--- title: "Understanding Spreadsheet View" slug: "understanding-spreadsheet-view" updated: 2025-11-12T07:48:31Z published: 2025-11-12T07:48:31Z canonical: "documentation.encodify.com/understanding-spreadsheet-view" --- > ## Documentation Index > Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt > Use this file to discover all available pages before exploring further. # Understanding Spreadsheet View ## Overview --- **Spreadsheet View** offers a familiar, Excel-like interface, presenting your data in a clear table format. It supports filtering by column header, sorting and inline editing making it easy to update information quickly and efficiently. ## Understanding Spreadsheet View --- Once the Spreadsheet View has been configured, it will be selectable within the **Module View Selector.** ![Job management interface displaying various job statuses and details for client projects.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-11-06 161138.png) The table below provides a quick overview of Spreadsheet View: | **Action** | **Visual Guide** | | --- | --- | | 1. The **Module View Selector** allows you to switch between all configured views within a specific module. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Module View Selector(3).png) | | 1. **Add** a new item to a specific module | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/add item.png) | | 1. The **Bulk File Uploader** provides a quick and efficient way to upload multiple files that share the same metadata. | ![Icon representing cloud upload functionality with an upward arrow symbol.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-11-06 161336(1).png) | | 1. **Export** the data from a specific module in Excel, HTML or CSV format. | ![Icon representing vertical scrolling with arrows indicating up and down movement.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-11-06 161317(2).png) | | 1. **Search** by keywords across module items and files (see [Quick Search](/v1/docs/quick-search) for more details) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/search.png) | | 1. The **Filters** panel allows you to define specific search criteria to narrow down results and quickly find relevant items. You can apply one or multiple filters based on fields such as status, date, user, or custom metadata—helping you refine your view with precision. (see [Filters](/v1/docs/filters) for more details) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/filter.png) | | 1. The **Sort** panel allows you to define a custom sort order by selecting up to five fields and specifying the sort direction for each (ascending or descending). This enables users to apply a different sorting logic than the default defined in the view configuration. Your chosen sort order will be saved and automatically applied the next time you access the view, ensuring a consistent and personalised experience. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Sort(1).png) | | 1. The **Group** panel allows you to define a field you want to use to group the search results. This enables users to apply a different grouping logic than the default defined in the view configuration. Your chosen group by field will be saved and automatically applied the next time you access the view, ensuring a consistent and personalised experience. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Group(1).png) | | 1. Adjust the **Row Height**. Options include short, medium and tall. A users preference will be remembered for the next time they access that view. > [!WARNING] > **Note:**When **Preview Media Files**is enabled, the Short and Medium options will utilise the **Media File Holder for Search Result as List** defined within Module Settings. For the option **Tall**, we utilise the **Media File Holder for Search Result**option. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/row height.png) | | 1. Clicking the **actions menu** from a column header allows you to perform the following actions to tailor your view: 1. **Add the field to your custom sort order** – Define how results are ordered by including this field in your personalised sort sequence. 2. **Freeze the column** – Keep the selected column visible while scrolling horizontally, improving readability in views with many fields. 3. **Apply a filter to this specific field** – Refine your results by applying criteria directly to the chosen field, helping you quickly locate relevant data. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-17 at 11.02.34.png) | | 1. The **checkbox** at the beginning of each row allows you to select multiple items for [**Bulk Operations**](/v1/docs/bulk-operations). To select all items at once, use the checkbox in the **column header**. You can also select a range of items by clicking one checkbox, then holding **Shift** and clicking another—everything in between will be selected automatically. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-17 at 14.43.21.png) | | 1. The **Save** button becomes active once changes have been made to any visible cells within the item view. If any **required fields are missing** or **validation errors** are present, a red badge will appear to indicate the issue—providing clear guidance on why the **Save** button may remain inactive. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/require.png) | | 1. The **actions menu**, located at the beginning of each row, provides access to a range of additional features—including **changing status**, **copying the item**, **launching online proofing**, and more. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/actions(1).png) | | 1. Clicking on the file preview opens a larger **Lightbox** view, allowing you to examine the file in greater detail. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-17 at 11.03.46.png) | | 1. Launch [**Online Proofing**](/v1/docs/proofing) for the specific item | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-17 at 11.04.01.png) | ###