Managing views

Now that you’ve learned how to set up and edit views, let’s go over the rest of the view settings. 

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View list

On the left of the page is the view list, which displays all the views in the current object. Using this list you can easily access and switch between views within the selected object. For example, if you select the tasks object, you can see and switch between the task views. 

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Order

The order of the views in the list is set according to the following hierarchy: 

1. Favorite views: These views will be marked by a yellow star to the left of their name and will always appear at the top of the view sidebar. If you have multiple favorite views, they will be ordered alphabetically as is explained below. You’ll learn about favorite views in the next section.
2. Blank spaces: These will appear at the top of the hierarchy, so that placing a space bar before a view will display it immediately after any favorite views. Additionally, the text “a a” will appear before the text “aa”.
3. Symbols and punctuation: Any symbols or punctuation will come immediately after blank spaces, so that “1.1” will appear before “11”.
4. Numbers: Numbers will be displayed from least to greatest, so that 0 will appear before 9. Because the sorting works on a character by character basis, the text “10” will appear before the text “9”.
5. Letters: These will appear last and go in A to Z order. 
6. Folders: The list of folders will always appear after the list of all the views. The arrow on the left of a name will signify that it is a folder, by clicking the arrow you can choose whether you’d like to display the views inside the folder. The folders themselves will be listed according to the hierarchy listed above, as will the list of views within each folder. 

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Folders

You can use folders to organize your views according to topic. This will help you keep a clean and organized system. To create a folder, simply click and hold on a view, drag it on top of another view, and unclick. This will put both the views in a new folder, and open an editor where you can set the name of your new folder. Once you add a name, press enter or click the green checkmark to save your new folder. You can click the X to cancel and delete the folder. 

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Folders will be signified by a gray arrow on the left of their name, which will point right when the folder is closed.  You can click on a folder to display the views within it. This will be signified by the arrow pointing down. To add or remove views from a folder, simply drag and drop them in or out. You can change the name of a folder at any time by double clicking its name. Type in a new name and click the checkmark to save it. You can also click the X to revert the name to whatever it was before you started editing. To delete a folder simply drag all the views out of the folder and it will disappear on its own. Folders will always appear at the end of the view sidebar. 

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Search

You can use the Search Views section at the top of the views sidebar to search for a view. The search bar will search and show any views which contain your search query in the name of the view. It will not show folders themselves, but will show any views which are inside of folders. 

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Default views

By setting a view as the default view, it’ll be the first view to open whenever you open an object. This is assuming you don’t have any favorite views, which you can learn about below.

Each object has exactly one default view at all times, and is automatically assigned a default view. This is typically the view which displays all the records in the object, such as the All Contacts view in the Contacts object. You can easily switch the default view. To start, open the view you’d like to set as the default view. Next, click the three dot menu and then select the Set View as Default option. This will replace the old default view with the view you currently selected. 

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A few notes about the default view:

• All users have access to the default view. This ensures that there is always an accessible view. For this reason, the default view cannot be deleted and does not have share permissions.
• Whenever you use the object search option, which you learned about in the previous lesson, the list of results which are displayed will use the settings of the default view, such as the set columns and sorting.
• When you click the magnifying glass of a lookup field, the pop up which displays and lets you select from a list of records uses the default view. 
• Dashboard widgets will also use the default view to display data. 

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Favorite views

Favorite views are marked by a yellow star in the view list, and will appear at the top of the view list. You can mark frequently used views as favorites to make sure they’re easily accessible. If you have one favorite view in a specific object, this view will be the one that opens when you open the object. If you have multiple favorite views, the topmost favorite view will be the one to open. The order of favorite views follows the order rules described above in the view list section. 

You can set a favorite view at any time by hovering over its name and then clicking the blank star outline. The star will turn yellow and your view will be set as a favorite view. You can find the name of a view either at the top left of the view or in the view list on the left. You can remove a view from the favorite view setting by unmarking the yellow star next to its name. 

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