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Views for Data Extraction

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Overview

A View is a feature that extracts and displays data from a table based on specific conditions. You can see only the data you need without modifying the original table.

View Features

1. Saved Filter Conditions

Save frequently used filter conditions as views.

Example:

Original table: Task Management (200 items) View 1: Incomplete Tasks (50 items) View 2: Due This Week (15 items) View 3: High-priority Tasks (20 items)

2. Non-destructive

Filtering data in a view does not modify the original table data.

3. Multiple Views per Table

Create multiple views from a single table to see your data from different perspectives.

4. Paginated Results

View results are shown up to 100 rows per page. When there's more data, use the page controls to see the rest.

Creating a View

Steps

  1. Tap the create button (+) at the bottom-right of the screen
  2. Select "View"
  3. Enter the basic information:
    • Title: Name of the view (e.g., "Incomplete Tasks")
    • Base table: Select the source table (you can select up to 5 tables)
    • Visibility: PRIVATE / TEAM / PUBLIC
  4. Set filter conditions
  5. Set sorting (optional)
  6. Select display columns
  7. Click "Preview" to verify
  8. Click "Create"

If you select two or more tables, you'll then see a screen asking how the tables should be combined (the join type, and which columns to match between them). Join types include "inner join," which shows only rows that match in both tables, and "left outer join," which keeps all rows from the first table.

Setting Filter Conditions

Single Condition

Example:

Condition: Status = "In Progress" -> Shows only tasks that are in progress

Multiple Conditions (AND)

Example:

Condition 1: Status = "In Progress" AND Condition 2: Priority = "High" -> Shows only high-priority tasks that are in progress

Multiple Conditions (OR)

Example:

Condition 1: Status = "Not Started" OR Condition 2: Status = "In Progress" -> Shows all incomplete tasks

Complex Conditions

Example:

(Condition 1: Priority = "High" OR Condition 2: Priority = "Medium") AND Condition 3: Due Date <= End of this week -> Shows high and medium priority tasks due by end of this week

Sort Settings

You can set the sort order for data in a view.

Example:

Primary sort: Priority (Descending: High -> Low) Secondary sort: Due Date (Ascending: Oldest -> Newest)

Selecting Display Columns

Choose which columns to display in the view.

Example:

Original table: 15 columns View display: 5 columns (Task Name, Status, Priority, Assignee, Due Date)

Aggregation and Grouping

A view can also work as a summary table, not just a filtered list. Choose a column to group by, then pick a calculation such as count, sum, average, minimum, or maximum, and the results are shown grouped and calculated. For example, you can build a summary like "task count per assignee" or "monthly sales total," combined with filters and sorting.

Practical Examples

Example 1: Views from a Task Management Table

Base table: Task Management View 1: Incomplete Tasks - Filter: Status = "Not Started" OR "In Progress" - Sort: Priority (Descending) -> Due Date (Ascending) - Columns: Task Name, Status, Priority, Assignee, Due Date View 2: Due This Week - Filter: Due Date >= This Monday AND Due Date <= This Sunday - Sort: Due Date (Ascending) - Columns: Task Name, Status, Assignee, Due Date, Progress View 3: My Tasks - Filter: Assignee = Logged-in user - Sort: Due Date (Ascending) - Columns: Task Name, Status, Priority, Due Date, Progress

Example 2: Views from a Customer Management Table

Base table: Customer Management View 1: Customers in Negotiation - Filter: Customer Status = "In Negotiation" - Sort: Next Follow-up Date (Ascending) - Columns: Company Name, Contact Person, Contract Plan, Next Follow-up Date, Sales Rep View 2: Follow-ups This Month - Filter: Next Follow-up Date >= 1st of this month AND Next Follow-up Date <= Last day of this month - Sort: Next Follow-up Date (Ascending) - Columns: Company Name, Contact Person, Next Follow-up Date, Sales Rep, Notes View 3: Contracted Customers - Filter: Customer Status = "Contracted" - Sort: Monthly Contract Amount (Descending) - Columns: Company Name, Contract Plan, Monthly Contract Amount, Contract Start Date

Editing and Deleting Views

Editing a View

  1. Open the view
  2. Click the "Edit" button in the top-right
  3. Edit filter conditions, sorting, and display columns
  4. Click "Save"

Deleting a View

  1. Open the view
  2. Select "Delete" from the menu (...) in the top-right
  3. Click "Delete" in the confirmation dialog

Note: Deleting a view does not delete any data from the original table.

Tips and Tricks

1. Create Purpose-specific Views

Build multiple views from a single table for different purposes.

Task Management Table +-- View: Incomplete Tasks +-- View: Due This Week +-- View: High-priority Tasks +-- View: My Tasks +-- View: Completed Tasks

2. Use Clear View Names

Make it obvious at a glance what each view displays.

Good examples: - Incomplete Tasks - Due This Week - High-priority Tasks Bad examples: - View 1 - Tasks - List

3. Combine with Graphs

Visualize view data with graphs for better insights.

View: Incomplete Tasks -> Graph: Tasks by status (pie chart) -> Graph: Tasks by assignee (bar chart)

Graph Types

Graph content supports the following 6 chart types.

Chart typeBest used for
Bar (bar)Comparing categories (e.g., tasks per assignee)
Line (line)Trends over time (e.g., monthly sales)
Pie (pie)Part-to-whole proportions (e.g., items by status)
Area (area)Cumulative volume over time (e.g., monthly progress rate)
Scatter (scatter)Correlation between two numeric values (e.g., effort vs. completion rate)
Combo (combo)Bar and line combined (e.g., count and average shown together)

FAQ

Q1: Can I edit data within a view?

A: No, the view's detail screen is read-only, so you can't edit data there. To change data, open the original table and edit it there.

Q2: What is the maximum number of views?

A: Views count as a content type. The number you can create depends on your plan's overall content limit (pages, tables, and views combined). See Plan Overview for details.

Q3: Can I create a view that spans multiple tables?

A: Yes. You can select up to 5 base tables and combine them. See "Creating a View" above for how to set the join type when you select two or more tables.

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