Where to start
A list such as Jobs or Quotes → Views / CustomizeBefore you start
- Available columns, filters and sharing choices depend on the list and your access. This guide uses the Invoices list for the worked example.
- A saved view changes how records are listed. It does not edit an invoice, move a job or grant permission to otherwise restricted records.
1Choose a starting view
Open Views to see Saved Views. Choose a named view or Standard View. The check mark identifies the current selection; the star identifies your default. A globe marks a shared view, while a person marks a private view.
Views belong to a particular list. An invoice view does not automatically appear on Jobs or Quotes. Selecting a different view does not delete the previous one.
2Inspect the current list
Read the View name and the visible column headings. Check any Search chip, location and filters before treating a missing row as a missing record. Those controls can affect the results independently of the view.
Click a sortable heading to reverse its ordering. Invoices and Jobs save the selected sort with a new view; an older view without a stored sort leaves the current ordering in place.
3Open Customize and read the preview
Choose Customize. The left side contains Filters, Display Fields and Rows per page. At a wide desktop size, Live Preview shows a sample of currently loaded rows with your selected columns and their order.
The preview does not simulate the new filters. Its filter summary explains what will apply after you choose Apply. At narrower widths, the preview is hidden so the controls have room.
4Remove and restore a display field
Use the minus beside a Display Field to remove that column from the view. The underlying value is unchanged. For example, hide Email while preparing a collections list.
Choose the plus beside Display Fields and pick the field to restore it. The menu offers fields that are currently hidden; All fields are visible means there is nothing else to add. Keep at least one useful identifying field, such as Invoice # or Job Name.
5Reorder columns
Drag a display field by its grip to a new position in the list. Move Balance beside Invoice # if that is the value you check first. The desktop preview updates as the display order changes.
Reordering columns changes presentation only. It does not sort the rows or change invoice numbering.
6Add a status filter
Choose the plus beside Filters, select Status, choose Is not, then select Paid. The available values come from this list's filter definitions. On invoices, status choices include Draft, Sent, Partial, Paid and Void.
Use the filter row's trash icon to remove a condition. Removing a filter does not delete any record.
7Combine filters with an amount
Add a second filter: Balance → At least → 500. Both conditions must match, so the example shows invoices that are not Paid and have at least $500 remaining. Balance is different from Total when payments have already been recorded.
Number fields offer Equals, Greater than, Less than, At least and At most. Choose the field and comparison deliberately; a $1,000 invoice with $900 paid does not meet a $500 balance filter.
8Use text, date and empty filters
Text fields offer comparisons such as Contains, Equals, Starts with and Does not contain. A date field offers Is, Before and After with a date picker. Field choices vary by page; Jobs can also offer activity and custom-information fields.
Is empty and Is not empty do not need a value where they are offered. Empty is different from zero. Inspect a new condition before applying it, especially after changing its field type.
9Set rows per page
Enter Rows per page to control how many records the list requests at once. The control offers a range of 10 to 200. It does not limit the total number of records in the saved view.
Read the list's row range and use its paging controls when there are more matches. The desktop customization preview shows only a small sample, not every matching record.
10Apply temporarily
Choose Apply in Customize. In Apply View, leave Use temporarily selected and choose Apply again. The columns, filters and row count apply for this page session without creating a saved view.
The list can still label this temporary arrangement Standard View. To discard it, choose Views → Standard View. Closing Customize or cancelling Apply View does not apply the pending edits.
11Save a named view
Reopen Customize, check the configuration and choose Apply. Select Save as a view and enter a recognizable name such as Open balances over $500. Some pages also have a Save View toolbar action for their current configuration.
A new view name creates another saved arrangement. Merely changing the current columns or sort does not overwrite an existing saved view; save the new configuration explicitly.
12Choose visibility and your default
Shared with team makes the saved view available to other users in this tenant. Just me keeps it private to its creator. Neither choice grants access to records the viewer cannot otherwise see.
Set as my default view controls which view opens for you on this list. It does not force the whole team to use it. Choose Save & Apply and confirm the saved name appears above the list.
13Verify after reloading
Reload the list and confirm your default restores its columns, filter conditions, row count and saved sort. Open Customize to inspect the saved conditions if the result is surprising.
Selecting a saved view or temporarily changing the list does not change your default automatically. Search text and location are separate controls; do not assume saving a view captures everything visible on the page.
14Replace an existing view deliberately
Customize again, choose Apply → Save as a view, and type the same name as one of your views. Matching names are case-insensitive. An overwrite warning appears and the action becomes Overwrite View.
Choose a different name to keep both arrangements. Overwrite View replaces the saved configuration and visibility of the matching view; users of a shared view will see the replacement when they apply it. Review visibility again because the save form starts with Shared with team selected.
15Change or clear your default
Open Views and use the star beside a view. Set as my default makes it your starting view for that page; Remove as my default clears that preference. The filled star shows the saved preference.
Choosing Standard View resets the current arrangement but does not clear a named default. Clear the star as well if you want the standard arrangement on the next load.
16Delete an unneeded saved view
In Views, hover over the intended saved view and use its trash icon where available. This action removes the view immediately. It does not delete the invoices, jobs or other records that the view displayed.
Shared-view deletion affects other users who select it. Access depends on the creator and page-management permissions. If the deleted view was your default, the list falls back to Standard View.
17Inspect an export before sharing it
Export behavior belongs to each list. On Invoices, Export downloads the currently loaded invoice rows with a fixed set of billing columns; it does not reproduce your custom column arrangement or export every page automatically.
Open the downloaded file and check its rows, headers and values. Use the paging and filtering controls intentionally, and do not interpret the money-bar cards as totals for only the exported rows.
18Find a record that seems missing
Return to Standard View, clear any Search chip and check the selected location where applicable. Reopen Customize to inspect any remaining conditions. A named default can return on reload until its star is cleared.
If the record is still unavailable, check your access and use Global Search for a specific number or project detail. A view does not bypass a locked view or other administrator restrictions.
Check the result
- The saved view restores the intended columns, filters and sort.
- A missing record can be explained by the current filters or access.
If something looks wrong
- Clear filters or return to a standard view when looking for an apparently missing record.
- A locked view set by an administrator may constrain which records you can open.