Grid View

Manage data with spreadsheet-style grid views

Overview

Grid View displays your database as a spreadsheet, providing a familiar and powerful interface for managing structured data. It’s ideal for detailed data entry, bulk editing, and comprehensive data analysis.

Spreadsheet Interface

Familiar rows and columns layout for data management

Inline Editing

Edit cells directly without opening separate dialogs

Calculations

Add calculation rows for sums, averages, and more

Bulk Operations

Select and modify multiple rows at once

Creating a Grid View

1. Create new grid

   Type /grid in a document, or click + in sidebar and select Grid

2. Or add to existing database

   Open a database, click the view name, and select + Add View → Grid

3. Add fields and rows

   Click + in the header to add fields, and + New to add rows

Grid is the default view for new databases and provides the most comprehensive way to view all your data.

Grid Structure

Rows

Each row is a record in your database:

• Row numbers: Display on the left for reference
• Row actions: Hover over row number for quick actions (duplicate, delete)
• Row reordering: Drag rows by the row number to reorder
• Row selection: Click row number to select entire row

Columns (Fields)

Each column represents a field:

• Field headers: Show field name and type icon
• Sortable: Click header to sort by that field
• Resizable: Drag column borders to adjust width
• Reorderable: Drag field headers to rearrange columns

Cells

The intersection of rows and columns:

• Direct editing: Click any cell to edit inline
• Tab navigation: Press Tab to move to next cell
• Enter: Opens row detail (or moves down in some field types)
• Escape: Cancel editing

Working with Rows

Creating Rows

1. Add at bottom

   Click + New at the bottom of the grid

2. Or use keyboard

   Press Ctrl/Cmd + Enter to create a new row

3. Quick input

   Type in cells and press Tab to move to next field

Press Enter after creating a row to immediately create another one below it.

Selecting Rows

Single row: Click the row number

Multiple rows:

• Ctrl/Cmd + Click to select multiple individual rows
• Shift + Click to select a range of rows
• Ctrl/Cmd + A to select all rows

Row actions: Right-click selected rows for:

• Duplicate
• Delete
• Copy
• Open in new tab

Reordering Rows

1. Grab row

   Hover over the row number until you see the drag handle

2. Drag

   Click and hold, then drag the row up or down

3. Drop

   Release to place the row in its new position

Manual row order is only preserved when no sorts are applied. Adding a sort will override manual ordering.

Working with Fields

Adding Fields

1. Click +

   Click the + button on the far right of the field headers

2. Choose type

   Select the field type from the dropdown menu

3. Configure

   Name the field and set type-specific options

Field Header Actions

Right-click any field header to:

• Sort ascending/descending: Quick sort by this field
• Hide field: Remove from current view (data preserved)
• Insert left/right: Add a new field
• Duplicate field: Create a copy of the field
• Delete field: Remove field and all its data
• Edit property: Configure field settings

Resizing Columns

Drag border: Hover over the right edge of a field header and drag

Double-click: Double-click the border to auto-fit to content

Set width: Right-click header → Field width → enter exact pixels

Reordering Columns

1. Grab header

   Click and hold a field header

2. Drag

   Move left or right to the desired position

3. Drop

   Release to place the column

Keep your most important fields on the left for quick access.

Inline Editing

Edit cells directly in the grid:

Text Fields

• Click cell to edit
• Type to replace, or double-click to edit in place
• Press Enter to confirm or Esc to cancel

Select Fields

• Click cell to open dropdown
• Select option(s)
• Click outside or press Enter to close

Date Fields

• Click cell to open date picker
• Click a date or use arrow keys
• Toggle time if needed

Checkbox Fields

• Click cell to toggle on/off
• Or press Space when cell is selected

Number Fields

• Click and type numbers
• Formatted automatically based on field settings

Some complex field types (like Relation or Media) open a popup editor instead of inline editing.

Calculations

Add calculation rows to aggregate data:

1. Open calculation menu

   Click the = icon at the bottom of any column

2. Choose function

   Select from available calculations

3. View result

   The calculation appears at the bottom of the column

Available Calculations

For Numbers:

• Sum: Total of all values
• Average: Mean value
• Median: Middle value
• Min: Smallest value
• Max: Largest value
• Range: Max - Min

For All Types:

• Count all: Total number of entries
• Count values: Number of non-empty entries
• Count empty: Number of empty entries
• Percent empty: Percentage of empty entries
• Percent not empty: Percentage of filled entries

For Checkboxes:

• Checked: Count of checked boxes
• Unchecked: Count of unchecked boxes
• Percent checked: Percentage checked

For Dates:

• Earliest date: Oldest date
• Latest date: Most recent date
• Date range: Days between earliest and latest

Calculations update automatically as you add, edit, or remove data.

Filtering Data

Show only specific rows:

1. Add filter

   Click Filter → + Add filter

2. Choose field

   Select which field to filter by

3. Set condition

   Choose operator and value

4. Add more filters

   Click + Add filter to combine conditions with AND logic

Filter Examples

• Status is “In Progress”: Show only active tasks
• Due Date is before today: Show overdue items
• Assignee is You: Show your tasks
• Priority is High AND Status is not Done: Urgent incomplete items

Each view can have its own filters, letting you create focused perspectives on your data.

Sorting Data

Organize rows by field values:

1. Quick sort

   Click any field header and choose Sort Ascending or Sort Descending

2. Or use sort menu

   Click Sort → + Add sort for more control

3. Multiple sorts

   Add multiple sort rules (applied in order)

Sort Examples

• Sort by Priority (high to low), then Due Date (earliest first)
• Sort by Status, then Assignee, then Created Date
• Sort alphabetically by Name

Sorts apply to the current view only. Different views can have different sort orders.

Grouping Rows

Organize rows into collapsible groups:

1. Open group settings

   Click ⚙️ → Group

2. Choose field

   Select a Select or Checkbox field to group by

3. View grouped rows

   Rows organize into sections based on field values

Benefits of grouping:

• Collapse/expand groups to focus
• See count of rows in each group
• Quickly identify distribution of values

Grouping in Grid View gives you a board-like organization while maintaining the spreadsheet interface.

Hiding and Showing Fields

Control which columns are visible:

1. Open field menu

   Click ⚙️ → Properties

2. Toggle visibility

   Check/uncheck fields to show or hide them

3. Reorder

   Drag fields to change their order in the grid

Hidden fields still exist and contain data. They’re just not visible in the current view.

Keyboard Navigation

Action	Shortcut
Move to next cell	Tab
Move to previous cell	Shift + Tab
Move down	↓ or Enter
Move up	↑
Edit cell	Click or F2
Cancel edit	Esc
New row	Ctrl/Cmd + Enter
Delete row	Delete (with row selected)
Select all	Ctrl/Cmd + A
Open row details	Enter (in Name field)

Row Detail View

Open full details for any row:

1. Open row

   Click the primary field (usually Name) or press Space

2. Edit properties

   All fields are shown in a vertical layout

3. Add content

   Use the document editor to add detailed notes, files, and more

Row details give you more space for editing complex fields and adding rich content.

Common Use Cases

Inventory Management

Track products, quantities, prices, and suppliers

CRM

Manage contacts, companies, deals, and interactions

Project Tracker

Monitor tasks, owners, deadlines, and status

Budget Tracking

Calculate expenses, income, and balances

Employee Directory

Store team information, roles, and contacts

Reading List

Catalog books with authors, ratings, and notes

Grid View Settings

Access all customization options:

Click ⚙️ in the toolbar to configure:

• Properties: Show/hide and reorder fields
• Group: Group rows by a Select field
• Field settings: Configure individual field options
• Calculations: Toggle calculation row visibility
• Row height: Compact, medium, or tall rows

Tips and Best Practices

Freeze columns

Keep important fields visible while scrolling (coming soon)

Use calculations

Add totals and averages to track metrics

Smart filters

Create filtered views for different workflows or team members

Export data

Copy and paste to Excel or Google Sheets for external analysis

Grid View excels at bulk data entry and detailed analysis. For visual workflows, consider Board or Calendar views.

Next Steps

Board View

Visualize the same data as a kanban board

Calendar View

Switch to calendar for date-based views

Databases

Learn database fundamentals and field types

Templates

Save your grid as a reusable template