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Salesforce - List View Walkthrough

Salesforce - List View Walkthrough

Owned by Elizabeth Aste (Unlicensed)
Last updated: Mar 03, 2025 by Timothy Akinfenwa (Unlicensed)

 

Want to hear Carrie Felton kindly demo this for you instead of reading this? Check out this awesome video!

https://mediaspace.utah.edu/playlist/dedicated/226028713/1_o537pcgv/1_idbd4n1v

What is a List View?

A List View is a filtered list of records in Salesforce.

List Views will always display the records of Object you’re on. For example if you click on Accounts, you will see a List View containing Account records. If you click on Opportunities, you will see Opportunity records, etc.

List View Navigation

Recently Viewed

Pro Tip! When you’re first getting starting in Salesforce (or if you’ve just started working with records of a new type) your List View will always default to Recently Viewed.

There will be nothing to see if you haven’t viewed at any records yet! Don’t panic!

Be sure to use the little down arrow next to Recently Viewed to navigate to another List View to start seeing records (see #1 in the image above)

1 - Select a List View & Pin your Favorite

Select a list view from the drop-down. Pin a list with the (pin icon ) to set it as your default.

2 - Modify a List View

Modify a list view using the List View Controls menu (gear icon )

You not have access to modify public List Views (the ones all users can view). See https://ceceuofu.atlassian.net/wiki/spaces/CPD/pages/2479259649/Salesforce+-+List+View+Walkthrough#Clone-a-List-View

3 - Create New records from a List View

To save yourself a few clicks, try using the New button to Create a record directly from a List View!

4 - See List View Filters

See the criteria for which records are displayed by using the little funnel icon.

5 - Change List View Display

Change how the data is displayed! Different views work well for certain types of data.

Kanban Settings Error

If you get this error:

“In order for this Kanban view to load, the list view's owner has to configure Kanban Settings for it.”

Change your Display as settings back to Table.

6 - Search a List View

Find the data you need with a quick search!

Searchable Fields

When you click into the Search text box, a bubble will appear telling you if any fields are not searchable within the List View.

Search Wildcards

  • Use an asterisk (*) to find items that match zero or more characters at the middle or end of your search.

  • Use a question mark (?) to find items that match only one character at the middle or end of your search.

Sort List View Records by

The multi-column sort feature in Salesforce empowers users to sort records in list views using multiple fields simultaneously. This enhancement provides greater flexibility and deeper insights by allowing data to be organized on more than one level at a time.

Benefits

Enhanced Data Analysis: Enables sorting by primary, secondary, and additional criteria, which helps in identifying trends and patterns.

Improved Efficiency: Reduces manual data manipulation, making it easier to work with large data sets.

Customizable Views: Offers tailored data views to meet specific business needs and improve decision-making.

Limitation

You are limited to 5 columns to sort by for each list view

How It Works

sort-20250303-171631.png

  • Top right of the List view, you’d see a sort (arrow up, arrow down) button

  • Sort by: This is the primary column to sort by 1st, select the field as well as the order(Ascending or Descending)

  • Then by: This is the secondary column that follows next after the primary column has been sorted, also choose the field to sort by and the order

  • Add a sort column: You can add more columns up to a maximum of 5.

Modify List Views

Clone a List View

If you want to customize a List View by adding/removing columns or re-arranging their order, you can Clone the view & modify to your hearts content!

Clone a List View

Once you enter a List Name, the List API Name will populate for you.

You can also choose who will be able to see this list view. The sharing setting will default to only you.

If you create a List View you’d like to make accessible to your team, please submit a request and we’d be happy to help you!

Reorder Columns

You not have access to modify public List Views (the ones all users can view). See https://ceceuofu.atlassian.net/wiki/spaces/CPD/pages/2479259649/Salesforce+-+List+View+Walkthrough#Clone-a-List-View

To change and reorder the columns displayed in a list view, select Select Fields to Display. Fields correspond to columns in the final list view.

  • Add fields to your List View (1).

  • Reorder the columns in your List View (2). Columns appear from left to right in the order shown in Visible Fields.

Edit Records in List Views

  • Edit a field directly from a list view with the pencil icon in the list view header (inline editing) or next to a record detail (opens the record to edit).

  • Edit or Delete a record by selecting the dropdown icon next to it.

    • Edit & Delete functionality is based on your access.

Troubleshooting Edit from List View

If you are unable to edit a field from a List View:

1 - Check your Filters to make sure your List View is filtered by 1 Record Type. See https://ceceuofu.atlassian.net/wiki/spaces/CPD/pages/2479259649/Salesforce+-+List+View+Walkthrough#4---See-List-View-Filters

You will not be able to edit records inline if the List View is not filtered by 1 Record Type.

2 - Navigate to a record & verify you are able to Edit the field from the record view.

If you are unable to Edit the field from the record, this field is restricted in some way and your access may need to be updated.

 

Customize Team List Views

Do you need your team to all see the same List Views? Submit a request and let us know! We are happy to customize shared List Views to your team’s needs.

 

Resources