How to Share Views Across Your Team with Public List Views in Horilla CRM

Sales teams often need to look at the same segment of data from the same angle. A manager might want every team member to quickly access all leads that came in from the website, all open opportunities above a certain value, or all contacts from a specific industry. Without a shared view, each person would need to apply the same filters individually every time they open that section — which is repetitive, inconsistent, and time-consuming.

Thank you for reading this post, don't forget to subscribe!

Public List Views in Horilla CRM solve this by allowing any user to create a filtered view of any list and share it with the entire team in a single step. Once a list view is marked as public, it appears in the view selector for every user in the system, giving the whole team instant access to that exact filtered segment without needing to set it up themselves.

What Is a List View

When you open any list section in Horilla CRM — such as Leads, Contacts, Accounts, or Opportunities — the records you see are controlled by the currently active view. By default, the system provides a set of built-in views such as All Items, Recently Viewed, Recently Created, Recently Modified, and others relevant to that module.

These built-in views are fixed. A List View is a custom view that you create yourself by applying filters and saving them under a name. Once saved, your custom list view appears alongside the built-in options in the view selector dropdown, and you can switch to it at any time with a single click.

Creating a New List View

There are two ways to create a new list view.

From the View Selector Dropdown

Click the dropdown at the top left of any list. At the bottom of the dropdown, you will find the option + List View. Click it to open the New List View form.

The New List View form contains the following:

Filters

Define the conditions that determine which records appear in this view. Each filter consists of three parts — the field to evaluate, the operator (such as Equals, Contains, or Greater Than), and the value to match against.

For example, to show only leads from the website, you would set the filter to:

Lead Source — Equals — Website

The available fields change depending on the module you are working in.

Click + Add filter to add more than one condition to the view.

List View Name

Enter a clear, descriptive name for the view. This name appears in the dropdown for everyone who can see it, so choose something that immediately communicates what the view shows.

Make as public

This checkbox controls who can see the list view.

By default, it is unchecked, meaning only you can see it. Checking this box makes the view visible to all users in the system.

Click Save to create the view.

From the Filter Panel

Another way to create a list view is to apply filters directly on the list using the filter panel, get the results you want, and then save that filtered state as a named list view. This gives you a live preview of the records before committing to the view.

The same New List View form opens, pre-populated with the filters you already applied.

Making a List View Public

Inside the New List View form (or the Edit List View form for an existing view), there is a checkbox labelled Make as public.

When this checkbox is left unchecked, the list view is private. Only the user who created it can see it in their dropdown.

When this checkbox is ticked, and the view is saved, the list view becomes public. It immediately appears in the view selector dropdown for every user in the system.

This is the only step required to share a list view with the entire team.

How Public List Views Work for Other Users

Once a list view is marked as public, any user who opens that section will see it listed in their view selector dropdown alongside the built-in views.

Clicking the public list view switches their list to show the exact records defined by the filters in that view.

The user does not need to create anything, apply any filters, or configure any settings — the view simply appears automatically for them.

This is particularly useful for managers and team leads who want to define standard views that the entire team should work from across any CRM module.

Key Points to Remember

• Public list views can be created in any list section of the CRM, not just Leads.
• They appear for all users in the system once the Make as public checkbox is enabled.
• Users do not need to configure anything to access a public list view
• Only the creator of the list view can edit or delete it
• Unchecking Make as public on an existing view hides it from other users immediately after updating

Public List Views provide a simple and effective way to standardise how teams work with CRM data across any module. By enabling a single checkbox while saving a view, users can instantly share filtered data segments with the entire team.

This removes repeated manual filtering, ensures everyone is working from the same data perspective, and helps managers guide team focus consistently without requiring complex configuration.