Views

A view is a named way of looking at a table: a saved query plus the columns it shows, how it's sorted and what it calculates. Pick one from the table's name, the title of its page — its menu lists the main view and the table's views under the current table.

Save a view

1. Search the table (or don't — a view can also keep just its columns and sort), and adjust the columns, the sort and the calculations the way you want them.
2. Click the bookmark at the end of the search box (Save view). Name the view and choose Save for me. It keeps the query, the columns, the sort and the calculations together, and the new view opens.

Column menus and calculations

Each column's header has a small ▾ at its right. Its menu sorts the list by that column, up or down; puts a calculation over it on the line under the search box; and Hide column takes it off the table — the column chooser, in the table's top-left corner, brings it back.

The line under the search box sums up the list: the calculations at its left, how many records it holds at its right. A number or an amount takes a Sum, an Average, a Min and a Max (a date, the earliest and latest); a text, an option, a reference or a person, its Most common value, with how many records share it. Each one counts every record the search finds, not just the rows on screen, and amounts in different currencies add up apart. Add one with Calculate or from a column's menu, and take it away with its ×. A view keeps its calculations, up to six; with no view open, they're kept for you on that table, and saving a view takes them along.

Yours and everyone's

Save for me keeps a view to yourself. If you manage the table, Save for everyone shares it instead with everyone who has access to the table. In the table's menu, an icon of two people marks a shared view and one person a view of yours; ✓ marks the view that's open. Views you manage carry a pencil to rename them and a button to delete them.

Notify me

The bell beside the bookmark — Notify me — tells you when a record enters what the page shows: it's created matching the view, edited until it matches, or a date in it comes due (checked each morning at 08:00 in the account's time zone). The records already there don't count, and a record that's edited while it stays in the view doesn't tell you again. It lands in your notifications, one row per view.

• On a view: open the bell and pick Notify me; the bell turns blue. Open it again to stop.
• On a search you haven't saved: give it a name and Save and notify me. The inbox needs a name to show.
• With no search: Notify me of new records watches the whole table.
• If you manage the table, a shared view can also notify a group the table is shared with (Also notify), as long as it doesn't filter on admin-only fields. The table's Notifications settings page lists everything it notifies, and can tell a group — or someone who can see the table — of every new record too.

Views that notify you wear a small bell in the table's menu. If a view loses a filter — its field deleted or hidden — it stops notifying, and tells you so once.

Main view

The main view is what the table opens on, and the first entry in its menu. Until one is saved it shows all the records, and the menu calls it All records.

1. Search, sort and choose the columns the way you want the table to open.
2. Click the bookmark (Save view) and, under Or as the main view, choose For me. There's no name to give: it's the table's own, so the title shows just the table's name.

If you manage the table, For everyone makes it the main view for everyone with access. Your own main view wins over everyone's, so each person can still keep theirs. Its icon in the menu says which one you're on: one person for yours, two for everyone's.

Saving again replaces it. With the main view open, Reset my main view (or Reset the main view for everyone), at the foot of the table's menu, takes it away: the table opens on everyone's, or on all its records. To see everything without resetting it, clear the search box.

Beyond the grid: calendar, gallery, map

At the end of the search row, icons switch how the same query's results are shown: a list for Data (the grid), a calendar for Calendar when the table has date fields, a picture for Gallery when it has a file field, and a map for Map when it has a location field. The one you're on is underlined; a table with only the grid shows none.

While the search lists deleted records (deleted:*) the other icons hide and only the grid remains — a deleted record has no page for a calendar entry, card or pin to open. See records for finding and restoring them.

The calendar

The calendar lays the table's records out on a grid of weeks, placed by every date, date & time, and date range field at once — each field gets its own color, with a legend when there's more than one. A date range spans every day it covers, and records without a date simply don't appear.

Scroll the calendar to move through the weeks — earlier and later months load as you reach them, and the title names the month in view. The arrows jump a month at a time and Today brings you back. Click a record to see its fields — with a link to open it — and click a day's + to start a new record with that date filled in. The search box filters the calendar exactly like the grid. To take a date field off the calendar, turn off Show on calendar in that field's settings.

In your own calendar

To see these dates in Apple Calendar, Google Calendar or Outlook, click Add to your calendar beside the month arrows. With no search, the link is for the whole table; when the search is one of your views — or a shared one — it's for that view; and a search that isn't a view yet is saved as yours with Save and add. Everyone has their own link: one per view, and one for the whole table.

Your calendar reads it again by itself, so what changes here shows up there. Each dated record is an event — all day for a date or a date range, an hour long for a date & time — with the record's name as its title, its other fields in the notes and a link back to the record. It holds the records from a year ago on.

The link needs no account: anyone holding it sees the dates you see. If it went further than it should, Replace link swaps it for a new one and the old one stops working at once; Remove deletes it. If you lose access to the table or the view, the link stops showing anything, and a record moved to the trash leaves the calendar.

The gallery

The gallery shows the same records as cards — a photo on top, the record's name and a few values underneath. The cover comes from the record's file fields on its own: the first photo (or PDF page) it finds is the one shown, and a record with no image gets a quiet placeholder instead. Click a card to open the record.

There's nothing to configure — its icon appears as soon as the table has a file field, and the search box filters the cards exactly like the grid. It's made for tables where the picture is the point: product catalogs, menus, inventory with photos.

The map

The map pins every record that has a location, placed by each of the table's location fields at once — like the calendar, each field gets its own pin color, with a legend when there's more than one. Click a pin to see the record's name and open it. Records without a location simply don't appear.

There's nothing to configure — its icon appears as soon as the table has a location field, and the search box filters the pins exactly like the grid. The map is OpenStreetMap; give it a moment on slow connections.

Adjusting a view

While a view is open, typing a new query in the search box steps out of the view without changing it — Save view (the bookmark) then saves the new search as a view of its own. Sorting by a column header is also temporary — the table's menu offers Save this sort in the view. Changing the columns or the calculations edits the view directly, so only people who can edit that view see the column chooser, Calculate, the ×s and Hide column; everyone else sees its calculations as they are.

The query grammar itself — fields, matchers, dates in plain words — is covered in search & filters.