Quick Start: Views

Views let you visualize and work with data in different ways – like Kanban and Gantt views – or capture data with Forms.

Spreadsheet.com allows you to showcase your workbook's data in different ways. We refer to these different layouts for your data as Views. Spreadsheet.com supports a number of different view types like Sheet views, Kanban views, Gantt views, and Form views for capturing data.

Views let you visualize and work with data in different ways, or capture data in the case of forms. Most views also provide the ability to filter and sort data however you wish, changing what data you show, how the data is visualized, and more. The underlying data stays the same, but Spreadsheet.com lets you break out of one fixed layout to best showcase your information. 

Views Overview

Views provide different ways to look at and work with data in a worksheet. With Spreadsheet.com, you are always looking at a worksheet's data through a view. To see all views in a workbook, open the Views sidebar from the top navigation bar by clicking on the name of your current view. You can switch to a different view by clicking on its name in the sidebar.

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Worksheets start with a Primary View, which is indicated as such here. The Primary View is a sheet view created by default whenever a worksheet is created, always has the same name as the worksheet, and cannot be deleted. From there, Spreadsheet.com supports different types of additional views. The default view type is a sheet view, which is identical to the traditional spreadsheet grid, but with Spreadsheet.com's extra capabilities.

All views, regardless of their type, work with the same underlying data in your worksheet. When you change your data in one view, all other views will immediately reflect those changes.

All views allow you to see, update, and add data to the current worksheet. Plus, when you close and reopen a workbook, you will default to your most recent view.

You can pin the Views sidebar to your screen by toggling the Keep open button in the top right corner of the sidebar.

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Creating and Managing Views

You can manage each view from the views sidebar by clicking on the three-dot icon to the right of each view name. Use the secondary menu to RenameCopy, or Delete the view, as well as Lock the view and manage its Permissions.

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To create a new view, click one of the + View buttons at the bottom of the Views sidebar. The new view will appear at the bottom of the Views list.

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Spreadsheet.com currently offers four types of views: Sheet, Gantt, Kanban, and Form. Each view type has unique configuration settings accessible from the view navigation bar. Let's explore each one further:

Sheet Views

New worksheets are automatically configured with a Sheet view mceclip5.png as the primary view. Sheet views are traditional spreadsheet grids with columns, cells, and rows, but also include unique features like the table header regioncustom data types, and related rows.

Configuring Sheet Views

You can configure your Sheet view from the view navigation bar directly below your workbook name.

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  1. Views Sidebar: Click on the name of the active view to access the Views sidebar, where you can see and manage all views that are currently in your workbook.
  2. Filter: Filtering allows you to define criteria to configure which data appears in your Sheet view. Like with traditional spreadsheets, there are hundreds of ways to filter your data, including special filters for specific data types like dates, attachments, users, and more. For more information about filtering data, see our article on Filtering and Row Visibility.
  3. Sort: Sorting allows you to define criteria to configure the order in which your records appear in your Sheet view. You can apply multiple sorts to a view, and you can control the order in which sorts are applied by reordering them using the drag handle mceclip0.png at the left of each sort condition. For more information about sorting, see our article on Sorting and Row Order.
  4. Group: Grouping allows you to create groups of rows that share common data in one or multiple columns. Each group contains a summary row that can display information about the group’s data like sums, averages, counts, minimum and maximum values, and more. For more information about grouping, see our article on Grouping Rows.
  5. Hide Columns: Hiding columns allows you to customize a view to show only specific columns of data. From the hide columns dropdown, you can check off columns to keep visible, hiding unchecked columns from the view. Hiding columns makes them invisible in the current view, but retains their data.
  6. Row Height: The row heights dropdown allows you to adjust the heights of all rows in a view at once.
  7. Lock View: Locking a view prevents other users from changing the filters, sorts, hidden columns, and other settings for the current view.
  8. View Permissions: The permissions dropdown enables you to determine which users can access the current view. Setting view permissions to Public allows all users with access to the workbook to see the current view, and setting permissions to Private allows only some users with access to see the current view.
  9. Additional Settings: From the additional settings dropdown, you can RenameCopy, or Delete the current view.

Kanban Views

Kanban views mceclip6.png allow you to layout your data like spreading out stacks of note cards. Based on your worksheet's primary view, Kanban views provide an alternative to managing your data in the traditional spreadsheet grid. The cards that Kanban views show correspond to every row in the table region of your worksheet. The title of each row card is the value of the primary column cell value in that row.

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Kanban views are a great way to see data differently, letting you sort, filter, and move cards and stacks. We'll explore Kanban views further in the next part of our Quick Start series.

Configuring Kanban Views

You can configure your Kanban view from the view navigation bar directly below your workbook name.

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  1. Views Sidebar: Click on the name of the active view to access the Views sidebar, where you can see and manage all views that are currently in your workbook.
  2. Stacked by: You can specify which column the Kanban view takes as a criteria to stack rows by. Kanban views can be stacked by SelectUser Select, and Icon columns with the "Allow multiple users" option disabled.
  3. Configure cards: You can configure the appearance of your Kanban cards, including which Attachment column (if any) provides the card's header image and which columns' data is displayed in each card.
  4. Levels: The levels dropdown allows you to specify which level of row hierarchy is turned into Kanban cards. We'll explore row hierarchies later in our Quick Start series.
  5. Filter: Filtering allows you to define criteria to configure which data appears in your Sheet view. Like with traditional spreadsheets, there are hundreds of ways to filter your data, including special filters for specific data types like dates, attachments, users, and more. For more information about filtering data, see our article on Filtering and Row Visibility.
  6. Sort: Sorting allows you to define criteria to configure the order in which your records appear in your Sheet view. You can apply multiple sorts to a view, and you can control the order in which sorts are applied by reordering them using the drag handle mceclip0.png at the left of each sort condition. For more information about sorting, see our article on Sorting and Row Order.
  7. Lock View: Locking a view prevents other users from changing the filters, sorts, hidden columns, and other settings for the current view.
  8. View Permissions: The permissions dropdown enables you to determine which users can access the current view. Setting view permissions to Public allows all users with access to the workbook to see the current view, and setting permissions to Private allows only some users with access to see the current view.
  9. Additional Settings: From the additional settings dropdown, you can RenameCopy, or Delete the current view.

Form Views

Form views mceclip1.png allow you to quickly create shareable and embeddable forms, where each form submission becomes a new row in the worksheet.

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When creating a form, each column in your worksheet can be used as a form field. You can choose whether fields are hidden and if they should have a default value. You can also configure column data types within the form designer, and add new columns as needed without switching back to a Sheet view.

We'll explore Form views further later in our Quick Start series.

Configuring Form Views

You can configure your Form view from the view navigation bar directly below your workbook name.

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  1. Views Sidebar: Click on the name of the active view to access the Views sidebar, where you can see and manage all views that are currently in your workbook.
  2. Share form: The share dropdown gives you access to a shareable link and embed code that you can use to distribute your form outside of Spreadsheet.com
  3. Open form: Click "Open form" to view your form as it will appear to those who follow your shareable link or view an embedded version.
  4. Lock View: Locking a view prevents other users from changing the filters, sorts, hidden columns, and other settings for the current view.
  5. View Permissions: The permissions dropdown enables you to determine which users can access the current view. Setting view permissions to Public allows all users with access to the workbook to see the current view, and setting permissions to Private allows only some users with access to see the current view.
  6. Additional Settings: From the additional settings dropdown, you can RenameCopy, or Delete the current view.

Gantt Views

Gantt views add an interactive Gantt chart to the right of your worksheet showing taskbars corresponding to each row in the table region. Gantt views allow you to view task dependencies, identify a project's critical path, and quickly see whether or not a project is running on time.

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Gantt views have the same set of configuration settings as Sheet views, with a few extra options housed in the upper right corner of your workbook. We'll explore Gantt views and their associated project management settings further later in our Quick Start series.

Gantt Views are a premium feature available on StandardPremium, and Enterprise plans. To learn more about Spreadsheet.com's paid plans, see our suite of articles on Billing, Payment, and Credit

Configuring Gantt Views

You can configure the Gantt chart component of your Gantt view from the upper right corner of your workbook.

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  1. Zoom level: The zoom level dropdown allows you to control the granularity of time displayed on your Gantt chart, ranging from hours to years.
  2. Zoom Out/Zoom In: Use the zoom buttons to make more incremental adjustments to the granularity of time displayed on your Gantt chart.
  3. Today: Click "Today" to automatically center your Gantt chart on today's date.
  4. Critical path: Toggle the critical path button to highlight or not display the critical path on your Gantt chart.
  5. Gantt appearance: The Gantt appearance dropdown enables you to control the visual presentation of your Gantt chart, including specifying the taskbar labels and colors and showing or hiding non-working days and hours, the today line, and dependency lines.
  6. Project Management: Open the Project Management settings dialog to configure and manage the information in your Gantt view.

In the next part of our Quick Start series, learn more about working with Kanban Views ➡️.