Views & Reports – Sapience Cloud

Sapience Views & Reports: One Surface for Everything You Work On

1. Overview

Video Demo

What is Views & Reports?

Views & Reports turns your workspace into a set of live, filterable, sortable tables — each one showing whatever mix of tasks, notes, files, projects, folders, goals, and conversations you care about, side by side, in a single grid.

Every view gives you:

A spreadsheet-style grid with sort, filter, search, and column chooser

The ability to see multiple object types together in one row stream (a "task," a "note," and a "file" can all live in the same list)

One-click drilldown — click any row to open the underlying task, note, or file in its normal editor

Per-view memory — your column layout, sort, and filter tweaks persist between sessions

Excel export of whatever is on screen

Optional sharing with your organization (admins only)

Views come in two flavors: Built-In views that ship with the product (Part I), and Custom Views you build yourself (Part II).

Why does this exist?

The rest of Sapience is organized by kind of thing: a Tasks list, a Notes list, a Files list, a Projects tree. That works for "show me my tasks" — but it falls apart for the questions you actually ask:

"What did I touch last week, across everything?"

"Show me every meeting transcript that mentions Q3 budget."

"What has been shared with me lately, files and notes alike?"

"Which of my projects have stalled tasks AND no notes from the last 30 days?"

Each of those crosses object-type boundaries. Views & Reports exists so you don't have to. One view, one grid, every type of thing.

Built-In views answer the most common cross-cutting questions out of the box. Custom Views answer the ones that are specific to how you work.

Where do I find it?

Views & Reports lives in the left sidebar under its own "Views & Reports" entry (icon: a stack of horizontal lines). Expanding it shows two sections:

Built-In — the factory views that ship with Sapience (read-only; clone to customize)

My Views — your saved custom views (right-click for Rename, Clone, Delete, Publish to Org, Lock)

A + New View button at the bottom of the section opens the View Creator.

You can also navigate directly:

www.SapienceCloud.ai/next/#/views/<view-id> — open a specific view. E.g. “everything”.

www.SapienceCloud.ai/next/#/views/new — open the View Creator

Access: Views & Reports requires Power User status or higher. If you don't see it in the sidebar, that's why — talk to your org admin.

2. The Built-In Views

Built-In views are read-only templates designed to answer common questions immediately. You can't edit them directly, but you can clone any Built-In view (right-click → Clone) and tweak the copy as much as you like.

1. Everything

A single hierarchical view of your whole workspace — folders, projects, and the tasks, goals, notes, and files inside them, all in one expandable tree.

What it shows: every folder, project, task, goal, note, and file you have access to

Best for: orientation, finding something when you're not sure where it lives, getting a sense of scale

Layout: tree (with expand/collapse on folders and projects), not a flat list

2. Recent Activity (7 days)

Tasks, notes, and files that were updated in the last 7 days — across every project you have access to.

What it shows: anything modified in the last week, regardless of which project it lives in

Best for: Monday morning catch-up, "what changed while I was out," weekly status writeups

Default sort: most recently updated first

3. All My Tasks

Every task in your workspace where you are the owner OR the assignee, sorted by due date.

What it shows: your personal task pile, across every project

Best for: today's working list, planning the week, finding what's overdue

Default sort: due date ascending (soonest first)

4. Meeting Transcripts

Every note that came in as a meeting transcript — including those captured by Sapience Meetings (see the Meetings Overview help article).

What it shows: notes flagged as meeting transcripts

Best for: finding "what did we decide in the call last week," searching across past meetings, reviewing decisions

Pairs well with: Sapience Meetings (each meeting becomes a transcript note that lands here automatically)

5. Shared With Me

Files, notes, and projects that other people in your org have shared with you.

What it shows: incoming shares, all types

Best for: seeing what colleagues have given you access to recently

Note: This is a report — to manage what's shared with you, open Menu ▸ Manage Shares.

6. Shared By Me

Files, notes, and projects you have shared with others — with inline toggles to manage permissions on the spot.

What it shows: outgoing shares, all types

Best for: auditing who has access to what; revoking access quickly

Note: Toggle changes here apply immediately.

7. Scheduled Jobs

Every scheduled job visible to you — recurring agent queries, project email summaries, automated reports.

What it shows: scheduled job records (status, schedule, next run, owner)

Best for: seeing what is running on a schedule on your behalf, pausing or editing a recurring job

Note: This view uses an embedded job-management UI rather than a generic grid.

3. Custom Views: Building Your Own

💡

Please note that custom views & reports is only available to Power User and higher roles/accounts.

Custom Views are how you turn "I wish there was a list that showed me X" into a saved, repeatable view you can return to with one click.

What you're building

A Custom View is a saved combination of four things:

One or more source types — which kinds of things show up as rows (tasks? notes? files? all three?)

A column set — which fields of those things show up as columns

Filters — rules that decide which rows make the cut

A sort and (optionally) a grouping — how the rows are ordered and clustered

Saved together, those four choices become a row in your My Views sidebar that opens with a single click.

Why build one

The Built-In views answer general questions. Custom Views answer your questions:

"Tasks I own that are tagged 'urgent' AND don't have a due date"

"Notes in my Customer Onboarding project that mention 'pricing'"

"Files larger than 50 MB shared with me in the last month"

"Goals in any project where status = 'at risk'"

Where to start

Click + New View at the bottom of the Views & Reports sidebar. The View Creator opens.

How to build one (step by step)

The View Creator walks you through three steps:

Step 1 — Name & Sources

Give the view a name (this is what shows in the sidebar).

Pick one or more source types from the list: tasks, notes, files, projects, folders, goals, conversations.

If you pick more than one, your view is polymorphic — rows of different types will appear together, each tagged with its source type in a "Source" column.

Step 2 — Columns

The Creator suggests a default column set based on which sources you picked.

Toggle columns on or off, drag to reorder, rename headers if you want.

Polymorphic views show only the columns that make sense for at least one of the chosen types — type-specific columns (like a task's "Due Date" or a file's "Size") render only on rows where that field exists.

Step 3 — Filters

Add zero or more filter rules.

Each rule is field operator value — for example, Status = Completed or Owner = me.

Combine rules with AND or OR logic. Nest groups for things like "(owner is me) AND (status is open OR status is in-progress)."

No filter rules at all = "show everything from the chosen sources."

When you click Save, the view appears in your My Views sidebar section and opens immediately.

Working with a saved view

Once a view is open, it behaves like a normal data grid. You can:

Sort any column (click the header; shift-click to add a secondary sort)

Filter ad-hoc using the row of filter inputs under the column headers

Search globally with the search box in the toolbar

Group rows by any field using the toolbar's group selector

Show/hide columns via the column-chooser icon

Export to Excel via the toolbar's export button

Drill into any row by clicking the name — the underlying task, note, file, or project opens in its normal editor on top of the grid; close it and you're back where you were

Anything you change in the grid (column order, filter values, sort, grouping) is remembered for that view — next time you open it, your tweaks are still there.

Editing, cloning, and sharing a custom view

Right-click any view in the sidebar to:

Rename — change what shows in the sidebar

Clone — duplicate the view as a starting point for a variation

Delete — remove it (Built-In views can't be deleted)

Publish to Org (org admins only) — make this view available to everyone in your organization, alongside the Built-In views

Lock (on org-published views, admins only) — prevent edits to the canonical org copy

Tip: If you want to adjust a Built-In view, Clone it first. The clone lands in My Views and is fully editable. The original Built-In is preserved.

4. Tips for power users

Start from a Built-In view, then clone-and-tweak. "Recent Activity (7 days)" cloned and changed to 30 days, scoped to one project, is the fastest way to a working "what's been happening in Project X this month" view.

Polymorphic views beat multiple single-type views. Instead of three saved views ("My open tasks," "My recent notes," "My recent files"), build one polymorphic "My week" view that shows all three together — sorted by last-updated.

Use grouping to turn lists into reports. Group the "All My Tasks" view by Project (or by Status, or by Assignee) and you've effectively built a status report without leaving the grid.

Export to Excel for share-outs. When you need to send a snapshot to someone outside Sapience, the export button on any view dumps the currently filtered and sorted rows — so prep the view, then export.

Publish team-wide views once. If you find yourself building the same Custom View shape repeatedly for different colleagues, build it once, ask your admin to publish it to the org, and it shows up in everyone's sidebar.

5. Frequently asked

Why don't I see Views & Reports in my sidebar? The feature requires Power User status or higher. Ask your org admin to upgrade your role.

Can I edit a Built-In view directly? No — they are intentionally read-only so they stay consistent. Clone any Built-In view to make an editable copy in My Views.

What's the difference between a Custom View and a saved filter on the regular Tasks list? A saved filter on the Tasks list only shows tasks. A Custom View can show multiple types together (tasks + notes + files in the same grid), and remembers column layout, sort, and grouping in addition to filters.

Where are my custom views saved? What if I switch devices? Custom Views are saved to the cloud against your account, so they follow you across devices and platforms (web, desktop, mobile). Per-grid tweaks (column widths, last-used filter values) are saved locally per device.

Can I share a single Custom View with one specific colleague (not the whole org)? Not yet. Today, custom views are either private to you or — if you're an org admin — published to your whole org. Per-person sharing of views is on the roadmap.

Does drilling into a row from a view open it editably? Yes. Clicking a row name opens the same editor you would get from the regular Tasks/Notes/Files screens. Edits you make are reflected in the grid when you return.

Why does my view show fewer rows than I expected? Most often: an active filter (the toolbar shows active filter pills near the top), or an inherited per-column filter you set ad-hoc earlier. Clear all filters from the toolbar to confirm the underlying row count.

Can I schedule a view to email me a snapshot? Not from the View itself — but the Scheduled Jobs built-in view shows recurring agent jobs that can do equivalent reporting. Talk to your admin about setting one up.

Did this answer your question?

Related Articles:

Meetings Overview

Projects

Sharing & Permissions