Managing Index Views in HubSpot

External Links

Overview

Index Views are the table or board reports that appear when you navigate to any CRM object — Tasks, Projects, Tickets, Services, or Companies. Instead of opening records one by one, Index Views show you an organized, filtered list of records matching criteria you define. Think of them as live, on-demand spreadsheet views built directly on top of your HubSpot data.

Index Views work the same way across every object. Once you understand how to use them on one object, you can apply the same skills to any other.

How to Access an Index View

Click CRM in the left navigation bar
Select the object you want to view — Tasks, Projects, Tickets, Services, Companies, etc.
The Index View loads on your default or most recently used tab

Pro Tip: Bookmark your most-used objects to skip the CRM menu entirely. Hover over any object in the CRM side menu, click the bookmark icon on the right, and it will appear in your Bookmarks bar at the top of the page.

Understanding View Tabs

At the top of every Index View, you'll see a row of tabs. Each tab is a saved view with its own filters, columns, and sort order. You can pin up to 50 tabs on any object.

There are three types of tabs:

HubSpot Default Views — Standard views like "All Tasks," "Due Today," and "Overdue." These appear automatically and cannot be deleted.
Admin-Promoted Views — Views created by your admin team and shared with you, configured for your team's specific workflows.
Personal Views — Views you create for your own workflow. These can be kept private or shared with your team.

Managing your tabs:

To open a view already pinned: Click the tab name
To open a view not shown as a tab: Click + Add View → select from the dropdown
To browse all available views: Click + Add View → All Views
To set a default view: Drag any tab to the leftmost position — it will open automatically each time you navigate to that object
To remove a tab without deleting the view: Click the X on the tab. You can re-add it anytime.

Table View vs. Board View

Index Views can be displayed in two formats. Toggle between them using the view type button near the top of the Index View.

Table View	Board View (Kanban)
Records displayed as rows in a spreadsheet-style table	Records displayed as cards organized by stage or status
Best for reviewing large volumes of records, sorting and scanning data	Best for tracking records through a linear process; drag cards between columns to update status
Best for: Tasks, Services, Companies	Best for: On-Boarding Projects, Change Request Tickets

Using Filters

Filters control which records appear in your view. There are two filtering methods.

Quick Filters

Quick Filters appear as dropdown menus in the toolbar above the record table. They give you fast access to the most commonly used filter properties for that object.

Click any Quick Filter dropdown to select a value
Multiple Quick Filters can be active at the same time — they combine with AND logic
To remove a Quick Filter, click the X next to the active value
Quick Filter changes are temporary unless you save the view afterward

Advanced Filters

Advanced Filters give you access to every property on the object for more complex filtering logic. Use these when Quick Filter options don't cover what you need.

Click Advanced Filters in the toolbar
Click Edit Filters and select the property you want to filter by
Choose your operator (e.g., "is equal to," "contains") and enter your value
Click Apply Filter — the view updates immediately
Save the view if you want to keep the filters permanently

To reset filters: Click Reset in the toolbar to remove unsaved filter changes and return to the view's saved state.

Customizing Columns

You can add, remove, reorder, and freeze columns to show exactly the information that matters most to you.

Click Edit Columns in the top-right area of the view to open the column editor.

Add a column: Check the checkbox next to any property in the left panel
Remove a column: Click the X next to the column in the Selected Columns list
Reorder columns: Click and drag the drag handle next to a column to move it
Freeze columns: Click the Frozen Columns dropdown and select how many columns to freeze (up to 3). Frozen columns stay visible as you scroll horizontally.

When finished, click Apply — then Save the view.

⚠️ Important: Always click Apply in the column editor, then click the Save icon. If you apply without saving, your changes will revert when you leave the page.

Saving Your Views

🚨 This is the most commonly missed step. Any changes you make to filters or columns are temporary until you explicitly save. 🚨

To save a view after making changes:

Look for the Save icon (floppy disk) in the top-right area of the view
Click it — your changes are now permanently stored

Note: Only the creator of a view (or a Super Admin) can save changes to a shared view. If you can't save a shared view, clone it to create your own editable copy.

Creating a New View

Click + Add View on the right side of the tab row
Scroll to the bottom of the dropdown and click Create New View
Enter a descriptive name (e.g., "My Overdue Optimization Tasks" or "SMB Onboarding – Active")
Set visibility — Private (only you), My Team, or Everyone. When in doubt, choose Private.
Click Confirm — the new tab opens with a default filter set
Configure your filters using Advanced Filters
Customize your columns using Edit Columns → Apply
Click the Save icon to permanently save your view

To clone an existing view: Click All Views, hover over the view, and click More → Clone. This is useful for building a personal copy of an admin-promoted view that you want to modify.

Opening Records from a View

From any Index View, you have two ways to access individual records:

Full Record: Click the record name (shown as a link in the first column) to open the complete record page
Record Preview: Hover over any record and click the eye icon that appears. This opens a condensed preview panel on the right side of the screen without navigating away — ideal for quickly checking details while keeping your list visible.

Sorting Records

Click any column header to sort records by that property. Click once for ascending order (A→Z), click again for descending. Sort order is not saved unless you explicitly save the view afterward.

Common Questions

Why aren't my filter or column changes saving? You need to click the Save icon (floppy disk) in the top right after making any changes. Changes are temporary until saved.

Why can't I save a shared view? Only the creator of a view or a Super Admin can save changes to a shared view. Clone the view to create your own editable copy: All Views → hover → More → Clone.

Can I see Tasks and Projects together in one view? No — each Index View only shows records from one object. Tasks and Projects are separate objects and cannot be combined in a single view.

Why should I use Index Views instead of the Dashboard? Index Views pull live data on demand and are more reliable than Dashboards, which can experience refresh rate delays. For day-to-day workflow management, Index Views are the recommended approach.

How do I find a view that isn't showing as a tab? Click + Add View on the right side of the tab row, then select from the dropdown or click All Views to browse everything available to you.