Create custom views of your data

Create custom views of your data

Once data is in one place, the next step is to see it the way each role needs. Views in Stackby let teams slice, filter, and format the same table differently—so an editor, a project manager, and leadership can each focus on what matters without duplicating data or breaking others’ workflows.

What are views?

Views are saved configurations of how a table is displayed—what fields are visible, which records appear, how they’re grouped and sorted, and which layout is used. All views point to the same underlying records, so updates in any view are reflected everywhere.

Key benefits:

• Personalization without duplication.

• Role-based focus for clarity and speed.

• Consistency across the same source of truth.
  
  

  

Change how your view is displayed

Use the view toolbar to control visibility and emphasis—hide fields, filter to the essentials, sort into useful sequences, group by categories, add colors, and adjust row height for readability. These changes apply only to the current view.

1. Hide and reorder fields

Surface what matters most for a task or role. Hide non-essential columns and drag to reorder the rest so key info sits on the left.

Tips:

• Freeze critical columns (e.g., Name, Status, Owner).

• Create a minimalist view for quick triage.

2. Filter out unneeded records

Show only what’s relevant by applying one or more filters—like Owner is me, Status is In progress, or Due date is this week.

Tips:

• Stack filters for powerful focus (e.g., Priority is High AND Due this week).

• Save filtered views per role or team.

3. Sort your records by different criteria requirements

Organize records to match the task at hand—by due date, priority, owner, or name. Use multi-sort for tiebreakers.

Tips:

• Sort by Due date ascending, then by Priority descending for planning.

• Save a “Publishing order” view for predictable workflows.

4. Group together similar items

Visually cluster records by a field (e.g., Status, Owner, Team) to scan progress and workload at a glance.

Tips:

• Group by Status for pipelines.

• Group by Owner for resource balancing.

5. Color your records to flag important data

Add quick visual cues by coloring records based on a single select or conditions—use distinct colors for risk, priority, or stage.

Tips:

• Align colors with status options (e.g., Green=Done, Yellow=In progress, Red=Blocked).

• Keep a legend in team docs for consistency.

6. Increase row height to see more at once

Show more content per row—like multi-line text or thumbnails—by increasing row height in Grid or switching to a visual layout.

Tips:

• Taller rows for content-heavy tables.

• Default row height for high-volume scanning.

Explore different view types

Choose the layout that fits the job while keeping data consistent across the base.

1. Grid view

Spreadsheet-style editing for fast data entry and bulk updates—ideal for admins, ops, and data cleanup.

Use cases:

• Trackers, Databases, CSV imports, audits

2. Kanban view

Drag-and-drop cards grouped by a single select or collaborator—great for pipelines and stage-based workflows.

Use cases:

• Task boards, editorial pipelines, sales stages.

3. Timeline view

Plot records across a horizontal timeline to track durations, dependencies, and capacity. Group into swimlanes by owner or team.

Use cases:

• Roadmaps, resource planning, multi-project schedules.

4. Calendar view

See records on a calendar using any date field—zoom between day, week, two-week, and month for planning.

Use cases:

• Editorial calendars, launch plans, events.

5. List view

Organize multi-level work from programs to projects to tasks in a collapsible hierarchy, with key fields visible at each level.

Use cases:

• Portfolios, initiatives→epics→tasks, client→engagement→deliverables.

Take action: Create a view

• Click + Add view in your table.

• Choose a layout (Grid, Kanban, Timeline, Calendar, or List).

• Name it for the role or purpose (e.g., “PM: This week”).

• Configure Hide, Filter, Sort, Group, Color, and Row height.

• Lock the view when finalized to preserve filters/sorts for everyone.

Starter set to create now:

• “My work” (filter: Owner is me; sort by Due date).

• “This week” (filter: Due date is this week; group by Status).

• “Triage board” (Kanban grouped by Status; color by Priority).

• “Deadlines” (Calendar using Due date).