Saved views

A saved view remembers how you set a table up, so the list you rebuild every morning comes back with one click and can be shared with your team.

A saved view is a table setup you keep. You filter, sort or search a table until it shows exactly the rows you care about, then save that setup under a name. From then on, you bring the whole thing back by picking the name from a list.

Most people save a view for a check they repeat: draft products that still have no price, imports that failed this week, assets no one has assigned yet. Instead of rebuilding the same filters every morning, you build them once. You can also share a view, so your whole team reads the same list the same way.

The control for all of this is in the header bar at the top of the app, between the page title and the search. Eleven tables have it: products, brands, categories, tags and the three specification tables under Catalog, your asset library, and the imports, exports and data sources tables under Uploads. On most tables it stays hidden until you change something or save your first view. Products is the exception, because you start with three views there, and a section further down explains them.

How to save a view

1. 1

   Build the table you want to keep

   From Catalog, select Products, or open any other table from the list above. Filter, sort or search until the table shows what you want. The filters page explains how the filter panel works.

2. 2

   Find the control in the header

   As soon as you change something, the control appears in the header bar, between the page title and the search. It reads Unsaved View.

3. 3

   Save and name it

   Click Save, the button beside the control. A dialog called Save View opens over the page with one box, View name. Type a name of up to 30 characters and click Save.

That is the whole flow. The control now shows your view’s name, and the view stays on that table until you delete it. To bring it back on any later visit, click the control and pick the name from the list that opens.

Everything below explains the control, the buttons and the dialogs one at a time. You do not need any of it to save and reuse a view.

Every option in detail

The control is a dropdown in the header bar, and the actions are a row of small buttons beside it. Which buttons you see depends on what the control reads, and on whether the view you are on is yours.

What the control tells you

The text on the control is a status. It tells you whether you are on the plain table, on a saved view, or on something you have not saved yet.

While you have nothing saved and nothing changed, the control hides itself, so a header with nothing in that spot is normal. On products it is always there, because of the three views you start with.

Switching views and going back

Click the control in the header bar and a list opens. The first entry is always All Products, or the matching name on another table, and picking it returns you to the plain table. Below it are your own views and every view shared with you, in the order they were created.

Two small badges appear in this open list, and only here: default on the view your table opens with, and shared on a view someone else shared. The closed control shows the name alone.

Pick a name and the table changes immediately: the view’s filters, sort and search replace whatever was on screen.

Reset is the way back when you have changed something. While the control reads Unsaved View, clicking Reset clears your changes and returns you to the plain table. While it reads Unsaved Changes, clicking Reset throws away your changes and puts the view back the way it was saved.

What a view keeps

A view keeps what decides which rows you see and in what order. Where you happened to be at one moment is left out. A view that put you back on page 7 would be a nuisance every time you opened it.

Your columns are the other deliberate exclusion, and they have a section of their own at the end of this page.

A view stays on the table you built it on. A view saved on products never shows up on brands, and the same name can exist on both tables without colliding.

The three views you start with

Everyone who joins an organization gets three personal views on the products table: Active, Draft and Archived. Each one filters products to one status and sorts them by most recently updated, so Draft is your list of products to finish from the day you arrive.

They are normal views that come ready made. They are yours alone, not shared, so you can rename them, change what they show, or delete them, and no one else’s copies move. None of them is a default: products still opens on All Products until you set one yourself.

The three names stay in English whatever language you use the app in. A view’s name is stored data, like a product title, so the app never translates it.

Changing a view you saved

Everything here starts the same way: click the control in the header bar and pick the view’s name, so you are on the view. The view also has to be yours. What you can do with someone else’s view is covered under sharing, below.

To rename it, click Rename beside the control. The Rename View dialog opens with the same View name box, already filled in. Type the new name and click Rename.

To change what it shows, change the table: add a filter, clear one, sort differently, type a search. The control flips to Unsaved Changes. Click Save beside it and the view is overwritten right away; no dialog opens and nothing asks you to confirm. Everyone who uses the view gets the new version from then on.

To branch a copy instead, click Save As beside the control while it reads Unsaved Changes. The Save View dialog opens, you give the copy a name, and the original is left alone.

A name has to be unique among the views you can see on that table, your own plus the shared ones, and capitalization does not count as a difference. The dialog rejects a repeat with A view with this name already exists. Two people can each have a personal view with the same name, because neither can see the other’s.

Sharing a view with your team

Share is beside the control in the header bar while you are on a view you created. Click it and the view becomes visible to everyone in your organization, on that same table. The button then reads Unshare, which is also how you recognize your own shared view, because the shared badge is only shown to the others.

Sharing has nothing to do with roles. Every role can save views, share them and use shared ones. What you can do with a view depends on who created it, not on your role.

Only the person who created a view can change it. Rename, overwrite, share, unshare and delete are all the creator’s. Everyone else can apply the view, set it as their own default, and take a copy with Save As. The copy is the intended route when a shared view is nearly right but not quite. If you change the table while you are on someone else’s view, the buttons you get are Reset and Save As. There is no Save, so you cannot overwrite it even by accident.

Click Unshare and the view leaves everyone else’s list at once. Anyone who had made it their default loses that default in the same moment, and that table simply opens plain for them again.

Ownership outlives membership. When the person who created a shared view leaves the organization, the view stays in everyone’s list and stays shared. But no one can rename, overwrite or delete it anymore, because those actions are the creator’s and the creator is gone. Save As is the way past it: take a copy of your own and use that.

Making a table open the way you want

A default is a view your table applies on its own, every time you open it. It is personal: you set yours, each teammate sets theirs, and no one’s choice touches anyone else’s screen.

Pick any view you can see from the control in the header bar, your own or a shared one, then click Set as Default beside the control. From then on the table opens on that view for you. The view shows a default badge in the open list, and a shared view you made your default shows both badges side by side. To go back to opening plain, open the view and click Unset Default.

You get one default per table, so setting a second one replaces the first. A link beats your default. If you open the table from a link that already has filters in it, say one a teammate sent you, you get what the link says.

Deleting a view

Open the view from the control in the header bar, then click Delete, the red button beside the control. A dialog called Delete View? asks you to confirm. Click Delete there and the view is gone, with no undo.

Deleting a shared view removes it for the whole organization, and anyone who had it as their default loses that default.

One thing surprises people: deleting the view you are looking at does not clear the table. Its filters stay on screen and the control flips to Unsaved View. Click Reset if you want the plain table, or Save if you want the same setup back under a new name.

Limits

What a saved view cannot do

What stays on your computer

A view decides which rows you see. How the table looks around those rows is a personal preference, and it is stored in your own browser instead of in the view. That covers which columns are visible, the order you dragged them into, how wide each one is, which ones you pinned, and how dense the rows are.

Switching views never rearranges your columns. That is a decision, not a gap. Your column arrangement is a habit you build over weeks, and a view that snapped it back to someone else’s layout would cost more than it gave.

The consequence is easy to picture. Two people open the same shared view and see exactly the same rows in exactly the same order, each laid out in their own columns. The rows are shared, the layout is not.

Because these preferences are in the browser and not on your account, they do not follow you to another computer. Clearing your browser data puts the table’s own layout back. Your views come through both, because they are stored with your organization.

When something goes wrong

Error messages

Saving, renaming, sharing and deleting can each fail and tell you so in a small message. None of them leaves half a change behind.

When a view disappears or changes on its own

Three changes can happen to you with no message at all, because each one is the creator of a shared view doing something to it.

If a shared view you rely on keeps changing under you, take your own copy: open it, change anything, and click Save As beside the control.

Where to go next