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How do I create a view in a List App?

In this article, you will learn how to create new view in a List App.

Note: The instructions in this article are applicable to Administrators in the Top Level Site as well as to Power Users who have Owner permissions on a workspace.

The steps in this article are NOT applicable to creating views in the My Work feature or the Resource Pool (Resources) feature.  

  • Article explaining how create a view in My Work: click here.
  • Article explaining how to create a view in the Resource Pool (Resources page): click here.

1. Navigate to the List Settings

Navigate to the List App.  

  1. On the View Toolbar, select the Settings Gear.

2. Create a New View

Below all the List Views, click the Create View link.

3. Choose a View Type or Start from an Existing View

  • Select the desired view type to create a new view from scratch OR
  • Select an existing view to use the existing view as a template from which to create your new view.

Note: For most configurations, it is NOT recommended to use the Datasheet View or Gantt View types.  Instead of those two, use the Standard View option.  Then, add the EPM Live Grid/Gantt web part to the view, which will add the EPM Live functionality for the grid to be editable (double click to edit a row) and the gantt chart to be added to the view.

3.1. Enter View Name

  1. Enter the name for your view.  It is recommended to be specific, so that users know what type of data to expect when they go to the view.  
  2. Select whether this is the default view for this List App.

3.2. Select View Audience

Choose whether this will be a personal or public view.  EPM Live recommends that all views are created as public views.  If a user creates a personal view, only that user can edit or delete the view.  Not even the administrator has access.  EPM Live functionality may look or act differently in personal views.  

3.3. Select Columns

When creating a new view from scratch, the columns that show in the original default view will be selected by default.  

  1. Select or clear the check boxes for the desired columns.
  2. Select the position of the column (order from smallest to largest is position from left to right).

3.4. Selecting the Title Column in your View

There are always 3 options for the title column.  Only select one of the three options.

  • Title (linked to item) - When users click the title, the view form of the item will launch.
  • Title (Linked to item with edit menu) - When users click the title, the edit form of the item will launch.
  • Title - Nothing happens when users click the title.

Note: Title may not actually be the display name of your title column.  Ex:  In Project Center, the title column is "Project Name," but the same applies.

3.5. Select Sorting

  1. Select by which field the List App view should be sorted.
  2. Choose whether the sorting is to be in ascending or descending order.

Note: If you are sorting by the title column, you MUST select title column by itself (rather than the other two options for title linked to item or linked to item with edit menu.  Regardless which title column option you selected to show in the view, the sorting must be only title.  If you select either of the other two options, the view will not load any items in the view.  This is because the Grid/Gantt web part only recognized the title column by itself for sorting purposes.

3.6. Select Filter(s)

  1. Select the radio button for "Show all items in this view" if you don't want any filters. Select the radio but for "Show items only when the following is true:" to filter the view.
  2. Select the column.
  3. Select the condition.
  4. Type the desired value.  Be sure to type the value exactly as it appears in the field/column.
  5. You may include additional filters.  Choose Add or Or based on whether both filter conditions must be applicable or either condition must be applicable.

Use [Me] in a filter to filter based off the user logged in.  Ex: Show the items when Project Manager is equal to [Me] would only show projects for which the user is indicated in the Project Manager field.

3.7. Select Tabular View

Choose whether individual checkboxes for each row should be provided. These checkboxes allow users to select multiple list items to perform bulk operations.

3.8. Select Group by

  1. Select by which field the List App view should be group.
  2. Choose whether the sorting is to be in ascending or descending order.
  3. Choose whether the groupings should all be collapsed or explanded by default.
  4. If the groupings are collapsed, choose the maximum number of groups to display per page. If the groupings are expanded, this option is not applicable, and will not show.

Note:  In the regular view settings, you may group by up to two fields.  Refer to the instructions for configuring the Grid/Gantt web part, within which you may configure up to two additional grouping levels, bringing the maximum to four.

3.9. Note regarding Totals

Note: Ignore the Totals section.  Instead, refer to the instructions for how to configure the Total Field Settings in the List Settings, which applies to all view in the List App.

3.10. Note regarding Style

Note: Ignore the Style section.  EPM Live recommends that the Grid/Gantt web part be added to each list view in each List App.  When the EPM Live Grid/Gantt web part is added to the list view, the look & feel of the view is that of the Grid/Gantt.

3.11. Select Folders

Note: Ignore the Folders section.  EPM Live recommends that the Grid/Gantt web part be added to each list view in each List App.  Folders are not supported when the Grid/Gantt web part is in use on a list view.

3.12. Select Item Limit

  1. Select the number of items to show in the view.
  2. Select whether to display in batches of the specified size or to limit the total number of items returned to the specified amount.  The batches option is referred to as paging.  When the number of items in a list view exceed the item limit, the user will see buttons at the top of the view to go to page 2, 3, etc.  There will also be a View All option.

3.13. Select Mobile

Note: EPM Live is not fully supported on mobile devices.  The SharePoint list view content will show according to the list view settings here, on a mobile device (with an appropriate SharePoint app) that supports mobile views.

3.14. Save and Close New View

When finished, click OK.

4. New View Shown

After configuring a view (whether creating a new view or modifying an existing view), you will be directed to the view page.  

4.1. New View URL

For each view that's created, a corresponding SharePoint .aspx page is created.

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