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Saved View (Reporting) Toolbar

Build dynamic saved views with our toolbar to gain insights and make better decisions

Jon Darbyshire avatar
Written by Jon Darbyshire
Updated this week


Plan Availability

All plan types

Permissions

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

Related Reading


Overview

Start by getting familiar with the Report Toolbar controls to unlock SmartSuite's powerful view-building capabilities.


Key Features

View Selector

  • Switch between different data views like:

    • Grid

    • Card

    • Kanban

    • Timeline

    • Calendar

    • Map

    • Chart

    • Form

    • Gantt

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

Navigating Views

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

  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.


Customization Options

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.

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."

  • 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.

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.

Row & Card Size

  • Adjust sizing for readability:

    • Row Size: Available in Grid View.

    • Card Size: Available in Card View and Kanban 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.


Practical Scenarios and Use Cases

1. Departmental Collaboration

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

Solution: Create a "Marketing Team" with relevant members, ensuring seamless collaboration 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. Streamlining Hiring

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.

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