The Emails, Forms and Events landing pages let you save the way you have arranged a table — its filters, its sort order and which columns are hidden — as a named view you can return to. Views appear as tabs above the table, so you can move between different cuts of the same data without rebuilding the filters each time.
Views are shared, not personal
A saved view is visible to everyone in your organisation. Anyone with the Manage Saved Views permission can change it, and their changes apply for everyone.
This matters before you save. If you have adjusted a view that colleagues rely on, saving over it changes what they see too. Where you want your own variation, use Save as new view or Duplicate instead of saving over the original.
What you need to manage views
Creating, saving, renaming, duplicating and deleting views all require the Manage Saved Views permission.
Without it you can still switch between views and change the filters, sort and columns on your own screen — you simply cannot save those changes for everyone. If the Create saved view control, the Save to view button or the view tab's three-dot menu are not available to you, this permission is the reason.
Where views live
On the Emails, Forms and Events landing pages, a row of view tabs sits directly above the table and below the page header. The tab you are on determines what the table shows.
Every account starts with a Default view, and any views your team has created appear alongside it. For example, an Emails table might show Default view, Drafts and Scheduled; a Forms table might show Default view and Templates; an Events table might show Default view, Events this month and Upcoming events. These are examples only — your account creates its own views to suit how it works.
What a view remembers
Exporting the table
On the Emails and Events tables, Export on the toolbar writes the table to a CSV file. The export follows what is on screen: it contains the columns currently shown, in the order you have arranged them, for the rows your search and filters have selected, in the sort order you have applied. Hidden columns are left out.
Export is an action rather than a saved setting, so a view remembers nothing about it — it simply reads whatever arrangement the view is showing at the moment you run it.
The Forms table has no toolbar Export. Each form instead offers its own Export responses action, which exports that form's responses rather than the list of forms.
A saved view stores three things:
- the filters applied to the table
- the sort order
- which columns are hidden or shown
The table toolbar
Beneath the view tabs, the toolbar gives you the controls for arranging the table. A view saves the filters, the sort order and which columns are hidden — Search and Pin column are not saved. The Export action on the Emails and Events tables is not part of a view either; see Exporting the table above.
- Search — find records by name.
- Filter columns — build the conditions that narrow the table. When filters are active the control shows a count, such as 3 Filters. On the Forms table this control is labelled Filter.
- Sort — set the column and direction the table is ordered by.
- Pin column — keep a column visible on the left while you scroll the rest of the table sideways.
- Hide column — hide or show columns. When columns are hidden the control shows a count.
Building a filter
- Select Filter columns. The Filtering panel opens.
- Each condition is a row. The first begins with Where, and any you add begin with And.
- Choose the field, then the operator — include or exclude — then the value or values.
- Select + Add a new filter to add another condition.
- Select Apply filter.
Use Clear all to remove every condition at once.
Choosing which columns to show
- Select Hide column. The Choose columns to hide panel opens with a checkbox for each column.
- Tick a column to hide it. Untick it to show it again.
- Select All hides every column at once, and Reset returns the panel to its starting state.
The control shows a count of how many columns are currently hidden.
Creating a view
- Arrange the table the way you want it — filters, sort, and hidden columns.
- Select Create saved view at the right-hand end of the view tab strip.
- In the Create view panel, enter a View name. Names can be up to 30 characters, and the panel shows a character count as you type.
- Select Create view. The button stays unavailable until you have entered a name.
The new view opens as its own tab.
Saving changes to a view
When you change the arrangement of a saved view, two things appear:
- a dot beside the view's name on its tab, marking that there are unsaved changes
- a Save to view button in the toolbar
Select Save to view to update the view for everyone. Or select the arrow beside it to choose:
- Save as new view — leave the original as it was and create a new view from your current arrangement.
- Reset to saved view — discard your changes and return to the view's saved arrangement.
Renaming, duplicating and deleting a view
The three-dot menu appears on the view tab you are currently on, so switch to a view before managing it.
- Select the three dots on the view tab.
- Choose:
- Rename — give the view a new name.
- Duplicate — create a copy of the view as a new tab. This is the safe way to build your own variation of a view without altering the original.
- Delete — remove the view.
Because views are shared, renaming or deleting one affects everyone in your organisation.
Who can manage views
Managing views is controlled by a single permission, Manage Saved Views, described in the product as “Create, edit, and delete shared saved views”. There is no separate permission for creating as opposed to editing — this one flag covers creating, saving, renaming, duplicating and deleting.
To set it:
- Go to Settings → Users & access → User groups.
- Open the user group you want to change.
- Use the Filter Permissions box to search for saved views, or scroll to the Administration section — Manage Saved Views sits between Manage Sidebar and Target Areas.
- Set the permission for that group.
Saved views in Projects
Projects also has saved views, on the same tab-strip pattern: the view tabs sit above the sheet, with a Create view control at the right-hand end and a three-dot menu on the tab you are on.
Projects works slightly differently in three ways:
- Its three-dot menu offers Save as New View, Save Current View, Rename and Delete — saving happens from this menu rather than from a Save to view button in the toolbar.
- A Projects view also remembers its view type (Table or Timeline) and its Group By setting, neither of which exists on the Emails, Forms and Events tables.
- Projects sheets add Group By, which arranges rows into collapsible bands based on a column's value — most often a Status column, turning the sheet into a pipeline.
For the full Projects detail, see Search, filter, sort, pin, hide and saved views.
Tips
- Build a view for a question you ask repeatedly — emails still in draft, forms created this month, events coming up — rather than rebuilding the same filters each time.
- Because views are shared, name them so their purpose is obvious to a colleague who did not build them.
- Combine the filters, sort and hidden columns before you create the view, so it opens exactly as you intend.
- If a view no longer matches what you need, Duplicate it and adjust the copy. That leaves everyone else's starting point intact.