Welcome back! Now that you've learned about how to make records and customize fields, it's time for you to learn about the ways in which you can organize your records—by using sorting, filtering, and views.
Let's return to our mascot recruitment example, and assume that you've added a few more fields to your Applicants table—like an email-type field to store your applicants' emails, a phone number-type field to store their phone numbers, or a single select field to track what stage of the interview process each applicant is in.
In a base, you can create multiple views for each table. Each view is like a different lens through which you can “view” the same underlying table data. This can be extremely useful when you only want to see records fitting certain criteria, or when you have a lot of records and scrolling through all of them gets a bit unwieldy.
Let's make a view for our table which will only show us the applicants who have reached the "Decision needed" stage in the interview process. To start, tap the dropdown arrow to the right of "Main View" in the view bar. This will show you all of the available views, and the "+ Create a new view" dialog. By default, the only view in the table is "Main View." Tap "+ Create a new view" when you're ready.
Then click "Create view", you will then be prompted to give your view a unique name. Let's go with "Needs decision." (Boring, but descriptive.)
The new view type will default to a creating a Grid view, which works for us, so click "Done".
With your new view created you can now add a filtering condition to ensure only records that meet your conditions will be shown in this view.
Let's create a condition so that we will only be able to see records that have "Decision needed" selected in the single select "Stage" field. Tapping on the "Filter" option from the view menu will open up the filtering menu.
From here you can click "Add a condition" to add a new condition to filter by. You will need to setup you condition with a field, operator, and comparison value. To learn more about creating conditions we recommend reading this support article.
Here is a video of us setting up that new condition:
You can keep adding as many filtering conditions as you like to a view. For now, let's just stick with one. Now, the only records on display in our table are the records for the candidates that are in the decision needed stage of the interview process. The view bar displays the name of the new view we just made ("Needs decision") and the blue funnel icon shows us that we have 1 filter applied.
While filtering allows you to strategically limit the records on-screen, sorting will rearrange the records. Let's return to the main view—tap on the dropdown arrow in the view bar, then tap the main view row.
From here, let's arrange all of our applicants in alphabetical order. Tap on the sort button in the view bar. This will bring up the "Sort records" menu.
Click on "Create a new sort" to choose which field and order you would like your records sorted in. In this case, we want to sort the records in alphabetical order, so we will choose the Name field in ascending order (A-Z). To apply this sort criterion, tap the "Apply" button in the right-hand corner of the Sort records menu.
To adjust the sort criteria further, return to the Sort records bar, then tap the row of the criterion you wish to change. This will bring up a sub-menu in which you can change the field by which you're sorting, and the sort order. Tapping the "then by..." row will add a new criterion. Pressing the "X" on the far right of a criterion will remove that criterion.
Alternatively, if you'd like to rearrange your records manually, you can always tap and drag records within a table to reorder them.
Now, you've learned how to populate a table with records, and how to sort and filter those records. Next, we'll learn how to make new tables and link between them in Let's make a base, Part 3: Linking tables.