Troubleshooting a missing "Print all records" option

If interface end users don't see the Print all records option in the ... menu of a grid or list element, check each of the following:

1. Confirm Click into record details is enabled for that element in the properties panel. Printing all records generates record detail pages, so the element needs a record detail page before the option appears.

2. Open the published interface rather than the editor. Printing isn't available in edit mode.

3. Republish the interface after you enable Click into record details, so end users receive the change.

If the option appears but can't be selected, the element is showing more than 100 records. Apply a filter or choose a preset that brings the count to 100 or fewer.

Troubleshooting record visibility in interfaces

When fields display correctly in a shared interface, but records don't appear as expected, the issue typically involves record-level filtering rather than field configuration. Field visibility and record visibility are controlled separately in Interface Designer.

Understanding the difference:

• Field visibility — Determines which fields appear in the interface layout. Configured through the properties panel when designing interface pages.

• Record visibility — Determines which records appear to users. Controlled through the “Filter by” settings in the interface page properties.

Common scenarios:

• A user can see certain fields in an interface, but doesn't see all expected records. This happens when:

  • Fields are correctly configured in the interface layout (field visibility is working).

  • The “Filter by” setting is restricting which records appear (record visibility is limited).

    • A record created on an interface page only stays on that page if it matches the page's "Filter by" conditions at the moment it's saved. If the filtered field is left empty during creation — a "Current user" condition on a user field, or a condition on a linked record field, for example — the record stops matching immediately and drops off the page. An interface-only collaborator can't open the base to find it again.

• Filters aren't the only reason a record can look absent. Before auditing conditions, check the field the element uses as its title. List, gallery, record review, and record detail elements label each row or card from 1 configured title field, and a record where that field is empty renders with no visible label — so it reads as missing even though it's still in the result set and still visible in the base. An element keyed to a "Unique name" field, for example, shows nothing for records where only a different name field is filled in.

To check record visibility settings:

1. Open the interface in edit mode.

2. Click on the canvas near the interface page title to open page properties.

3. Under the “Data” section, locate the “Filter by” option.

4. Review the current setting:

   1. All records — Users see all records based on other interface settings.

   2. Specific records — Users see only records matching defined conditions.

   3. Viewer's records — Users see only records where they're added to a user field.

To show all records:

1. Click the cogwheel icon next to “Filter by.”

2. Remove any existing conditions by clicking the X next to each condition.

3. Ensure “Filter by” is set to “All records.”

4. Click Publish to apply changes.

To keep new records visible to the collaborator who creates them, do one of the following:

• Collect the filtered field during creation. In the properties panel, turn on the "Add records through a form" option so the Add record button opens a form, then include the filtered field on that form so it's set before the record is saved.

• Move record creation to its own page. Build a second interface page with no conditions under "Filter by" for collaborators to create records on, and keep the filtered page for reviewing them.

• Loosen the filter. Open the page properties, click the cogwheel icon next to "Filter by," and remove or widen the condition so newly created records still match.

To point an element (legacy interfaces) at a field that's populated:

1. Open your Airtable home screen.

2. Open the base with the interface where records look missing.

3. Click Edit interface.

4. Click the element that's missing records.

5. Under "Data," click the "Title field" setting and select a field that's filled in on every record, such as the table's primary field.

6. Click Publish.

Also confirm which tab you're viewing. Tabs configured as user filters apply their own conditions on top of the page-level "Filter by" setting, so the same record can be hidden under a narrow tab and visible under a broader one, with nothing misconfigured.

Troubleshooting where interface sorts and filters persist

A sort or filter can live in 3 different places, and only 1 of them changes what your viewers see by default. Setting one in the wrong place is a common reason a sort seems to work for you but not for anyone else.

A few things to keep in mind:

• These settings are per visualization, not per page. A page with 2 visualizations needs the sort set on each one.

• Publish after you change a sort or filter in the properties panel. Until you publish, viewers still see the previous default.

• Manual drag-and-drop ordering in a data layer grid view doesn't carry into an interface.

For how to reach a visualization's properties, see the "Understanding interface visualization properties" section in this article.