Managing bookmarks
Watch the 5 minute video to get the skinny on bookmarks here.
The bookmark feature in GraceBlocks lets users create quick access to specific record sets in a tab. First, a user applies filters or updates column settings to find exactly the information they want to display. Then, the user can save these criteria as a bookmark for easy retrieval in the future. All bookmarks are private by default and are only accessible to the user who has created them. However, builders can make bookmarks public, which makes them available to other Block users. And if a builder wants a certain bookmark to act as the "starting point" for new users when they first access the tab, they can set the bookmark as the public default. This article covers:
- Creating bookmarks
- Using bookmarks
- Editing bookmarks
- Making bookmarks public, private, or the public default
- Deleting bookmarks
- Important notes about using bookmarks
Creating bookmarks
To find the records you need by using filters, complete the following steps:
| Step | Action | Visual |
| 1 |
From either spreadsheet or messaging view of a tab inside GraceBlocks, use filters and possibly columns (spreadsheet view only) to get to exactly the layout of information you'd like to make into a bookmark. |
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| 2 |
Click the Bookmarks icon in the Actions toolbar. The Bookmarks modal appears.
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| 3 |
Click into the Create new bookmark field, and enter a name that represents the bookmark so that you can easily retrieve it. |
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| 4 |
Click Save. |
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| 5 | The newly added bookmark is added to the list of bookmarks available in the modal. |  |
| 6 | Click Hide bookmarks panel when you have finished making changes. |  |
Using bookmarks
To use a bookmark, complete the following steps:
| Step | Action | Visual |
| 1 |
Click the Bookmarks icon in the actions toolbar. The Bookmarks modal appears.
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| 2 |
From the list of available bookmarks, click on the name of the bookmark you wish to use.
The Bookmark modal closes, and the page refreshes, applying the selected bookmark filters and column settings. |
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| 3 |
If the bookmark contains filters, filter criteria bubbles appear, representing the applied criteria. To learn more, see filters.
If any columns are hidden, the number that represents the number of hidden columns shows next to the Columns icon. To learn more, see columns. |
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Editing bookmarks
It is only possible to edit the name and list order of bookmarks. If you want to change a bookmark's criteria, you need to delete it and then add a new bookmark that includes the desired updated information.
Follow the steps below to edit the name of a bookmark.
| Step | Action | Visual |
| 1 |
Click the Bookmarks icon in the Actions toolbar. The Bookmarks modal appears.
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| 2 |
To rename the bookmark, find the bookmark you'd like to rename, click the Actions dropdown for that bookmark, and then select Edit.
The bookmark's name becomes an editable field. |
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| 3 |
Choose to 1) Edit the name of the bookmark if desired. 2) Activate the toggle if you wish to reset the filters and column settings. Choosing this will replace the bookmark's definition using the current filters and column settings in use. 3) Click Save to save these changes. The bookmark is edited. |
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| 4 |
To reorder bookmarks, select the Drag icon for the bookmark you want to move, and move it to the desired location in the list. |
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| 4 |
Click Hide bookmarks panel when you have finished making changes. |
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Making bookmarks public, private, or the public default
By default, bookmarks are saved as private. This means that initially, bookmarks are only visible for the user account that has created the bookmark. If you are a builder, you can make a bookmark visible to other users. Builders can also set a public default bookmark, which will then serve as the "starting point" for any new users when they access the tab. The following table outlines how to change the availability of a bookmark and the resulting expected behavior.
(These actions are only visible for builders.)
| Step | Action | Visual | ||||||||
| 1 |
Click the Bookmarks icon in the Actions toolbar. The Bookmarks modal appears.
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| 2 |
Find the bookmark you'd like to modify the availability for, click the Actions dropdown for that bookmark, and select the option you want:
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| 3 |
The Availability column for the bookmark is updated automatically to reflect the updated status of the bookmark. |
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| 4 |
Click Hide bookmarks panel when you have finished making changes. |
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Deleting bookmarks
Builders can delete bookmarks. When a builder deletes a public or public default bookmark, that bookmark is removed for all users.
(This action are only visible for builders.)
| Step | Action | Visual |
| 1 |
Click the Bookmarks icon in the Actions toolbar. The Bookmarks modal appears.
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| 2 |
Find the bookmark you'd like to rename, click the Actions dropdown, and then select Delete.
The bookmark is removed from the list of bookmarks. |
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| 3 |
Click Hide bookmarks panel when done. |
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Important notes about using bookmarks
🔔 Bookmarks work across views. If you switch from spreadsheet view to messaging view, the bookmark you create and apply will still work for you. Any bookmarks that a user creates in messaging view will include the current column configuration that the user has defined in the spreadsheet view.
🔔 Bookmarks will honor security access level role controls if they have been applied. If based on the user's role, they can not see a column for a field included for the bookmark, that column will be removed automatically. In addition, if a bookmark includes a filter on a field the user's role can not see, the user will not be able to run the bookmark and will instead see this message: 🔒 Security conflict: This bookmark includes filters on fields you are not authorized to access. For this reason, it can not be used. The main reason this message will be seen is if security is fully enforced on the configuration of a relational field. To learn more, read about the Apply security-related settings when configuring relational field types.