Effective data management is key to staying organized and improving productivity. With NextCrew’s powerful List, View, and Filter features, you can customize how your data appears, making it easier to focus on what matters most — all while collaborating seamlessly with your team.
This video and guide will walk you through each feature step-by-step so you can unlock new efficiency in your daily workflow.
Overview of Managing Lists, Views and Filters
Key Features Overview
1. Reorder Columns with Drag-and-Drop
Personalize your layout by simply clicking and holding a column header, then dragging it left or right to reposition. Release to set your preferred column order instantly.
2. Sort Columns
Click the up or down arrow next to any column header to sort data ascending or descending. Hover over a column for quick access to sorting options, including grouping data by that column.
3. Add or Hide Columns
Control what information you see:
Click the cog icon at the top-right of the list.
A menu will appear showing available columns.
Check boxes to show, or uncheck to hide columns — changes apply immediately.
4. Group Data
To organize data effectively:
Drag a column header into the grouping area above the list.
Your data will rearrange itself based on that grouping.
To remove, drag the column back to its original spot.
5. Change Records Per Page
At the bottom of the list, click the displayed record count to choose how many records show per page — options include 25, 50, or 100, letting you tailor the view for speed or detail.
Applying Filters for Laser Focus
Narrow down your data with filters:
Click the filter icon or use the filter bar if visible.
Set conditions or criteria to target specific records.
Apply filters to refresh the list, showing only what matters.
Combine multiple filters to refine your results further.
Save and Share Your Custom Views
Save a View
Once your columns, groups, and filters are set exactly how you like them:
Click the Save View button at the top.
Give it a descriptive name like “Weekly Sales Report” or “Team Performance.”
Save to access easily anytime.
Share a View
Collaborate effortlessly by sharing:
After saving, click Share.
Enter the recipient’s email or username.
Choose their access level (view-only or editable).
Confirm and share instantly.
Set a View as Your Default
Choose your favorite view for instant access every time:
Click the drop-down arrow next to your saved view’s name.
Select Set as Default.
Now, whenever you open this screen, your preferred data layout will appear automatically—customized just the way you like it.
This ensures you always start with the view that fits your workflow best, saving clicks and keeping you organized.
Summary Table
| Feature | How to Use | Best For |
|---|---|---|
| Reorder Columns | Drag and drop column headers | Personalized layouts |
| Add/Hide Columns | Use cog icon, check/uncheck options | Customizing displayed data |
| Group Data | Drag columns to grouping area | Organizing for insights |
| Apply Filters | Click filter icon and define criteria | Narrowing results efficiently |
| Save & Share Views | Save view button & share with colleagues | Quick access & collaboration |
| Set Default View | Click arrow next to view name, select “Set as Default” | Always start with your preferred data layout |
Boost Productivity with Shared Views: Common Use Cases
Sharing custom views is a powerful way to streamline workflows, eliminate repetitive sorting, and keep your whole team focused on what matters.
Here are some popular, productivity-boosting scenarios where shared views make a real impact:
1. Recruiters: Identify Interview-Ready Candidates
Set up a view that highlights all new candidates who require interview requests. Share it with your recruiting team so anyone can quickly spot and reach out to prospects, accelerating the hiring process.
2. Onboarding Managers: Track Ready-to-Hire Talent
Create a tailored view showing candidates who have completed and signed all onboarding documents. Sharing this view ensures onboarding managers and HR can immediately proceed with next steps—reducing delays and confusion.
3. Operations: Monitor Upcoming Job Openings
Build a view listing all jobs scheduled to start within the next 7 days. Distribute this to your staffing team to coordinate assignments efficiently and fill roles proactively.
4. Timesheet Approvers: Actionable Timesheet Oversight
Configure a view displaying only timesheets that require attention or correction. Sharing it with supervisors or payroll staff ensures nothing falls through the cracks and payroll runs on time.
5. Sales Teams: Prioritize Prospects
Set up a view of all prospective clients or leads pending follow-up. Share this with your sales reps so everyone is clear on who needs to be contacted—helping the team close deals faster.
Pro-Tip:
After creating any of these custom views, use the Share option to give colleagues instant access. This means everyone can get to work right away with the data they need—no extra sorting or filtering required.
By leveraging shared views for these and other everyday scenarios, your team can save time, avoid errors, and stay consistently aligned on priorities.
Frequently Asked Questions (FAQ)
Q1: How do I reorder columns?
Click and hold a column header, drag it to a new position, and release to set it there.
Q2: How can I add or hide columns?
Click the cog icon top-right, then check or uncheck columns to add or hide them.
Q3: Can I group data?
Yes! Drag a column header to the grouping area above the list. To ungroup, drag it back.
Q4: How do I apply filters?
Click the filter icon, define your criteria, and apply filters. Multiple filters can be combined.
Q5: Can I save a custom view?
Absolutely. Set up your view, then click Save View, give it a name, and save.
Q6: How do I share a saved view?
After saving, click Share, enter the recipient’s info, set access rights, and confirm.
Q7: Can I edit a saved view?
If you created it, open the view, adjust columns or filters, and save changes (overwrite or save as new).
Q8: Can I create multiple views?
Yes, save multiple views for different tasks and switch between them as needed.
Q9: How do I set a default view?
Next to the view name, click the arrow and select Set as Default.
Q10: Why might the Save button be disabled?
If the view was created by someone else and shared with you, you cannot modify or delete it.
Harness these tools to streamline your workflow, focus on the data that matters, and strengthen teamwork with seamless sharing.
Start customizing your data views today to work smarter with NextCrew!