A list view is a saved question you can reopen with one click — every active membership in your chapter, every gift this month, every officer whose term is ending. If you find yourself running the same search twice a week, it should be a list view instead.
Memberships, Engagements, Chapters — then List View Controls → New
Status, record type, chapter, date range — whatever narrows it
Select Fields to Display, then the pin to make it your default
These are the ones that come up again and again here. Each is a filter combination, not anything clever.
| What you want | Object and filters |
|---|---|
| Current members in my chapter | Membership · Is Current = true · Chapter = yours |
| Renewals coming up | Membership · Status = Active · Expiration Date next 90 days |
| Who lapsed recently | Membership · Status = Lapsed |
| Auto-renew list to leave alone | Membership · Auto Renew = true |
| Gifts this month | Engagement · Record Type = Donation · Date this month |
| Money promised but not in | Engagement · Status = Committed |
| Pledges still being paid | Engagement · Record Type = Pledge · Status = Committed |
| Officers whose term is ending | Chapter Officer · Currently Serving = true · End Date soon |
| Batches not yet posted | Gift Batch · Status = Open or In Review |
Every renewal leaves its old term behind, so the Membership object is overwhelmingly historical records. A list view without Is Current or a status filter is almost always showing you the past. This is the single most useful filter on the object.
Dues, gifts, pledges, sponsorships and in-kind all live on the same object. A list of "Engagements this month" is a mixture of subscription income and philanthropy, and the total at the bottom means nothing. Decide which record types you want and say so in the filter.
Setting a list view so all users can see it shares the view — the filters and the columns. It does not change who can see which records. Two people opening the same list can legitimately see different numbers of rows, and neither is broken.
Most new list views are a small change to one that exists. Open the closest match, use Clone, and adjust the filter. You keep the columns and the sort, which is most of the work.
Shared list views appear in everyone's dropdown. Chapter 12 — Active Members gets used; Test 3 clutters the list for the whole organization. If it is shared, the name is part of somebody else's workspace.