User guide
Views
A view is one way of looking at a table: a grid, a board, a calendar, cards, a timeline, a nested list or a form, each with its own filters, sorts and layout.
Creating and managing views
A table's views are listed under Views in the base sidebar. To add one, click Create view and pick a type: Grid, Kanban, Calendar, Gallery, Timeline, List or Form. Tick Only me in the same menu to make the new view personal. The new view gets the type's name ("Kanban", "Calendar 2" and so on) and opens straight away.
Open a view's … menu in the sidebar for:
| Action | What it does |
|---|---|
| Rename | Renames the view (or double-click its name) |
| Duplicate | Copies the view with its filters, sorts and layout |
| Share view / Share form | Makes a public link to the view, or to a form view's form (owners and creators) |
| Lock view / Unlock view | Stops others changing the view's setup (owners and creators) |
| Make personal / Make collaborative | Changes who sees the view (only the person who made it) |
| Move up / Move down / Move to section | Changes where the view sits in the sidebar; you can also drag it |
| Delete view | Moves the view to the base's trash, where you can restore it |
Editors and above can create, rename, duplicate, reorder and delete views. A table always keeps at least one collaborative view, so the last one can't be deleted or made personal.
Sections
Sections are named folders that group a table's views in the sidebar. Click New section under the views, then drag views into it or use Move to section in a view's menu. A section's … menu has Rename section, Move up, Move down and Delete section. Deleting a section keeps its views: they move out of the section.
Collaborative, personal and locked views
| Kind | Who sees it | Who can change its setup |
|---|---|---|
| Collaborative (the default) | Everyone with access to the table | Editors and above |
| Personal (person icon) | Only the person who made it | The person who made it |
| Locked (lock icon) | Everyone with access to the table | Owners and creators only |
Changes you can't save still work for you: commenters and read-only collaborators, and editors on a locked view, can filter, sort, group, hide fields and search, but the changes last only until you leave the page. They never change the view for anyone else.
The view toolbar
Grid views have the full toolbar. Other layouts have their own controls plus the filter, sort (except the timeline) and find tools described here.
Filter
Filter shows a count of active conditions, as in "Filter (2)". Click Add condition to pick a field, an operator and a value. Join conditions with and or or, and click Add condition group for one nested level of conditions (for example, "Status is Done or (Priority is High and Owner is Me)"). A view holds up to 50 conditions. A condition without a value is ignored until you fill it in.
The operators depend on the field type:
| Fields | Operators |
|---|---|
| Text | is, is not, contains, does not contain, is empty, is not empty |
| Numbers, currency, percent, duration, rating | =, ≠, <, ≤, >, ≥, is empty, is not empty |
| Dates | is, is not, is before, is after, is on or before, is on or after, is within, is empty, is not empty |
| Single select | is, is not, is any of, is none of, is empty, is not empty |
| Multiple select | has any of, has all of, is exactly, has none of, is empty, is not empty |
| User | has any of, has all of, is exactly, has none of, is empty, is not empty |
| Created by, last modified by | is, is not, is any of, is none of, is empty, is not empty |
| Linked records | contains, does not contain (record names), has any of, has none of (pick specific records, up to 100), is empty, is not empty |
| Attachments | contains, does not contain (file names), is empty, is not empty |
| Formula, rollup | the number operators, plus contains and does not contain |
| Lookup | contains, does not contain, is empty, is not empty |
| Checkbox | is checked or unchecked |
Sort and group
Sort orders records by up to 10 fields: Sort by the first, then by the others. Directions are worded for the field, such as A → Z, 1 → 9, old → new or first → last for select options. A sort replaces any manual order.
Group (grid only) groups records by up to 3 fields. Each group starts with a header band showing the value and its record count.
Hide fields
Hide fields lists every field with a switch. Hide all and Show all do what they say. Reorder fields with the arrow buttons or Alt+Up/Down. The primary field is always shown.
Row height
Row height has four sizes: Short, Medium, Tall and Extra tall.
Row colours
Color tints rows in the grid:
- None: no colours.
- By select field: each row takes the colour of its option in a single select field.
- By conditions: add up to 20 colour conditions with Add color condition. Each has a colour and conditions that must all be true. A record takes the colour of the first condition it matches.
Row colours show only in grid views.
Find in view
Find in view (Ctrl+F or Cmd+F in the grid) searches the view's records. The grid highlights matching cells and shows your position, as in "3 of 12". Press Enter for the next match, Shift+Enter for the previous one and Esc to close. Searches aren't saved with the view.
More view actions
The … button in the grid toolbar has Import CSV… (if you can add records) and Download CSV, which exports the view as you see it. See Bases, tables and records.
Grid
The grid is the spreadsheet view. For editing, copy and paste, the fill handle and undo, see Bases, tables and records. Column headers have a menu with Freeze up to this field, Unfreeze columns, Move left, Move right, Select column, Reset width and Hide field, plus field actions for people who can edit the schema. Drag a header to reorder columns and drag its right edge to resize. The summary bar at the bottom shows sums under number fields and counts under checkboxes.
Kanban
A kanban view shows records as cards in stacks, one stack per option of a single select field or per person in a user field (one person per cell). The first stack holds records with no value ("Uncategorized", or "No field name" for people).
- Stacked by chooses the field. A new kanban view asks for it first.
- Customize cards sets the Cover image (an attachment field), Collapse empty stacks and the Fields on cards.
- Drag a card to another stack to change its value. Where you drop it within a stack is saved as the view's manual order, unless the view is sorted.
- New record at the bottom of a stack creates a record with that stack's value.
- Add stack at the end of the board adds an option to the single select (owners and creators).
Keyboard: arrow keys, Home and End move between cards; Enter or Space opens a card; Alt+Up/Down moves a card within its stack; Alt+Left/Right moves it to the top of the next stack.
Calendar
A calendar view places records on days by a date field.
- Date fields sets up to 5 pairs of a start field and an optional end field (No end (single day)). Records with an end date span several days. Date, date and time, created time and last modified time fields can be used, but only date and date-and-time fields can be moved.
- In the same menu, Colour events by colours events by a single select field instead of by date field.
- Switch between Month, Week and Day, and use Today and the arrows to move around.
- Drag an event to another day, or drag the end of a range to change its length. The + on a day creates a record on that day.
- Undated opens a panel of records without a date. Drag one onto a day, or click its calendar button to schedule it on the day you're viewing.
Keyboard: Enter opens an event; Alt+Left/Right moves it a day; Alt+Up/Down moves it a week (a day in the Day layout); Alt+Shift+Left/Right shortens or lengthens a range. The week starts on Sunday. A calendar shows up to 1,000 records in the visible range; filter the view or switch to a week if you have more.
Gallery
A gallery shows records as cards. Customize cards sets:
- Cover image: an attachment field whose first image tops each card. Tick Fit the whole image to show all of it instead of cropping.
- Card size: Small, Medium or Large.
- Fields on cards: the fields under the title (the primary field).
Arrow keys move between cards and Enter opens one. New record adds a card.
Timeline
A timeline draws each record as a bar from its start date to its end date. Open Timeline settings to choose:
| Setting | What it does |
|---|---|
| Start date, End date | The date fields the bars span |
| Group by | Groups rows under the options of a single select |
| Colour by | Colours bars by a single select |
| Dependencies (Gantt) | A link field to records in the same table. Arrows run from each record it waits for, and turn red when the record starts before its predecessor ends |
Zoom by Day, Week or Month, and use Today, Earlier and Later to move along. Drag a bar to move it, or drag either edge to change its dates. Keyboard: Up/Down moves between bars; Enter opens one; Alt+Left/Right moves the bar a day (a week in the week and month zooms); Alt+Shift+Left/Right changes its end date. The timeline has no sort menu and shows up to 1,000 bars at a time.
List
A list view shows records as a tree. Open Customize list and choose a field in Nest under, a link to records in the same table (for example, "Parent task"). Each record then sits under the first record that field links to. Pick Don't nest for a flat list. Fields in rows chooses what shows beside each title.
Click a chevron, or press Left or Right, to collapse or expand a branch. Enter opens a record. A list loads up to 5,000 records.
Form
A form view turns a table into a form that adds a record per submission. See Forms.
Sharing a view
Owners and creators can share a grid, kanban, calendar, gallery, timeline or list view with a read-only public link, optionally with a password or an email-domain limit, and embed it on a website. See Sharing and permissions.