Saved Views Overview

Instant insight to your data: saved views basics, available types, and using them in SmartSuite

Emma Montgomery avatar
Written by Emma Montgomery
Updated over a week ago

Feature Overview Video

In a traditional spreadsheet, every user sees the contents of your sheets in the same way—if you want to hide or freeze columns, for example, everyone else will be forced to see those changes as well.

In SmartSuite, however, you can create views, which are set, specified ways of looking at your information. What does this mean? Well, here are some examples of views you could create:

  • If you have a Table of tasks, you could create separate views for each workspace member to only show the tasks assigned to that particular member

  • If you have a Table with many, many fields, you can create a view that will hide certain fields and make the table a little easier to navigate.

  • If you have a Table for meetings with clients, you could create a calendar view that will plot all of your client meetings on a monthly calendar.

The important thing to understand is that a view is just a different way of looking at the same underlying data! (This means that if you edit the data in a record while in one view, it will change that data for all views since all views are looking at the same record.)

Saved View Basics

Views are specific to each individual Table in your solution: you can use saved views to show only specific records or fields, and apply other configurations to manage the information in that view. Each view can have its own unique configurations to hide, sort, and filter records within your solution.

You can select from the following view permissions:

Public Views

Managed by SmartSuite Solution Managers

Private Views

Personal views to support the specific work you are doing

Available View Types

View projects and processes in a better than spreadsheet grid format with powerful sort, filter, group, and inline edit capabilities. Build what you want, from basic to advanced.

View your data as visual cards that can include logos, images, PDFs, documents, spreadsheets, and other rich content.

Visualize a workflow through the different stages, track progress, and assign tasks in a manner that removes bottlenecks.

View records in a calendar format of your choosing, sorted by a date or date range.

View your projects and processes in a timeline format that is great for visualizing work streams and schedules over a custom period of time.

View any of your location data in a fully interactive map format that includes powerful display features. SmartSuite is your digital playground for physical locations.

Visualize your data with multiple chart types, from bar and line charts to bubble, heat map, scatter, donut, and more.

Build powerful, visually thrilling views into your information. Gain visual insight into the performance of any team, proces,s or project, and make smarter business decisions.

Collect data from external users with SmartSuite Forms. You can share a link to a responsive form view or embed it in your existing website.

Using the Saved View Dropdown

The Saved View dropdown helps to navigate all of the saved views in your solution.

You can create a personal saved view in just a few clicks:

  1. Click the arrow next to the currently-displayed saved view.

  2. Click Create New Saved View.

  3. Select the saved view's default View Type.

Note: Currently selected view types are stored as a setting, but you are able to change the view type to the existing saved view.

Searching Saved Views

If your Table has a lot of views, it may be helpful for you to use the view search bar.

When you click on the dropdown arrow, you can enter a search term where it says "Find a view" to find the view you're looking for.

Creating New Saved Views

To create a new saved view, start by opening up the view switcher and going down to the section labeled "Create New View" then clicking on the option for the type of view you'd like to create.

Note: Full access users can create or modify public saved views. They can also delete the public saved views they have created.

Private Saved Views

A private view refers to a view that is only visible to the user who created it. It is not accessible or visible to other users. Private views are useful when a user wants to focus on their own tasks and assignments without being overwhelmed by everyone else's work.

Only you can edit and save changes to your private views. They appear at the bottom of the view dropdown under "My Private Views:"

What Values are Saved in my Personal Saved View?

Updates to the following are saved:

  • Fields to Display

  • Sorting

  • Filters

  • Grouping

  • Spotlight

  • Row Size

Note that values for Find are NOT saved, as you generally use that setting interactively with very frequent changes.

How do I Save Changes to my Personal Saved View?

It can't get any easier - all of your changes to personal saved views are saved automatically! SmartSuite will even remember what you viewed last and return you to that view during the same session.

You can inhibit autosave through the three-dot dropdown to the right of each saved view.

Locking Saved Views

On a Professional or Enterprise plan, you can now lock your saved view so others are not able to make changes to them, preventing them from altering the view's configuration and customizable elements.

This feature is especially useful when adjustments to the Saved View disrupt the team's workflow.

For example, you may want to lock a Saved View when:

  • The view is a link sent to others frequently and contains more sensitive information

  • Team members frequently access the Saved View in a static configuration

This can prevent other members from unintentionally editing the views.

To use this feature, you must be the View Creator, a Solution Manager, and a Workspace Admin. The lock feature is available for all public views,

The Locked views are marked with the locked icon. If granted the right permissions, you can unlock the view from the 3 dot menu.

View Folders

The View folder feature allows you to store your Saved Views into folders to keep them organized.

The view folders feature is available for both Professional and Enterprise plans.

Learn the basics of creating a saved view.

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