Creating Views

Overview
What is a View?
 
A View refers to the display format of a list of records. Create Views to view your data in each of your apps. You can create List, Calendar, and Custom Views:
  • List views display one or more fields from your form in columns.
  • Calendar views show a calendar with records associated with certain days.
  • Custom views provide a space to enter custom HTML code. Custom views can only be selected by a system administrator.

List View

Screen_Shot_2018-05-15_at_3.57.59_PM.png

Creating a List View: 

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Click the Views tab. 
  3. Click the Plus sign plus on the right.
  4. Enter a Name for your view.
  5. Select List view.
  6. On the left are all the fields on your app's Form.
  7. Drag desired fields from the left, to the right open space.
    • The field opens into a column placeholder, with the field name as the column heading at the top. This column will display data from this field in your app.
    • To change the column order, drag a column to the left or right.
    • To delete a field, hover over the Options icon in the column heading and click Delete 
  8. Under Filter and Sort, apply conditions to display certain records in your view, and display them in a designated order. See Filtering and Sorting Records below.
  9. To delete a view, click  on the top right.
  10. Click Save.
  11. Click Update App.
  12. Locate the new View in the drop-down list on the left within your app.  

The following types of fields can be selected and displayed:

  • Text
  • Rich text
  • Text Area
  • Number
  • Calculated
  • Radio Button
  • Check box
  • Multi-choice
  • Drop-down
  • Date
  • Time
  • Date and time
  • Attachment
  • Link
  • User selection
  • Department selection
  • Group selection
  • Lookup
  • Record number
  • Created by
  • Created datetime
  • Updated by
  • Updated datetime
  • Assignee

By default, the list view is set to (All fields). For (All fields), all fields are displayed except the following types of fields:

  • Field that is set in a table.
  • Created by
  • Updated by
  • Created datetime
  • Updated datetime
  • Related Records
  • Field group
  • Label
  • Blank space

In the list view, the data entered in the fields can be edited in-line. See In-line Editing for more details.

Calendar Views

Screen_Shot_2018-05-15_at_4.35.49_PM.png

Creating a Calendar View: 

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Click the Views tab. 
  3. Click the Plus sign plus on the right.
  4. Enter a Name for your view.
  5. Select Calendar view
  6. Under Date Field, select a date field from your app. This is the date the record will appear on in the Calendar.  
  7. In Title Field, select a field from your app to use as the record title. This field determines the value that is displayed on the calendar.
  8. Under Filter and Sort, apply conditions to display certain records in your view, and display them in a designated order. See Filtering and Sorting Records below.
  9. Click Save.
  10. Click Update App.
  11. Locate the new View in the drop-down list on the left within your app. 

This format displays records using date columns on a calendar. Each page can display up to 500 records. If the number of records is over 500, the first 500 records starting from the first Sunday of the month are displayed. The following types of fields can be selected and displayed:

  • Record number
  • Text
  • Text Area
  • Rich text
  • Attachment
  • User selection
  • Department selection
  • Group selection
  • Created by
  • Updated by
  • Assignee
  • Number
  • Calculated
  • Link
  • Lookup

Custom Views

Custom Views allow users to create an advanced and flexible view by specifying the HTML content the view will show. Please note, creating custom views is an advanced feature not covered by Kintone Support. For more information, please visit the Kintone Developer Network.

Filtering & Sorting Records
 
Use the Filter and Sort section to filter and sort records displayed in views. 
  • To display only records that meet a certain criteria, select a field from the Filter list. Specify the conditions that must be met to display the records.
  • If you select a user field, you can use the select Users, Groups, or Departments as filtering criteria. You can also select Logged-in user or Priority Department as filtering criteria. If you select Priority Department, the app displays all records assigned to members of the logged-in user’s priority department. 
  • Click Add to add a second field to filter by. Select whether to display records when All conditions are met, or when Any conditions are met. 
  • Use the Sort by section to specify a field to sort the records by, in descending or ascending order. 
  • To delete a filter or sort, click the Delete icon.
  • To delete all added filters and sort fields, click Clear All.

Reordering Views

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Click the Views tab. 
  3. Click and hold the Drag & Drop drag and drop icon and drag it to the desired position.
  4. Click Update App.

Duplicating Views

You can duplicate an existing list or calendar view to create a view with the same or similar data. 

  1. In an app, select the view you'd like to duplicate and click Screen_Shot_2018-05-15_at_4.40.43_PM.png.

  2. If necessary, change the filter and sort conditions.

  3. Click Screen_Shot_2018-05-15_at_4.42.09_PM.png

    • Please note, you will not have the option to save if you aren't an administrator for the app.
  4. Enter the name of the new view and click Screen_Shot_2018-05-15_at_4.43.39_PM.png.

Editing & Deleting Views

You must be an app administrator to edit or delete a view.

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Click the Views tab. 
  3. To edit a view, click Edit  Screen_Shot_2018-05-16_at_3.55.06_PM.png.
  4. To delete the view, click Delete Screen_Shot_2018-05-16_at_3.56.53_PM.png.
  5. Click Update App.  

Changing the Default View

To change the default view, reorder your desired default view to the top of the list. See Reordering Views to learn how to reorder views. 

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