Guide to Grid View

In this article, we’ll cover the process of creating and managing a grid view. Visit this support section to learn more about views in general.

If you’re used to using a traditional spreadsheet program like Microsoft Excel or Google Sheets, then you’ll feel right at home with the Baserow grid view. The grid view is the starting point to manage your data. Within this view, you can sort, filter, view, edit and export data at record speeds.

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A grid view offers a more condensed way to look at a large number of items. A user can have a lot of data on a table, but still, be able to view all – even when the data is complex.

You can export grid views and non-members can access data contained via a public link.

You may customise a grid view by clicking the ellipsis next to it and making changes. To choose an action, click the ellipsis ••• at the top of any column:

  • Export view
  • Webhooks
  • Rename view
  • Delete view

How to Create a new Grid view

To add a grid view:

  1. Open up the view dropdown by clicking on the view switcher in the top left-hand portion of the table
  2. Click on the ‘Grid +’ button to bring up a menu where you will enter a name for this new view
  3. Click ‘Add grid’.

The grid will be populated with existing data from other views.

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Using the view switcher at the top-left of the table, you can easily switch between views you’ve created.

Baserow tip: Using your keyboard shortcut, Shift + Enter on grid view to navigate to the field below.

To delete a grid view, click the view menu button (…) and then select ‘Delete view’ at the bottom of the dropdown menu that appears.

Filter grid view

Grid views can be filtered. You can use filters to quickly locate those tasks that match multiple criteria. Simply select two or more filters from the list of filters. For example, you can limit which linked rows users can choose when filling out your form by using filtered views. The form’s users can only choose from the related records that are present in the selected view by choosing a view from this dropdown.

To add custom filters, you can show rows that apply to your conditions by clicking on the ‘+ Add filter’ button.

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Sort grid view

Sorting information is an integral part of the creative process for many people. Baserow makes that process simple by letting you sort rows by appropriate fields. You can sort the view automatically or manually to change the order in which the rows appear.

If you share a view with non-members using a view share link, note that sorting conditions applied to the view will be retained even after the view is shared.

Default sorting

When you create a new table, your data is sorted by when a new row is added. You can sort your rows in a view such that they display in a specific order based on the values in selected fields.

Automatic sorting

Click the sort button in the view bar to apply a sort to your current view. The sort menu will appear to reveal any sorts applied.

You can sort your rows by clicking the ‘Choose a field to sort by’ option. Once you’ve selected the field you want to sort by from the dropdown, fields will automatically be ordered based on the sort option.

You can add more sorts by picking more fields to sort by. To apply a new sort, click the ‘Choose a field to sort by’ and then select a field from the dropdown menu.

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If you use the sort conditions, you will not be able to manually reorder rows with the drag-and-drop functionality.

When there are a few different columns to be sorted by, add the options in the order you want the fields to be sorted by.

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To remove a sorting option, click on the X button to the left of the sort option.

Manual sorting

Thanks to the flexibility of Baserow views, you can rearrange your data to best fit your view of things in ascending or descending order. Sorting your table manually will allow you to organise your work in whatever way suits you.

You can change the order of rows when they are sorted by default by clicking and dragging the row using the drag handle on the left side of the row to manually reorder rows.

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Share view

Once you’ve created a Grid, you can share the link with anyone. When sharing the view, you can control how others see what you share by using Filters or Hide fields.

Hide fields

The hide fields options within the grid view allow you to choose what you want to view and what you don’t. You can hide or show the fields in a table so that some of the fields are not visible, except for the primary field, which cannot be hidden. This is useful if you share a view via a public link and want to restrict access to some data.

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Note that you won’t be able to hide/show the primary field.

To show or hide a field,

  1. select the ‘Hide fields’ link at the top of the page.
  2. Click the toggle next to the name of that field to turn on the fields you want to display and turn off the fields you want to hide.

Record fields can be toggled individually or, you can quickly hide/show all fields using the ‘Hide all’ or ‘Show all’ buttons.

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The Hide Fields dialog enables you to hide (gray out) or display (green) individual elements in a layout. Baserow will show you a preview of the number of fields that are currently hidden. If fields in the current view are hidden, the hide fields button will be highlighted and show the number of fields hidden.

If you have a lot of fields, you can use the ‘Search fields’ box to enter a term to help you find the field to hide or show quickly. You can also reorganise the order of the fields.

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Another way to hide or show individual fields from a grid view is by opening up an expanded view or by clicking on the field header, then selecting the Hide field option from the dropdown menu.

The footer aggregations compute values based on a field. The footer can be used to quickly evaluate and summarize field values for a set of rows, except the lookup field. However, you cannot reference these values. You’ll see results for each column in your footer when you create an aggregation.

Each field’s footer summary is empty by default. To get the summary of a field:

  • In any Grid view, click on the footer bar located beneath a field at the bottom of the table to choose an aggregation function
  • Select from the a menu of different aggregation functions available for the selected field

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General functions

The field type will determine the kinds of footer summaries that are available. Some summary functions will appear in date, single select, single line, phone number, email, file, multiple select, formula, link to table, long text, URL, last modified fields. These are:

  • Empty
  • Filled
  • Percent empty
  • Percent filled
  • Unique (except Link to table, file, created on and multiple select fields)

Functions for date fields

In addition to the general function, certain functions will only appear in date, last modified and created on:

  • Earliest date
  • Latest date

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Functions for boolean fields

A special aggregation function for a boolean field allows you to see the number or percentage of checked and unchecked cells

  • Checked
  • Unchecked
  • Percent checked
  • Percent unchecked

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Functions for number and rating fields

In addition to the general function, you can use the number field footer aggregation to calculate the sum, minimum, or maximum of numeric data in Grid view columns. For numeric and rating fields:

  • Min
  • Max
  • Sum
  • Average
  • Median
  • Standard deviation
  • Variance

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