Creating Views in the Document List

• Customize the Document List
• Save and Manage View
• Default View Configuration

The Document List can be customized to display data and filter documents you see based on certain parameters. For example, you may not want to see an entire list of your documents at once, just a list of documents that have completed all steps in the workflow.  You can select which fields you want to display as columns, add filters, or choose how the data gets sorted in the view.  This configured display can then be saved for future use via the save option in Views.  This also includes the Default View for the app which can be configured by an app administrator.

Customize the Document List

From within the Document List, you can add additional columns to see more data from the form beyond the default options.

• Click on Columns and then mark the desired field(s) by clicking on the eye icon. You can also change the order of the fields in the Document List by clicking on the six dot icon and dragging to the desired position.
  
• If the column is capable of filtering, you can click on a column header and you will see options to adjust the type of documents you're seeing.  Each column's filtering options are different, but below are a few examples. Once you select the desired options, it will filter your Document List by those selections.
• You can utilize the Sort options in the top header to order the data as you desire and on which fields.
• Create desired Filters to narrow down your results in the Document List - this can be on any field in the form or document metadata:
  

Save and Manage View

Once you’ve configured columns, filters, and sorting, you can save your view to reuse later.

1. Click Views
2. Enter a name
3. (Admins only) Select Make Public to share with all users
4. Click Save

Once saved, it will display as an option when you click on Views. You will now have the option to go back to the Default View, save other views, update existing saved views, or delete previously saved views.

Note: Your Views will display in order of creation with newest listed first.  It will also show the active unsaved view as 'Unsaved View' until you save with a description.

Update Views

To update existing views (including the Default View) you make the necessary new column selections, filters, sort order and the utilize the Update with current settings option in the menu for the specific View:

Note, as an App or Product Administrator you can save Views as a Public View upon creation to share with all users via the 'Make Public' option which will then show as a standard view to all users. Creating a Public View can only be done on initial creation - to change it to be Public or not Public you'd have to recreate the view and then delete the original. Admins will see all views tagged with an eyeball icon (not crossed out) indicating it's a pubic view.

Other non-admin users will see text indicating which views are published by an Admin:

Default View Configuration

As an App Administrator, you can set a Default View for the form—this is the view all users see when they first open the Document List.  Initially all Default Views will include the Number, Submitted At, and Submitter fields which then can be configured as desired.

Start by selecting your desired columns, sort order, and filters. These settings define the default experience and ensure users see the most relevant information right away.

Users can still create and manage their own custom views. However, if someone resets their columns and sorting, or if a new user is added to the app, the Default View determines how the Document List appears.
Once you’ve configured the view you want, you can use the Update with current settings option for the Default View.