Managing Grid Data
Last updated
Last updated
The grid offers an Excel-like experience, providing powerful tools to help you efficiently organize, filter, and update your Salesforce data. Easily refine your view, highlight key records, apply bulk updates, and customize the layout to match your workflow.
This section covers essential grid features, including:
– Update the grid to reflect the latest data.
– Quickly find specific records.
– Arrange data in ascending or descending order.
– Customize the grid’s appearance.
– Access additional actions.
– Share – (Deprecated) This feature is no longer supported.
The Refresh Button ensures users are always working with the most up-to-date data by reloading the grid and pulling the latest records from Salesforce.
Note: If you attempt to refresh grids with unsaved changes, a Refresh confirmation pop-up will appear, prompting you to either save your changes or proceed without saving.
Quickly locate records using the Search field. This feature allows you to search across both the Grids screen and Salesforce.
Enter a keyword in the Search field.
Matching results from Salesforce and grid rows will be displayed.
Click the Close (X) icon to clear the search and return to the full Grid view.
The Sort feature helps you arrange records in a meaningful order, making it easier to analyze data effectively.
Follow these steps to sort records:
Click Sort, then click + Add a sort.
Select the column you want to sort from the Column drop-down.
Choose the sorting order from the Order drop-down.
The grid updates instantly, displaying records based on your sorting selection.
Sorting behavior varies depending on the column type:
Text Columns (e.g., Account Name) → Sort alphabetically (A to Z or Z to A).
Date Columns (e.g., Created Date) → Sort chronologically (Older to Newer or Newer to Older).
Active sorting is indicated by the number of sorting parameters applied. To revert to the original grid view, remove all sorting parameters.
The Layout feature allows you to adjust column field lengths based on your preferences. This is especially useful when working with records that contain lengthy data.
Follow these steps to customize the layout:
Click Layout.
Select the desired column field length:
Short
Medium
Tall
Extra Tall
Enable Auto Size Columns to automatically adjust column widths based on the data length.
Auto-sizing works in combination with any selected column field length.
The More Options feature provides multiple functionalities in a single place for efficient grid management.
Add to Favorites / Remove from Favorites – Mark a grid as a favorite for quick access.
Manage Grid – Rename the grid and add a description.
Duplicate – Create a copy of the grid.
Delete Grid – Remove the grid permanently.
Export Data – Download grid data in Excel or CSV format.
The Manage Grid screen allows you to update key settings for your custom grid. It's where you can make changes to the grid's structure, name, sharing options, and more—all in one place.
Object Name Displays the object associated with this grid. This field is read-only.
Grid Name You can rename the grid here to reflect its purpose more clearly.
Fields Shows the total number of fields currently used in the grid.
Click this section to open the field list.
Add or remove fields as needed to tailor the data shown in your grid.
Toggle off to keep the grid private or custom.
Disable it if you want to save without refreshing the data immediately.
Global Grids allow you to share a Custom Grid with all users or specific users across your organization.
The Manage Access feature is available only when a Custom Grid is set as a Global Grid. By default, setting a grid to Global shares it with all users.
Note: Only Admins and Designers can enable the Global Grid option. Standard Users will not see this setting.
To configure access settings, click the Manage Access button. The Manage Access screen will display the Object Name and Grid Name, along with two tabs:
1. Users Tab
This tab allows you to define who can access the grid.
Allow All Users Grant access to all users—no further action required.
Select Specific Users Restrict access to selected users only.
🔔 If Allow All Users is selected, all users will automatically be granted access.
✅ To assign access to specific users:
Select Select Specific Users.
Click the Add More button.
In the Select Users window:
Use the search bar or scroll to find users.
Select the users you want to grant access to.
Click Assign to save.
2. Grid Control Tab
This tab allows Admins or Designers to control how Standard Users interact with the grid.
Field Permissions:
Allow adding and removing fields
Allow rearranging fields
Record Permissions:
Allow adding records and cloning records
Allow deleting records
This section ensures that users can personalize and control their grids based on their needs.
When Auto Refresh is enabled, the entire row updates after a successful save, ensuring all fields, including read-only fields, reflect the latest data.
The Duplicate Grid feature allows users to create a copy of an existing grid. This new grid will have the same structure and data as the original, and you can make any necessary adjustments to the copied grid without affecting the original.
If assigned to specific users: A pop-up titled Duplicate Grid Name appears with the following options:
Duplicate Global Grid with users
Duplicate Global Grid without users
If assigned to all users: The Manage Grid pop-up opens directly, skipping the duplicate options screen.
A pop-up titled Duplicate Grid appears.
The grid name is auto-filled as Grid Name Copy.
The Manage Grid pop-up opens immediately for further configuration.
The Export Data feature allows you to download grid data in Excel or CSV format, making it easy to share and analyze.
Click More Options in the Toolbar and select Export Data.
The Export Data window appears. Here, you can:
Provide a file name.
Select the export file format: Excel or CSV.
Choose between:
Visible Records – Exports only the records displayed on the grid.
All Records – Exports all records available in the grid.
Click Export to download the file.
Note: The All Records option is unavailable when the Grouping function is applied to the grid.
This feature is no longer supported.
The Share feature allows you to share a Standard Grid, Custom Grid, or Mapped Report Grid with team members, enabling seamless collaboration.
Open the grid you want to share.
Click the Share icon.
The Manage your grid pop-up appears. You can update the Grid Name and add a Grid Description if needed.
Assign grid permissions:
Can edit – Allows users to make changes.
Can view – Restricts users to view-only access.
Enter the name or email of the team member(s) you want to share the grid with.
Click Share.
Click the Share icon again to view sharing details.
To stop sharing: Click Stop Sharing.
To remove access for a specific user: Click the Delete icon next to their name.
The Share feature allows you to share a Standard Grid, Custom Grid, or Mapped Report Grid with team members, enabling seamless collaboration.
Click the icon to remove a sorting rule.
Toggle this option on to make the grid a Global Grid (available to all users or specific users, depending on access settings).
Enable this option if you want the grid to automatically refresh every time it’s saved.
