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Saved views

Every list in the CRM — Contacts, Leads, Companies, Deals (the table) and Tasks — can be saved as a view: the filters narrowing it, the columns showing, and the column it is sorted by, under a name. A view is the list the way you work it — "my open leads in Texas" — and it is there again when you come back.

The views control​

Above each list, a button names the view the list is showing — All contacts when none is — and opens the views menu:

  • My views are the ones you saved for yourself.
  • Shared with the team lists views a colleague saved and shared.
  • On the Contacts list, your saved segments are offered under their own heading; choosing one puts its tags and sources on the filter bar.

Beneath them are the acts on the open view:

ActionWhat happens
Save changesThe filters, columns and sort as they are now become the view's. Offered on a view you may change — one you made, or any view when you are an organization-wide member.
Save as view… / Save as new view…Name the current arrangement and keep it. Tick Share with the team to list it for everyone who can open the section.
Rename…Change the name.
Share with the team / Stop sharingList the view for the whole team, or take it back to yours alone.
Set as default / Clear defaultOpen the section on this view whenever you come to it. The default is yours: a colleague's default is theirs.
Discard changes / Clear filtersBack to the view's saved arrangement, or to the plain list.
Save as segment…Contacts only — see Segments and views.
Delete view…After a confirmation. The records themselves are untouched.

A view you have changed is marked Modified beside its name, so a list that reads "My open leads" and shows something else cannot pass for the saved one.

The address of a section carries the open view as ?view=…. Copy the address and a colleague who can open the section lands on the same list. On the Contacts list the key sits beside the ones a form's page or the Inbox link with, so "the people this form captured, in my usual view" is one address.

Filters on the Contacts list​

The Contacts list keeps its filters as chips above the table, and Add filter adds one: pick a field, a condition and a value. The fields are the list's columns and a few that are not — owner, stage, source, company, tags, form, orders, lifetime value, created and updated dates, and one field per custom field your organization has defined. Owner, stage, source and company are picked from a list; a date from a calendar; anything else typed.

One chip reaches every contact and the rest narrow what it found. The database answers one filter per query, so the first filter it can serve — a name, an email, a tag, a form, a date, an order count — is run against the whole collection, and every other filter narrows the newest thousand contacts that query returned. The served chip is filled; the others are outlined; and the caption under the chips says which is which. Owner, stage, source, company and custom-field filters always narrow rather than reach, because those facts are kept per site and no query can reach them directly. Sorting reorders the loaded window.

On the other four lists the filter is the control the list already had — the companies grid's column filter, the deals table's All / Open / Won / Lost, the task view, the leads Show — and a view keeps it with the columns and the sort.

Columns and sort​

Manage columns in any list's column menu chooses what shows, and Move left / Move right in the same menu put a column where you want it. A view keeps both — the choice and the order — and a view saved before a column existed shows the new column too, after the ones it names. Click a column header to sort; a view keeps that as well.

Segments and views​

A segment is the older, narrower thing: saved tags and sources, usable as a campaign audience. Views keep everything a segment kept and more, and the two meet in two places:

  • Every segment is offered in the Contacts views menu. Choosing one puts its tags and sources on the filter bar, where you can narrow further and save the result as a view.
  • Save as segment… in the views menu keeps the tag and source filters of the current view as a segment. The other filters stay on the view.

A contacts view can also be an email audience in its own right. When you build an audience from a rule, pick it under Saved view, beside Saved segment: the view's filters — owner, stage, company, tags, sources, dates, purchases and custom fields — always apply, the way a segment's do. Only views whose filters can be an audience are offered: a view filtered by a name or an email, or by the updated date, describes a list on a screen rather than a set of people, and is left out. A view that is deleted, or edited past what an audience can express after a rule named it, makes that audience select nobody rather than everybody.

Who sees what​

A view is read by whoever can read the section, but a view you have not shared is listed for you alone. Changing or deleting a view is the creator's, or an organization-wide member's; a colleague on the same site who opens a shared view can save a copy of their own, and cannot rename or remove yours. Your default view per section is kept on your own profile, beside your notification settings.