Collection Views

Organize and analyze your data with multiple views using sorting, filtering, and grouping.

Collection Views allow you to create multiple customized perspectives of your data. Instead of manually adjusting sorting, filtering, or field visibility every time, you can save different configurations and switch between them instantly.

What are Views?

Views are customizable ways to display your Collection based on your specific needs. Each view can have:

• Different sorting - Order items by any field (date, status, priority, etc.)
• Custom filters - Show only items that match specific criteria
• Grouping - Organize items into categories
• Field visibility - Choose which columns to display
• Column order - Arrange fields in the most useful sequence

All views share the same underlying data, but present it differently. Changes to data in one view are reflected in all other views.

Creating and Managing Views

Creating a New View

1. Click the view dropdown at the top of your Collection (it shows the current view name)

2. Select New View from the dropdown

3. Name your view and configure it with your desired settings

Switching Between Views

Click the view dropdown and select any saved view. Your Collection will instantly update to show that view’s configuration.

Editing a View

Make any changes to sorting, filtering, grouping, or visible fields. Your changes are automatically saved to the current view.

Deleting a View

1. Switch to the view you want to delete

2. Click the three-dot menu (⋯) in the view toolbar

3. Select Delete View from the menu

Every Collection must have at least one view. You cannot delete the last remaining view.

Sorting Items

Sorting allows you to order your Collection items by any field in ascending or descending order.

How to Sort

1. Click the three-dot menu (⋯) in the view toolbar

2. Select Sort

3. Choose the field you want to sort by

4. Select Ascending (A→Z, 0→9, oldest→newest) or Descending (Z→A, 9→0, newest→oldest)

Multiple Sort Levels

You can add multiple sort criteria to create sophisticated ordering:

1. After adding your first sort, click Add Sort

2. Choose your second sort field

3. Items will be sorted by the first field, then by the second field when the first values are equal

Example: Sort by Status (ascending), then by Due Date (ascending) to see all “In Progress” tasks ordered by due date, followed by “To Do” tasks ordered by due date.

Removing Sorts

Click the X next to any sort criteria to remove it. You can also click Clear All to remove all sorting and return to the default order.

Filtering Items

Filters allow you to show only items that match specific conditions. This is perfect for focusing on relevant data.

How to Filter

1. Click the three-dot menu (⋯) in the view toolbar

2. Select Filter

3. Choose the field you want to filter by

4. Select the condition (equals, contains, is empty, etc.)

5. Enter or select the value to filter for

Filter Conditions by Field Type

Different field types support different filter conditions:

Text fields:

• Contains / Does not contain
• Is / Is not
• Is empty / Is not empty
• Starts with / Ends with

Number fields:

• Equals / Does not equal
• Greater than / Less than
• Greater than or equal to / Less than or equal to
• Is empty / Is not empty

Date fields:

• Is / Is not
• Is before / Is after
• Is on or before / Is on or after
• Is empty / Is not empty
• Is today / Is in the past / Is in the future

Select fields (Single/Multiple):

• Is / Is not
• Contains / Does not contain (Multiple Select)
• Is empty / Is not empty

Checkbox fields:

• Is checked / Is not checked

URL, Email, Link to Block fields:

• Is empty / Is not empty
• Contains / Does not contain

Multiple Filters

You can combine multiple filters to narrow your results:

1. After adding your first filter, click Add Filter

2. Configure your additional filter

3. All filters are combined with AND logic – items must match all conditions to appear

Example: Filter for Status = “In Progress” AND Priority = “High” to see only high-priority items currently being worked on.

Removing Filters

Click the X next to any filter to remove it. Click Clear All to remove all filters and show all items.

Grouping Items

Grouping organizes your items into categories based on a field’s values. This creates a clear visual structure that makes it easy to see items by category.

How to Group

1. Click the three-dot menu (⋯) in the view toolbar

2. Select Group By

3. Choose the field you want to group by

Your Collection will reorganize into collapsible sections, one for each unique value in that field.

Best Fields for Grouping

• Status - Group tasks by “To Do”, “In Progress”, “Complete”
• Priority - Organize items by “High”, “Medium”, “Low”
• Category - Group projects by type or department
• Date - Group items by month or quarter
• Single Select - Any select field works great for grouping
• Assignee - Group tasks by who’s responsible

Multiple Group Levels

Currently, Collections support one level of grouping per view. To group by multiple criteria, consider:

• Creating separate views for different grouping needs
• Using filters in combination with grouping
• Using sorting within grouped sections

Removing Grouping

Click the three-dot menu (⋯) and select Remove Grouping to return to a flat list view.

Common View Patterns

Project Management

Active Tasks View:

• Filter: Status = “In Progress” OR Status = “To Do”
• Sort: Priority (descending), then Due Date (ascending)
• Group: Assignee

Completed View:

• Filter: Status = “Complete”
• Sort: Completion Date (descending)
• Show fewer columns for cleaner overview

High Priority View:

• Filter: Priority = “High” AND Status ≠ “Complete”
• Sort: Due Date (ascending)
• Group: Status

CRM / Client Management

Active Clients View:

• Filter: Status = “Active”
• Sort: Last Contact Date (descending)
• Group: Account Manager

By Industry View:

• Sort: Company Name (ascending)
• Group: Industry

Follow-up Needed View:

• Filter: Next Follow-up Date < Today + 7 days
• Sort: Next Follow-up Date (ascending)

Knowledge Management

Recent Articles View:

• Sort: Last Modified (descending)
• Group: Category

By Status View:

• Group: Status (Draft / Review / Published)
• Sort: Title (ascending)

To Review View:

• Filter: Status = “Review”
• Sort: Priority (descending), then Due Date (ascending)

View Tips and Best Practices

Keep Views Focused

Create views for specific purposes rather than trying to make one view work for everything. Examples:

• “This Week” view for immediate tasks
• “All Projects” view for comprehensive overview
• “Archived” view for completed items

Name Views Clearly

Use descriptive names that explain what the view shows:

• ✅ “High Priority - Due This Week”
• ✅ “Active Clients by Region”
• ✅ “Draft Articles Needing Review”
• ❌ “View 1”
• ❌ “New View”

Combine Techniques

Get the most value by combining sorting, filtering, and grouping:

• Filter to narrow scope
• Group to organize categories
• Sort within groups for final ordering

Consider Your Workflow

Align views with how you actually work:

• Daily standup view
• Weekly planning view
• Monthly review view
• Client meeting prep view

Limitations

• Maximum 21 fields per Collection (including the Title column)
• One level of grouping per view
• Filters use AND logic (all conditions must be met)
• No OR logic between different fields (but you can create separate views)

Related Articles

Collections

Reordering Fields and Columns