Revised 02/12/2026
What is a View?
A View is a filtered list of information containing data about any Table in akoyaGO that displays data in a specific way. When you open click any table from the side navigation bar of akoyaGO, you are looking at a View.
A View consists of the following elements:
- Columns (fields) containing data related to the records; columns are sortable
- Filters/criteria to determine which rows/records are included (for example only active records, or records owned by a certain user)
There are two types of views: System and Personal.
System Views are created by users with a System Customizer Security Role and are available to all akoyaGO users by default. Several System Views are provided "out-of-the-box" as a part of your software solution. System Views are created and edited in Power Apps (only by users with a System Customizer Security Role).
For more information on System Views, please see Creating System Views and Editing System Views KAs.
For more information on the System Customizer Security Role and the permissions it grants, please see CRM Standard User Roles KA.
Personal Views are created and owned by an individual user. Personal Views are available to you only, unless you choose to share them with other users. While System Views can only be modified and created by System Customizer users, any user can create and manage Personal Views.
Personal Views are indicated with a Person icon. For example, these are Personal Views that have been created by or shared with my user:
The View Selector allows a user to choose which View is currently displayed for a table. This options of Views available in the View Selector are dependent on the table you are working within; for example, you will not see Constituent Views from the Requests table.
The View Selector can be seen in the following spots.
- Directly from a View, at the top of a page when you click on a table:
- On some sub grids on forms (note: not ALL Views appear here, but you can change your view):
- In Lookups:
- On some Dashboards:
From the View Selector, hover to the right of any View title to display the information icon (a blue circle with an 'i'). Selecting this icon indicates whether the View is a System View or a Personal View. For Personal Views, the owner's name is also displayed.
Filtering
Filters allow you to control which records will appear in a View. Applying filters allow you to focus on specific, relevant data and quickly find records that meet specific criteria. This also allows you to create Views for different tasks or users.
For example, though there is an existing System View for Pending Requests I may want to apply further filters/criteria to only see Pending Requests where my user is the owner. Another example, I only want to see Gift Payments to a specific type of fund, Outstanding Reports for Requests where I am the owner, etc. Views are simply allowing me to choose how I want to view my data by applying filters and adjusting columns.
Adding Filter(s) - Column Within View
To add filters to a View, open the existing View (Personal or System) that you want to modify. If the column/field you want to apply a filter to is included in the View, click the dropdown in the header of the column and choose Filter by:
This will display filter options based on the column type. For example, if I am filtering by Request Type, I see filter options such as Equals, Contains, Begins With, etc.:
But if I were to filter by a currency field, such as Recommended Grant, I see filter options related to currency, such as Greater than, Less than, etc:
Apply your desired filter(s) and click Apply:
After applying a filter on a column within a view, a funnel icon will appear in the column header. You will also see an asterisk in the View title, indicating you have made changes to this View. For information on saving these changes, please see the Saving Personal Views section below.
Adding Filter(s) - Column Not Included View
You may want to apply a filter for a column/field that is not included in your View. To do so, click the three lines and choose to "Edit the view with advanced filter queries:"
This will show you all current filters already applied to your View.
To change a condition, select the column, operator, or value and edit as needed.
To remove a condition, select More commands (…) next to the row, and then select Delete.
To add a condition, select +Add, which will give you the options of +Add row, Add group, or Add related entity:
Add Row
Will allow you to add a single condition to the View. This is to filter records based on one specific rule (for example, Status equals Active).
After clicking +Add Row,
- Choose the field/column to add (for example, Status)
- Select a condition (for example, Equals)
- Enter or select the value (for example, Active)
Here is an example:
- If there are no other filters you would like to add, click Apply.
Add Group
Will create a group of conditions that work together using AND / OR logic. Groups allow you to define multiple conditions to be evaluated together (for example, Request Type equals Grant OR Scholarship. Another example would be Request Type equals Grant AND Primary Contact contains data).
After clicking +Add Group,
- Choose the fields/columns to add (for example, Request Type)
- Select conditions for each row (for example, Equals)
- Enter or select the value for each row (for example, Grant)
- Define the second condition, and so on. Multiple conditions can be included in a group.
- Choose AND or OR
- AND means all conditions must be true and narrows results, while OR means any condition may be true and broadens results.
- For example, consider the criteria of Grant Amount is greater than $10,000 AND Decision Date is this year, vs Grant Amount is greater than $10,000 OR Decision Date is this year. The AND option will give you fewer results, while OR will give you more results that meet the set criteria.
Here is an example:
6. If there are no other filters you would like to add, click Apply.
Add Related Entity
Will allow you to filter records based on data from a related table or entity. This can be used if the criteria exists outside the primary record. (For example, if I am building a view of Requests, but the criteria of for my view exists on the related Applicant's Constituent record.)
After selecting + Add → Add related entity.
- Choose the related entity/table (e.g., if I am building a view of Requests, I might choose Primary Contact (Contacts) or Request (Applicant) (Constituents))
- Choose the field, condition, and value from the related record (e.g., Tax Status Equals Verified Nonprofit)
Here is an example:
3. If there are no other filters you would like to add, click Apply.
Upon returning to your View, you will see a summary of the filters applied (or a note that Advanced filters are applied.) You can view criteria at any time by clicking Advanced filters applied, or by clicking the three line icon in the corner.
Editing Columns
When Edit Columns is selected, a list of columns/fields currently displayed in the View appears.
The following actions are available in the column editor:
- To remove a column, hover over the column name, select "...", and then select Remove.
- To change the order of the columns, select "..." and select Move up or Move down. Or, drag the column to the desired position in the list.
- Click + Add Columns to show a list of columns to add.
- This will open a list of all searchable columns within the table you are creating a View within. You can scroll through this list or search for a specific column to add. Click the column name to add to your view and click Close
- To add columns from other tables, select the Related tab. For example, maybe you want to view the Tax Status from the Applicant's Constituent record, or the Primary Contact's Email Address within this View.
To do so, click Related. You can expand the related table that contains the column(s) you want to add, and scroll through the columns available on the related table. Alternately, you can search for a specific column using the search bar.
- Click the column name to add to your view and click Close.
- To undo changes to the view's columns at any time, select Reset to default.
- When you're done adding columns, select Apply.
Saving Personal Views
After applying filters and adjusting columns, you can choose to save changes as a Personal View. Make sure to save the View if you plan to reuse it later or want to share it with others. After making changes, an asterisk (*) will appear in the View name, indicating you have edited the View and have not yet saved it.
If you switch to another View or leave the page, the View will revert to its original definition if you do not save changes at this time.
To save the View, click in the View Selector and choose Save as New View:
Give your view a Name and a Description if desired. Remember, this Personal View is only visible to you (unless you choose to share it with other users), so give it a name and description that makes sense to you. Click Save:
The Personal View will now appear in your View Selector:
If you are working from an existing Personal View - you will have the option of saving changes:
To overwrite the existing View, choose Save changes to current view. To keep the original View, choose Save as new view, and save your edited version as a new View with a different name.
If you made changes to a System View or a Personal View that has been shared with you that you do not have "Write" permissions for, you will not see this option.
Sharing and Assigning Personal Views
If other users might benefit from your Personal View, you can share it with them. This allows other Users to use the View while you maintain ownership rights. For wider, long‑term use, creating it as a System View is recommended, as shared Personal Views may lead to visibility and maintenance limitations. For example, if a shared Personal View is owned by a user who leaves the organization and other users have limited permissions, your ability to manage or modify that view is very restricted.
Sharing a Personal View allows other users or teams to access a View you have created, while you remain the owner.
Assigning a Personal View means you are transferring ownership of that View to another user or team. The new owner can manage, edit, share, or delete the View (based on privileges.) This typically takes place when a View should be maintained by someone else or the original user is leaving or changing roles.
Sharing a Personal View
From the View Selector, choose Manage and share views:
Find the Personal View you would like to share, click the three dots, and click Share
Search for the user(s) or team(s) you would like to share the Personal View with. Click the user's name. Select the bubble next to their name to manage share access.
Next, you need to choose the permissions this user will have for your View. Saved View privileges control what this user can do with your Personal View itself (the Saved View record), not the data shown in the view.
Read : allows a user to see and use the view. If you are sharing a View with another user, they should at the very least have Read permissions, as this is required for anyone who needs to use a shared Personal View
- The View appears in the View Selector
- The user can run the View and see results
- The user cannot modify, share, or delete the View
Write: allows a user to edit the view definition.
- Modify filters, sorting, or columns
- Save changes to the view
- Does not change ownership
- Note - changes affect everyone who uses this View!
Delete: allows a user to delete the Personal View.
- Permanently removes the View
- Cannot be undone
- Typically restricted to owners or admin
- Use cautiously, especially for shared Views
Assign - Allows a user to change ownership of the Personal View.
- Transfers the View to another user or team
- The new owner controls future edits, sharing, and deletion
- Often used when the original owner changes roles or leaves
- Assigning changes who owns the View, not who can see it
Share - Allows a user to share the View with additional users or teams.
- Grant others Read, Write, Assign, or Delete access
- Does not change ownership
- Enables controlled reuse of Personal Views
- Required to extend access beyond the original audience
Assigning a Personal View
To assign (transfer ownership of) your Personal View to another user or team, click Manage and share views and choose Assign:
Choose the user or team you are assigning the View to, and click Assign. Remember, this is essentially giving your Personal View to another user!
Changing Default View for a Table
When you click on a table from the side navigation bar in akoyaGO, you are looking at the Default View for a table. The Default View is designed to display the most commonly used information for most users, but each user has the ability to change their own Default View for each table; so you can choose what you see when you open a table by default.
The Default View is indicated by the Default label in the View selector and is most typically a View of all active records:
To set a different View as your personal default. select your alternate System View or Personal View from the View Selector and choose Set as default view:
This will change the Default View for this table for your user only.
Please note if you change this to a View with additional filters, you will no longer be looking at all active records for the table by default. Keep this in mind when utilizing the Quick Search.
Actions from a View
On Demand Workflow Processes (Flows)
Running an on‑demand workflow process from a View makes it easy to take action on several records at the same time. It’s a simple way to save time and ensure updates are applied consistently to everything you’re working on.
For more information on on-demand workflow processes, please see Creating a CRM Workflow Process KA.
To see on-demand workflow processes for a specific table, select record(s) from a View, click the three dots, and choose Flow:
On the CONSTITUENTS table:
- GOverify
- Generate Letters
- GOapply Invite
- +Add to Mailing List
- GOapply Invite
- +Add to Mailing List
- Approve/Deny
- GOapply Advance To
- Add to Review Group
- Scholarship Automatch
On the PAYMENTS and REQUIREMENTS table:
- Send to Accounting
On the DONORS and PROSPECTS table:
- Merge Donors
- +Add to Mailing List
On the GIFT PAYMENTS table:
- Send to Accounting
And many more!
Please note some Command Buttons are limited by your Security Roles and the permissions granted by them. For example, only users with "Send to Accounting" Security Role(s) can send a Gift Payment or Request Payment to Accounting. Only Admin Users can Delete a record, etc. If you do not see all of the buttons listed above, that is due to your specific Security Roles.
Bulk Edit
Bulk edit from a view allows you to update the same field across multiple records at the same time. This feature is helpful because it saves time, reduces repetitive manual updates, and helps keep data consistent. For example, it is convenient when updating dates for a group of records.
To bulk edit, select the records from your View and click Edit from the top toolbar:
Update any necessary field(s) and click Save. Please note that this will update data for all selected records to the value you enter:
In the example above, I have five records selected from my View. I then entered a Thank-you date of 8/6/24 from the Bulk Edit form.
It will now set that date as the Thank You Date for all five records, removing them from my Thank You Letter System View.