Private & Shared Views | Ricksoft Documentation

Use private and shared views.

Private and shared views let you save different spreadsheet layouts for different ways of working. Use a private view for your own workflow, or use a shared view to give everyone in a space a consistent team layout.

In this guide: You’ll learn how to switch views, create a private or shared view, pin or unpin views, set a default view, and understand who can edit a view.

What is a view?

A view is a saved spreadsheet layout. It can include column visibility, column order, field aliases, filters, sorting, and other display settings.

View type	Who can use it?	When to use it
Private view	Only you	Use it for your own columns, filters, sorting, or temporary workflows.
Shared view	Users in the space	Use it for team layouts such as planning, reporting, onboarding, or release tracking.
Default view	You, or users in the space if set by an administrator	Use it when you want a specific view to open automatically.
Pinned view	You, or users in the space if pinned for everyone	Use it to keep important views easy to find at the top of the view selector.

Switch to a view

Open the spreadsheet page.
Select the View selector at the top of the spreadsheet.
Choose the view you want to use.
The spreadsheet updates using the saved settings for that view.

Create a private or shared view

Open the spreadsheet page.
Select the View selector at the top of the spreadsheet.
Select + Create new view.
Enter a clear view name, such as My Planning View, QA Tracking View, Team Default, or Release Overview.
Choose the view visibility:
- Private: only you can see and use the view.
- Shared: users in the space can see and use the view.
If you choose Shared, set Edit permissions:
- Only me: only you can edit the view.
- Admins only: only space administrators can edit the view.
Under Apply settings, choose how to set up the view:
- Blank settings: start with default columns, filters, and sorting.
- Copy settings from view: copy column settings, filters, and sorting from an existing shared view or one of your private views.
Optional: select Pin this view to keep the view easy to access.
Optional: If you are creating a shared view and have permission, selectPinn for everyone to pin the view for users in the space.
Select Create to save the view.

Pin or unpin a view

Use pinning to keep important views easy to find.

To pin a view, open the view actions menu and selectPinn to top.
To unpin a view, open the view actions menu and select Unpin.

If you have permission to manage a shared view, you may also be able to pin it for everyone in the space.

Set a default view

Your default view opens automatically when you open the spreadsheet.

Open the spreadsheet page.
Open the View selector.
Find the view you want to use as your default.
Open the view actions menu next to the view name.
Select Set as default view.

You can change your default view at any time by repeating these steps and choosing a different view.

Administrators may set or pin a shared view as the default for users in a space. If you do not see the option to set a shared view as default, contact your space administrator.

Who can edit a view?

Action	Private view	Shared view
View and use	Only the creator	Users in the space
Edit settings	Only the creator	Depends on the edit permission: Only me or Admins only.
Pin for yourself	The creator	Users who can access the view
Pin for everyone	Not available	Users with permission to manage shared views
Set as default	The creator, for their own account	Users with permission to manage shared views may set defaults for the space.

Best practices

Use private views for personal preferences, experiments, and temporary workflows.
Use shared views for official team processes and standard layouts.
Give views clear names so users can choose the right one quickly.
Check the edit permission before changing a shared view.
Ask a space administrator if your team needs a new standard shared view.

Frequently asked questions

I cannot create a shared view. What should I do?

You may not have the required permission to create shared views. Contact your space administrator if your team needs a new shared view.

I changed a view, but other users do not see it. Why?

You may have edited a private view instead of a shared view. Private view changes are only visible to you.

Who can edit a shared view?

Shared view editing depends on the edit permission set for the view. It can be restricted to Admins only or to me only.

Why did a shared view change unexpectedly?

Another user with edit permission may have updated the shared view. Contact the view owner or your space administrator to review the view settings.

I cannot find my private view. What should I check?

Open the view selector and make sure you are signed in with the same account that created the private view.

Can I copy settings from another view?

Yes. When creating a view, choose Copy settings from view under Apply settings, then select an available shared view or one of your private views.