Use Spreadsheet Views, Formulas, and Linked Records

Turn one organization table into reusable working views with calculated and connected context.

Before you begin

Use a spreadsheet with stable base columns and representative rows. Identify which values should be entered, calculated, or linked from CapitalOS. Define the audience and question for each saved view before adding filters or layouts.

How it works

Views preserve supported filters, sorting, and column layout without duplicating the underlying rows. Formula columns calculate from available row values. Linked-record columns connect spreadsheet work to supported CapitalOS records such as products or orders. Pins can surface a spreadsheet in a related module where configured.

Step-by-step

Open the spreadsheet and review its base rows and columns.
Add or configure a linked-record column for the supported CapitalOS entity.
Select the exact organization record and verify the displayed identifier.
Add a formula column only after its input columns contain consistent types.
Test the formula with normal, blank, and edge-case rows.
Filter the grid to the records needed for a specific workflow.
Apply sorting and hide or reorder columns for that audience.
Save the arrangement as a named view with a clear purpose.
Switch between views and confirm that rows remain shared while presentation changes.
Pin or reuse the layout only where the organization workflow supports it.

Check your result

Linked cells open or identify the intended organization records, formulas return explainable values, and saved views restore the expected filters and layout. Editing a row affects the shared underlying data and appears appropriately across views.

Common problems

A formula is blank or invalid: inspect missing inputs, column types, unsupported references, and row-level errors.

A linked record cannot be found: verify organization, module access, identifier, and supported record type.

A saved view appears empty: clear or inspect filters and confirm that underlying rows still meet them.

Another user sees a different layout: personal and shared view behavior can differ by configuration and access.

Permissions and data notes

Formulas are operational calculations and depend on their inputs. Linked records preserve their own module permissions. Saved views can expose selected columns to intended users, so review sensitive fields before sharing or pinning a layout.