Working with Lists
Every list of records in the app — All Contacts, People, and any saved view — is the same table with the same tools. Learn it once and you know every list.
The toolbar at a glance
| Control | What it does |
|---|---|
| Quick search | Type to search the obvious fields (name, email, phone). Results update after a short pause. |
| Filters | Opens the filter builder. The badge shows how many conditions are active. See Filtering & Searching. |
| Columns | Show, hide, and reorder columns. |
| Saved views | Save the current filters, sort, and columns under a name, or load a saved view. |
| Export | Download the list as a file (if you have export permission). |
| + Add | Create a new record in a small popup window. |
| Share (in the paging row) | Copies a link to this page position to your clipboard. |
Sorting
Click a column header to sort by it. Click again to flip the direction. The arrow in the header shows the current sort.
Choosing columns
- Click Columns.
- Tick or untick columns to show or hide them.
- To change the order, switch on the reorder toggle and drag columns into place.
Extra fields your space has defined (custom fields and extension fields) appear in the picker too, so you can bring them into any list.
Paging
Use the pagination controls under the list to move between pages and change the page size. When you change the page size, the list keeps you positioned on the records you were just looking at instead of throwing you back to page 1.
The Share button builds a link to the current page position and copies it to your clipboard, so a colleague opens the list at the same place. Only the page position is shared — never your filters or search terms.
Saved views
A saved view remembers filters, sort, and column choices under a name.
- Set up the list the way you like it.
- Open Saved views and choose Save.
- Pick a scope: Just me, or Space to share it with everyone (space-wide saving needs a permission).
Mark a view as your default and the list opens that way automatically. After you load a view, an asterisk next to its name means you have changed something since loading it.
Views in the sidebar
Sidebar entries such as People are pre-filtered views. Their built-in base filter is the view's identity — it cannot be cleared or edited, and your own filters simply stack on top of it. "Clear filters" clears only yours.
Selecting rows and bulk edits
Tick the checkbox on each row to select it, or use the header checkbox for the whole page. A bulk bar appears:
- Edit a field across all selected rows in one go — pick the column, enter the new value, and the change goes into your edit cart for review before anything is saved.
- All matching records — you can apply a bulk change to everything matching the current filter, not just the visible page. There is a server-side safety cap on how many records one bulk action may touch.
- On error — choose whether a bulk save should continue past individual failures (and report them per record) or stop at the first failure and roll everything back.
Nothing is saved until you save the cart — see Adding & Editing Records for how the edit cart works.
Exporting
- Click Export (visible only if you have export permission).
- Choose the format (CSV or JSON), the scope (current page, or everything matching the filter), and the columns.
- The file downloads with a progress bar.
Live updates
When someone else changes a record you have on screen, its row is marked as changed — click the marker to refresh just that row. When new records arrive, a banner offers to refresh the list; it never reshuffles under your hands.
Related pages
- Filtering & Searching — the filter builder in depth, with worked examples.
- Adding & Editing Records — inline editing and the edit cart.
- Importing & Exporting — bringing data in from files.