members allowed to edit it can change them. Create your own saved view (or a personal view) if you need a different filter or sort.

How do I put months in order?

Sort or group by a Date field rather than a text field with month names; date fields sort chronologically.

Does changing a view change the data?

No. Toolbar settings change what a view shows, not the records. Field settings (type, options) are changed in the field itself and apply everywhere.

Last verified 21 Oct 2026 against the pricing page (view types, Personal and Locked Views) and this article as Product wrote it in Feb 2025

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