Views of your records

For: everyone who works with lists of customers, documents, items, purchases or projects. Where: the view bar on Customers, Invoices, Quotes, Credit notes and Pro formas. On Items, Purchases and Engagements, click More views.

A view shows the records that you can open. It never shows a record, a count or a total from outside your access. A view that a colleague shares with you uses your own access, not theirs.

Choose a layout

The view bar sits beside the search field when there is room. On a narrow screen, it moves below. Click a layout to change it.

Group by sits below these controls on registers that offer grouping.

A layout shows only when the records have the field it needs. A board needs a field with fixed values. Calendar and timeline need a date field.

The address in the browser holds the whole view: layout, search, filters, sort, grouping, columns and month. Copy the address, or click Saved views and then Copy view link, to share the view.

Sort and choose columns

1. Click Table.
2. Click a column heading to sort by it. Click it again to reverse the order.
3. Click Columns.
4. Select the columns you want. A view shows up to 12 columns.
5. Close the menu. The table shows the new columns.

The first column is always the record's name or number.

Filter a view

1. Click Filters.
2. Select a field and a comparison.
3. Enter or select a value.
4. Click Apply filter.

The filter shows as a chip next to Filters. Click the chip to remove the filter. A view can have up to 10 filters.

An amount filter applies to every currency in its own decimals. more than 100.5 finds EUR 100.51 and JPY 101, but not JPY 100. If a value has more decimals than a currency, equals finds no amount in that currency.

Made with Pepper refuses a filter that it cannot apply exactly. The field shows the reason. It never ignores a filter.

Use custom fields

Active custom fields appear in Columns, sorting and matching filters. Their keys are custom_<key>.

Custom numbers keep up to 24 integer digits and 6 decimals. Custom money compares exact amounts in each currency's own scale.

Custom fields add no currency totals, board lanes or calendar date axes. Files and linked records show only permitted identities and have no value filters.

Retired fields leave default views and search. A saved view that uses one shows a refusal; remove that criterion to continue.

See Create forms and custom fields.

Read the totals

Above the records, a view of documents or purchases shows the total of each amount field. The total covers all records that match the view, not only the records on the page. Each currency has its own line. Made with Pepper never adds different currencies together.

Document totals need the View financial summary permission. Purchase totals need View all purchases and their files.

Use the board

The board shows one column for each value. Each column shows its count and its first 50 cards. If a column has more cards, click Show all to open the table with that value as a filter.

On customers and items, you can move a card to change its status:

1. Drag the card to another column. Or click the arrow on the card and select a column under Move to.
2. The card shows Moving… until Made with Pepper saves the change.

The change uses the same checks as the record's own form. You need Manage customers or Manage items. If the change fails, the card stays in its column and shows the reason.

Document, purchase and project boards only show the records. Their state changes need their own steps, such as recording a payment or voiding a purchase.

Use the calendar and the timeline

1. Click Calendar or Timeline.
2. Select the date field next to the layout, if the records have more than one.
3. Use the arrows to go to another month. Click This month to come back.

The calendar shows up to 500 records in a month and the count of each day. The timeline shows up to 200 bars. When a month has more records, a note tells you. Add a filter, or use the table.

On the timeline, an invoice runs from its issue date to its due date. A purchase runs from its date until it is paid. A project runs from its start until it closes. A bar that fades has no end yet.

Below 640 px wide, the calendar shows a list of days. Below 768 px, the timeline shows a list with dates.

Save a view

1. Arrange the view: layout, filters, sort and columns.
2. Click Saved views.
3. Enter a name under Save this view.
4. Under Who can open it, select Only me or one of your teams.
5. Click Save this view.

To open a saved view, click Saved views and select it. Your own views show under Mine. Views from your teams show under Shared with my teams.

• You can save up to 50 views for each kind of record.
• You can share a view only with a team you are a member of. Guests cannot share views.
• Only the person who saved a view can delete it. Click the bin next to the view.
• A team view opens with your access. If it filters on a field that you cannot see, such as the paid amount without the financial summary permission, it does not open for you.

Change many records at once

1. Click Select. A check box shows in front of each record.
2. Select the records. Or select the box in the heading to select every record on the page.
3. In the bar at the bottom, click an action.
4. If the action asks for confirmation, click it again in the dialog.

You can select up to 100 records. Each record goes through its own checks. A record that cannot change stays as it is, and the message names it. For example, Delete drafts never deletes an issued invoice. The other records still change.

The action bar stays near the bottom of the screen while you scroll. On a phone, it sits above navigation.

Click Done, click Clear selection, or press Esc to leave select mode.

Use the keyboard

For agents

A connection with read access can read views through the tools views_customer, views_document, views_item and views_purchase. They take the same search, filters, sort, grouping and columns, and they show only what the delegated person can see. They do not move cards or change records. See the agent API.

Related

• Customers
• Invoices
• Comments and the inbox
• Roles and permissions