Views

Filter a collection for yourself, colour its records, save a view for everyone, and lock a view so it stays as designed.

Every collection opens on a saved view — a named arrangement of filters, sort, colours, columns, and row height. This guide covers switching between views, and who sees what when you change one.

Switch views

A collection's views sit in a row of tabs above it, and the collection reopens on the view you last used there in this browser. When there are more views than fit, the menu at the end of the row counts how many are out of sight — "+4" — and lists them all, with the default one labelled. Set as default in a view's menu chooses which view everyone lands on first.

To jump straight to a view in another collection, press ⌘K (Ctrl+K on Windows and Linux) and start typing its name.

Every view shares one toolbar: Filter, Sort and View, with the number of conditions in the name. Tables, boards and lists also have Colour, which reads Coloured by Status (or whichever field or rules you chose) while it's on. Grouping, fields, row height, charts, import and export live under View. Filter and Sort stay in sight, however narrow the window. With a mouse or trackpad, each panel opens right beside its button; on a phone, it opens as a sheet.

On a phone, a grid opens as a table. To read it as cards, choose Cards under Layout in View. Your phone remembers the choice.

Colour records

Make the records that matter stand out: every blocked task in red, every overdue invoice in amber, each deal in the colour of its stage. In a table, a coloured record gets a soft tint across its row and a bar down its left edge. On a board or a list, each card or row gets a coloured strip.

Select Colour in the view toolbar.

Choose how records get their colour: By field or By rules.

Pick a field, or set up your rules. The view recolours as you go.

By field gives each record the colour of its option in a single-select or multi-select field, the same colour its chip has. With several options picked, the first one counts. To change a colour, change the option's colour in the field's settings.

By rules works like a list of filters, each with a colour. A rule's conditions are the ones you know from Filter, so "Due date is before Today" means the same here and stays true day after day. A record takes the colour of the first rule it matches, so put the most important rule at the top; the arrows next to each rule move it up or down. Records that match no rule stay plain, and so do records with an empty value under a "before" or "after" condition.

Colours follow your records: change a status or a date and the record recolours straight away. To stop colouring, choose None or select Turn off.

Colour is part of the view, so it works like the rest of it: your changes are yours until you save the view for everyone. Everyone sees a view's shared colours; you need edit access to change them.

You can also ask Cheqq, for example "colour overdue tasks red in my Tasks table".

If a rule stops working

If you delete a field that a rule uses, the rule is marked in the Colour panel and skipped until you change it or remove it. The rest of your rules keep working.

Change a view for yourself

Adjust the filter, sort, column, or row-height controls above the collection. That's all there is to it: the change is yours immediately.

Your version follows you between devices and is still there when you come back. Nobody else's screen changes, so you can filter a shared view down to one record without disturbing anyone.

Two things tell you that you're looking at your own version:

The view's tab shows a small ring next to its name.
Only you see this appears among the view's actions. Where space is tight it shortens to Only you, then to an icon.

An emptied filter doesn't count as a change of your own, so clearing the filters you added is enough if that's all you changed.

Select Only you see this to see exactly which parts differ — filters, sort, columns, and so on.

Viewers can do this too

Filtering and sorting for yourself doesn't require edit access. If you were invited as a viewer, you can still arrange a collection however you find it easiest to read.

Go back to the shared view

Select Only you see this among the view's actions.

Select Reset to shared view.

Your changes are discarded and you're back on the version everyone else sees. There's no confirmation step, because rebuilding a filter takes a moment and the shared view is always one selection away.

This is also the quickest fix when you and a colleague are looking at "the same" view and seeing different rows.

Save a view for everyone

When an arrangement is worth sharing, publish it.

Set the view up the way you want it.

Select Only you see this among the view's actions.

Select Save for everyone.

The view now opens this way for the whole workspace, and your personal version is cleared — it has become the shared one, so there's nothing left that's only yours.

Because this changes what your colleagues see, the confirmation message includes Undo. Selecting it restores the previous shared configuration.

You need edit access to save a view for everyone, and the view must not be locked.

Lock a view

Locking fixes a view's definition so it stays the way it was designed. Use it for views that are part of how a Wapp is meant to be read.

Right-click the view's tab, or select its … button.

Select Lock view.

On a locked view, nobody can save changes for everyone, rename it, delete it, or switch its layout. A lock glyph appears on the tab so people know before they try, and the actions it blocks are shown with the reason.

A lock doesn't stop anyone working. Everyone can still filter, sort, and rearrange a locked view for themselves — the personal layer is unaffected. Locking protects the shared version, not your ability to read the data.

Only admins and owners can lock or unlock a view. Select Unlock view from the same menu to release it.

Locked views still repair themselves

If a field a locked view refers to is renamed, the view is updated to match. A lock prevents people from redefining a view; it doesn't leave the view pointing at fields that no longer exist.

Layout types — Grid, Kanban, List, Calendar, dashboards, and how saved views fit together.
Manage a Wapp — moving around a Wapp, roles, and who can change what.