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Views - Saving frequent searches

What is View?

Ragic gives each user the ability to create different View types. As we query more and more often, there are a set of queries that users will regularly execute.

Users can save these types of frequent searches on any combination of fields from the left sidebar on the sheet as Personal Views.

As the SYSAdmin of the database, you can save common frequent searches as Shared Views for your users. And a shared view can be set as a Default View if necessary.

If you want your users to view the filtered entries only, you can apply Fixed Filter on the sheet.

The saved Views are listed on the left side, above the Search button.

After finishing your search, clicking on the Clear Filters button will lead back to the full database.

Different types of Views are explained in the below sections:

Shared View

If you want every user with access to the sheet to be able to see a saved view, you can set up a Shared View. This way, users can directly refer to the views you created without setting them up themselves.

You can also decide which group can see the shared views by setting Viewable groups.

Default View

You can set a Shared View as a Default View for a sheet, so that whenever the users go to a sheet, the default view will automatically be applied. You can set a view as the default view by right-clicking on the shared view's name, or through the arrow on its right side.

The user can clear the filter conditions applied by this default view by clicking on Clear Filters at the top of the sheet.

Shared View Notification

Users can configure notifications based on a shared view if they would like to receive notifications only from the filtered records instead of all records in the sheet.

Custom Shared View Notification Email

As a SYSadmin, you can notify users on the filtered records (shared views) through custom notification emails.

To customize the notification email, click on the small arrow next to the view you'd like to notify users, then choose the "Custom Notification Email" option. Select the notification condition, users you'd like to notify, edit the email subject and the content.

You can use parameters to change the email subject and content according to the records.

Please refer to below table for the parameters you can use.

Variable Description
{{FILTER_NAME}} View name
{{AP_NAME}} Name of your Ragic account
{{SHEET_NAME}} Sheet name
{{TITLE_FIELD}} Name of the title field
{{TITLE_VALUE}} Field value of the title field
{{RECORD_ID}} Record ID. For details, click here.
{{RECORD_SUMMARY}} Summary of the record
{{FIELD ID}} Value of a specific field. For example, if you would like to display the value of the “Customer Name” field, and the field ID of that field is 1001001, you can set the parameter as {{1001001}}.
{{FIELD NAME}} Value of a specific field. For example, if you would like to display the value of the “Customer Name” field, you can set the parameter as {{Customer Name}}.
{{USERNAME_FIELD ID}} User name of the "Select User" field. The variable does not support subtable fields.
{{USERNAME_FIELD NAME}} User name of the "Select User" field. The variable does not support subtable fields.
{{GROUPUSERS_FIELD ID}} E-mail list of the "Select Group" field. The variable does not support subtable fields.
{{GROUPUSERS_FIELD NAME}} E-mail list of the "Select Group" field. The variable does not support subtable fields.

Note: if there are duplicated field names on the sheet, please use {{FIELD ID}} to retrieve the field value instead.

You can click on which will show you a demo on how the custom e-mail looks like. If you decide to use our standard template instead, click on will discard all the changes you've made.

Remember to save the design before closing the configuration window.

Share View URL

In some circumstances, you may want to share data with a specific view to other users. For example, as a sales manager, you'd like to share a list of only the unshipped order data with the logistics company.

To do this, you can set up a shared view first. After you save the view, right-click on the view you just saved and choose the "Share View URL" option. This will generate the three URLs you can use to share the data.

Option Description
Here is the shared view URL Directly open the page applied with this shared view.
Here is the API for shared view URL It's the API link of the page with the shared view applied.
Here is the download as Excel File URL Directly download the filtered result as Excel file.

Update View

If you would like to overwrite a saved view with the current filter, you can click Update view. For instance, if you searched for all the records with the Status field equal to the value "Confirmed", you can click on this option to replace "Status - Draft" with this current filter.

Fixed Filter

Another type of view is called a Fixed Filter. A fixed filter is pretty much like a default view, but the filter conditions cannot be removed by the user. This can be used in conjunction with Duplicate Sheet, so that you can create different versions of a sheet by assigning different fixed filters to them.

You can combine fixed filter with the field type "select from other sheet" and fixed filter to limit the selection options.

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