A custom list view in Salesforce is a saved, filtered table of records on an object's list page — for example "My Open Cases", "California Accounts", or "Hot Leads This Week". To create one in Lightning Experience, open the object (Accounts, Contacts, Leads, Opportunities, or any custom object), click the List View Controls gear at the top-right, choose New, name the view, decide who can see it, then add filters, pick columns, and set the sort order. The view is saved on that object and appears in the list view dropdown for everyone you shared it with.
Key takeaways
- Create a list view from the List View Controls gear (the cog next to the list name), not from Setup.
- Filters combine a field, an operator, and a value; use filter logic (AND/OR/NOT) when one row of criteria is not enough.
- Filters understand relative date literals like
TODAYandLAST_N_DAYS, so the view stays current without editing. - Visibility has three modes — only me, all users, or specific groups/roles — and you choose it when you create the view.
- Add a list view chart, switch to Kanban, edit cells inline, and run mass actions without leaving the list.
- Reach for a list view when you want a quick, live working set of records; reach for a report when you need grouping, summaries, and cross-object analytics.
How do you create a list view in Lightning Experience?
The list view builder lives on the object's home tab, not in Setup. The steps are identical for standard and custom objects:
- Open the object's tab (for example Contacts) so the current list view is showing.
- Click the List View Controls gear at the top-right of the list and choose New.
- Enter a List Name. Salesforce auto-fills the API Name (the unique name the API and managed packages use) — it must begin with a letter, use only letters, numbers, and single underscores, and cannot end with an underscore.
- Choose who sees this list view (visibility) and click Save.
- The Filters panel opens on the right. Set Filter by Owner (All … / My …), add field filters, then click Save again.
- Use the gear again, choose Select Fields to Display, and pick the columns you want.
That is the whole flow. Because the builder sits right on the record list, most admins never open Setup to manage everyday views.
Classic note: In the older Salesforce Classic UI the equivalent was the Create New View link beside the view dropdown, with a full-page form. The concepts (filters, columns, visibility) are identical — only the Lightning gear-driven UI differs, and Lightning is where all new work should happen.
How do filters and filter logic work?
Each filter is built from three parts: a field, an operator, and a value. Stack several filters and, by default, a record must match all of them (logical AND).
| Operator | Matches when the field… | Example |
|---|---|---|
| equals | exactly matches a value | Stage equals Closed Won |
| not equal to | is anything but the value | Country not equal to USA |
| contains | includes the text anywhere | Name contains "Ltd" |
| starts with | begins with the text | Phone starts with +44 |
| greater/less than | compares numbers or dates | Amount greater than 10000 |
| within | falls inside a distance (geolocation) | Distance within 25 km |
Filter logic (AND / OR / NOT)
When plain AND is not enough, click Add Filter Logic and reference each filter by its number, e.g. 1 AND (2 OR 3). This lets you express "open opportunities that are either high value or closing this month" in a single view.
Relative date literals
Date and datetime filters accept relative date literals, so a view refreshes itself over time instead of needing a hard-coded date:
TODAY,YESTERDAY,TOMORROWTHIS_WEEK,THIS_MONTH,THIS_QUARTER,THIS_YEARLAST_N_DAYS:30,NEXT_N_DAYS:7,LAST_N_QUARTERS:2
You can also filter on special values such as blank/empty fields. If you already know the exact set of records you want by ID or a more complex condition, a SOQL query uses the same date literals and is often quicker to prototype before you recreate the criteria as a list view.
Choosing columns, sorting, inline editing, and mass actions
Once the records are filtered, shape how they look and act on them right from the list.
- Columns: Open the gear → Select Fields to Display, move fields into the chosen list, and order them top-to-bottom (top = left-most column). You can show many fields, though wide views read best when trimmed to what the team actually scans.
- Sort and resize: Click any column header to sort; drag the column border to resize; the view remembers your widths.
- Inline editing: Double-click a cell to edit it in place. A pencil means the field is editable; change several rows and click Save once to commit them together.
- Mass actions: Tick the row checkboxes to run bulk actions — change owner, update status, send a list email, or add to a campaign — across many records at once.
- Text wrap and row height: The gear also controls wrapping so long values stay readable.
Pinned list views
Each object remembers your pinned list view — the one that loads by default when you open the tab. Open the view you want, click the pin icon next to its name, and it becomes your default on that object until you pin another.
Who can see your list view? (visibility and sharing)
You choose visibility when you create the view, and you can change it later via List View Controls → Edit List Filters → Sharing Settings. There are three options:
| Visibility option | Who can use the view | Typical use |
|---|---|---|
| Only I can see this list view | Just you (private) | Personal working lists and experiments |
| All users can see this list view | Everyone with access to the object | Standard team views like "Open Cases" |
| Share list view with groups of users | Chosen public groups, roles, or roles and subordinates | Region- or team-specific views |
A few rules worth knowing:
- Only a Salesforce admin or a user with the Manage Public List Views permission can create or edit views shared with all users or with groups.
- Choosing specific groups/roles is the safe default in orgs with Experience Cloud (community) users — "All users" can otherwise expose a view to external community licenses.
- You cannot share a list view with a single named individual; sharing is always via public groups or roles. Create a public group when you need a precise audience.
Getting visibility right is part of keeping an org tidy — see our Salesforce customization best practices for naming and governance tips that apply to list views too.
List view charts and the Kanban view
Lightning turns a flat list into a quick visual without building a report.
List view charts
Click the chart icon at the top-right of the list to open the charts panel. Add a bar, donut, or line chart that summarizes the records currently in the view — for example a donut of open opportunities by stage. Charts are tied to the list view's filters, so the picture updates as the underlying records change. They are personal, lightweight, and meant for at-a-glance context, not formal reporting.
Kanban view
Switch the Display As control from Table to Kanban to see the same filtered records as cards in columns. Kanban groups records by a picklist (such as Opportunity Stage or Case Status), and you drag a card from one column to another to update that field instantly. It is the fastest way to move deals through a pipeline or triage cases, and each column can show a running total.
List views vs reports: when to use each
List views and reports overlap, but they solve different problems. A list view is a live, editable working set; a report is an analysis you read, group, and export.
| Capability | List view | Report |
|---|---|---|
| Primary purpose | Work a set of records | Analyze and summarize data |
| Objects | One object (plus its parent fields) | One or more related objects |
| Edit records? | Yes — inline and mass actions | No (read-only) |
| Grouping and subtotals | No | Yes (rows, columns, summaries) |
| Charts | Simple bar/donut/line | Rich, dashboard-ready |
| Export | Limited | CSV/Excel export |
| Best for | "Show me my open cases so I can act" | "Trend of closed revenue by region" |
Rule of thumb: if you want to act on records, build a list view; if you want to understand the numbers, build a report. For bulk data changes that go beyond inline editing — importing or updating thousands of rows — use Data Loader instead of a list view.
If your team needs custom objects, complex sharing, or list views wired into automation, MicroPyramid's Salesforce consulting team has delivered 50+ projects since 2014 and can set this up the right way.
Frequently Asked Questions
How do I create a custom list view in Salesforce Lightning?
Open the object's tab, click the List View Controls gear at the top-right of the list, and choose New. Name the view, set who can see it, then use the Filters panel to add field/operator/value criteria and the gear's Select Fields to Display option to choose columns. Click Save and the view appears in the list dropdown.
How many list views can I create per object?
There is no practical limit on the number of list views you can create for an object, so teams commonly keep many task-specific views. Keep them organized with clear names and sensible visibility so the dropdown stays usable.
How do I make a list view visible to only certain users?
When creating or editing the view, choose Share list view with groups of users and add the relevant public groups, roles, or roles and subordinates. You cannot target a single named user directly — create a public group for a precise audience. Only admins or users with Manage Public List Views can share views.
What is the difference between a list view and a report?
A list view is a live, editable list of records on one object that you act on (inline edits, mass actions, Kanban). A report analyzes data — grouping, subtotals, multi-object joins, and richer charts — and is read-only. Use a list view to work records and a report to understand the numbers.
Can I edit records directly from a list view?
Yes. Double-click an editable cell to change it inline, and edit several rows before clicking Save to commit them together. Select row checkboxes to run mass actions such as changing owner, updating a field, or sending a list email across many records at once.
How do I filter a list view by date without hard-coding dates?
Use relative date literals in the filter value, such as TODAY, THIS_MONTH, THIS_QUARTER, or LAST_N_DAYS:30. The view then recalculates automatically over time, so "Opportunities closing THIS_MONTH" always shows the current month without any manual editing.