# Data Views

**URL:** <https://speciforum.org/t/data-views/4299>\
**Category:** Query Building\
**Created:** [October 16, 2026, 5:00am UTC](https://speciforum.org/t/data-views/4299 "2026-10-16T05:00:00Z")\
**Posts on this page:** 1\
**Page:** 1

<div class="post-metadata">

**Author:** ![Grant](https://yyz1.discourse-cdn.com/flex029/user_avatar/speciforum.org/grant/32/4255_2.png) [@Grant](https://speciforum.org/u/Grant)\
**Post date:** [October 16, 2026, 5:00am UTC](https://speciforum.org/t/data-views/4299/1 "2026-10-16T05:00:00Z")

</div>

> 📖 This guide explains how to use **Data Views** to browse records by table, preview records beside the results, and choose the fields and filters shown in each view.

**Data Views** :dataviews_: gives you a quick way to open a table’s records without building a query each time. Select a table, review its results, and open a record when you need its full form. You can also configure a table’s Data View using the Query Builder tools.

 ![Data Views navigation menu item](https://canada1.discourse-cdn.com/flex029/uploads/specifysoftware/original/2X/c/c946cc650e7b0b777b66e3a8fc6af03a60f117b7.png)  
 ![Data View default tables](https://canada1.discourse-cdn.com/flex029/uploads/specifysoftware/original/2X/8/8ffa2c922af4d336c9dc42808a7e3a812f20c809.jpeg)

## Open a Data View

1. Select :dataviews_: **Data Views** in Specify’s navigation menu.
2. Choose a table, such as **Collection Object** , **Agent** , or **Loan**.
3. Review the results. The number beside each table in the chooser indicates its record count in the current collection.

You can change which tables appear by default in this list for yourself or for the entire collection.

> [!note]  
> You need permission to read a table and execute queries to open its Data View. The records and actions available to you also depend on your permissions.

## Find your way around a Data View

 ![Data Views](https://canada1.discourse-cdn.com/flex029/uploads/specifysoftware/original/2X/4/457e5e1e6d4b760193c3f269b518b4092d89747d.jpeg)

| Results | Record preview |
| --- | --- |
| A scrollable list of records and selected columns. Select a row, sort a column, or use the available result actions. | When **Split View** is on, the selected record appears beside or below the results. |

Data Views runs a query when you open a table, so the results reflect the records currently available to you. If a query has been configured for that table, its selected fields, filters, and initial sorting determine what you see.

 ![Data Views Configuration Buttons](https://canada1.discourse-cdn.com/flex029/uploads/specifysoftware/original/2X/b/ba6de7131514a43b5519cf49c6d597289eee63e0.png)

| Icon | Name | Description |
| --- | --- | --- |
| :pencil_: | Edit | Allows you to configure the query the **Data View** uses |
| :split_: | Split View | Changes the data view from split screen (default) to query-only view |
| :switchview_: | Switch View | Toggles the data viewer from a vertical (default) to horizontal split screen |

### Review records in Split View

**Split View** keeps the results list and a record form on the same screen. Select a result to preview it, then move through records without returning to the table chooser. You can drag the divider to give either area more space.

Use the **Split View** button in the page header to turn the preview on or off. The adjacent orientation button switches between a side-by-side and a stacked layout. Vertical split is used automatically on narrow displays or windows to make sure there is enough room to display the form.

The preview uses the table’s **form definition**. Changing a Data View’s columns does not add fields to, remove fields from, or rearrange the record form. See [Editing Forms in Specify](https://speciforum.org/t/editing-forms-in-specify/1557) to change that layout.

> [!tip]  
> Under **User Preferences → Data Views → General** , you can choose whether Split View opens by default and set its default orientation.

You can also use **Browse in Forms** from the results to review records in a dialog. If you select particular result rows first, that action browses the selected records; otherwise, it browses the results.

## Choose which tables appear

Select the :pencil_: (edit) button in the **Data Views** table chooser to open **Configure Data Views tables**.

 ![Configure Data Views tables dialog](https://canada1.discourse-cdn.com/flex029/uploads/specifysoftware/original/2X/c/c3a6868297369d8b7128cf0cfb69ad14aa617cfa.jpeg)

The editor has **Selected Tables** and **Possible Tables** lists. Select a table from either list, then use the :left_: (left) and :right_: (right) icons to move it between lists. Reorder selected tables with the :up_: (up) and :down_: (down) icons on the left.

Select **Reset** to restore the default list, or **Close** when finished.

> [!info]  
> This table list is a **user preference**. Changing it affects your Data Views menu; it does not hide a table from other users.

## Configure a table’s results

Select the :pencil_: (edit) button beside a table in the chooser, or beside the table name after opening its Data View. This opens **Configure query** , which uses the Query Builder.

 ![Data Views Configure Query Dialog](https://canada1.discourse-cdn.com/flex029/uploads/specifysoftware/original/2X/7/724ac2432fdd509491064842476601bc5c3e733f.jpeg)

Here you can choose the fields to display as result columns, place them in the order you want, set an initial sort order, and add criteria to limit the returned records. For detailed help with fields and operators, see [Using the Query Builder](https://speciforum.org/t/using-the-query-builder/289).

For example, a Collection Object Data View could display **Catalog Number** , **Cataloged Date** , and **Cataloger** , sorted to show recent work first. A criterion could narrow that view to records matching a particular value.

Select Save in **Configure query** to keep your changes.

> [!tip]  
> Selecting a column heading in the results changes the order you are viewing **right now**. To change the view’s saved fields, criteria, or initial sort order, use **Configure query**.

### Who sees a configured query?

Using **Configure query** from Data Views saves a **personal** query configuration.

If your institution needs a shared starting view, an administrator can create a **Data View Queries** resource at the collection or discipline level in [App Resources](https://speciforum.org/t/app-resources/582). A more specific configuration can override one table’s query while the other tables continue to use the shared definitions. The query controls the **results list** : its columns, criteria, and sorting.

The rest of the table side of the data view interface is similar to the **Query Builder**. Its capabilities include:

- Selecting records
- Sort columns
- Resize columns
- Open records in a new tab

## Related guides

- [Using the Query Builder](https://speciforum.org/t/using-the-query-builder/289) — choose result fields, criteria, and sorting.
- [Editing Forms in Specify](https://speciforum.org/t/editing-forms-in-specify/1557) — change the fields and layout of record forms.
- [App Resources](https://speciforum.org/t/app-resources/582) — manage shared configuration resources.