Saving frequent searches as Shared Views for users
Custom Shared View Notification Email
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:
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.
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.
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.
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 variables to change the email subject and content according to the records. Check all supported variables here.
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.
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.
|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.|
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.
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.