License and permissions
Availability of this feature depends on your license type. Before you get started, check the table below to confirm your license includes this functionality.
Find out more about Evo licenses>
Evo Standard | Evo Everywhere: Base user | Evo Everywhere: Advanced user |
❌ | ✅ | ✅ |
A view is a named workspace inside Evo Navigator. Each view has its own selection and arrangement of Quick Actions, Quick Panels and Quick Sections, so you can set up a separate layout for each kind of work, such as Daily tasks, Month-end or Deep work, and switch between them in one click.
Every Evo user can create personal views. Organisation admins can also create managed views and share them with users, members, groups or the whole organisation.
⚠️ Important: Views are part of Evo Navigator, which is available to all Evo users. However, some tools you add to a view may need an additional licence or add-on. For example, Kanban Calendar view, Gantt view, Dashboards and AI Board Summary are not part of the Evo Standard offering and need the Kanban Premium add-on. Evo Researcher needs an Advanced User licence. You can only add items that your organisation is licensed for and that you have permission to use.
Personal views and managed views
Two kinds of view exist. Both appear together in your view switcher.
Kind | Created by | Who sees it | Can you change the layout? |
Personal view | You | Only you | Yes. It is your view. |
Managed view | An organisation admin | Members, groups or everyone in the organisation | No. The layout is fixed. |
If you have three personal views and two managed views shared with you, the view switcher shows five views in total. Switching views replaces what is on the page. Each view keeps its own preferences.
📌 Note: Your first personal view is called Default. You cannot rename or delete it. Evo Navigator returns you to the Default view if another view becomes unavailable, for example if an admin unpublishes a managed view while you are using it.
What a view contains
A view saves the following:
Which Quick Actions, Quick Panels and Quick Sections appear, and in what order.
Whether Actions Required and Quick Asks are shown.
A view does not save the following:
Your chat history or any other personal state.
Your theme, such as light or dark mode.
Your layout mode, such as Rows or Tabs. These settings stay under your control.
The data inside the tools themselves. A view changes the layout, not what each tool shows.
Create a personal view
You can create up to six personal views on each platform. This means six on web, six on mobile and six on tablet. The Default view counts towards the six.
Open Evo Navigator.
Click the view switcher at the top right of Evo Navigator.
Select + Create new view.
Enter a name for the view. Names can be up to 20 characters long.
Press Enter to save.
Your new view opens as a blank layout, ready for you to add the items you need.
🤓 Tip: Name each view after the job it supports, such as Deep work or Month-end. This makes it quick to choose the right view from the switcher.
Customise a personal view
A new view is only as useful as the items you add to it. Each section of Evo Navigator has a configure or pencil icon that lets you choose what appears there.
Open the view you want to change.
Find the section you want to change, for example Quick Panels, Quick Actions or Quick Sections.
Click the configure or pencil icon on that section.
Select the items you want to show, and clear any you want to remove.
Save your changes if prompted.
The following example shows how you could build a distraction-free "Deep work" view:
Section | Item to add | Purpose |
Quick Panels | Evo Tasks | See your current work tasks. |
Quick Actions | Data Spaces | Open your data stores. |
Quick Actions | Evo DocHub | Browse files in Microsoft OneDrive and SharePoint. |
Actions Required | Exclude all topics | Remove notifications while you concentrate. |
Quick Sections | Whiteboard | Brainstorm. You can rename the section, for example "Doodling". |
Quick Sections | Kanban Board | Plan your team's work week. You can rename the section, for example "Planning". |
📌 Note: These items are examples. Choose the tools that suit your own work. The tools available to you depend on the products your organisation uses and the licences you hold.
Switch between views
Open Evo Navigator.
Click the view switcher at the top right of Evo Navigator.
Select the view you want to use.
Evo Navigator replaces the page with the layout for that view.
You can also change how a view displays by switching between Rows and Tabs layout modes. This setting stays with you and does not change when you switch views.
Managed views for organisation admins
A managed view gives a group of users the same Evo Navigator setup, with a layout they cannot change. Use a managed view when consistency matters more than personal preference. Common examples include:
A team that runs the same daily process, such as a "Finance month-end" or "Front-of-house morning checks" view.
An onboarding view for new starters, with the basics pinned until they feel confident.
A training or demonstration view for screen-shares and walkthroughs.
A compliance view that must contain certain items, in a certain order, for a defined group.
If your users have different needs, encourage them to build personal views instead.
⚠️ Important: Managed views are created in Navigator Admin. Your Roles and Permissions in Evo control access to Navigator Admin. Check with your platform administrator that you have access before you start.
Create a managed view
Open Navigator Admin.
Open the Manage Views card. A grid shows any existing managed views, which you can filter by name, status, scope and creator.
Click New view.
Enter a name for the view. The layout editor opens with a blank canvas that represents Evo Navigator.
For each region, open the configuration sheet and choose the items to include. The left side shows the items available to you, which you can filter by product or search by name. The right side shows the items assigned to the view, in the order that users will see them.
Add, remove and reorder items until the region looks right. Regions you leave empty do not appear.
Choose who receives a managed view
In the layout editor, open the Share sheet.
Select one of the following sharing modes:
Members. Share with named users, up to 100 per view.
Groups. Share with organisation groups, up to 10 per view.
Organisation. Share with every user in your organisation.
Save your selection.
🤓 Tip: If you need to share a view with more than 100 named users, share it with a group or the whole organisation instead.
Publish a managed view
A managed view has two states:
Draft. The view is saved but no one else can see it. Use this state while you build and refine the layout.
Published. The view is live and recipients see it in their view switcher.
You can only publish a view when it contains at least one item and has at least one recipient. You can unpublish a view at any time without deleting it.
Edit, unpublish or delete a managed view
Action | What happens |
Edit a published view | Changes go live for recipients the next time they refresh Evo Navigator. Users do not receive a notification. |
Unpublish | The view disappears from recipients' view switchers. Anyone using it moves back to their Default view automatically. |
Delete | Recipients see the same effect as an unpublish. The view is also removed from the admin grid and you cannot recover it. |
⚠️ Important: Unpublish a managed view instead of deleting it if you may need it again. You cannot recover a deleted managed view.
How views work with availability and personas
Three controls shape what each user sees in Evo Navigator. They apply in this order:
Availability. This organisation-wide setting hides items from every view or pins items so they always appear. You set it in Navigator Admin.
Persona first-time content. This sets what appears in a user's Default view the first time they open Evo Navigator. After that, the user can change their personal views freely.
Managed views. These are extra views that an admin adds on top.
A managed view does not override availability. If an admin hides a Quick Action in availability and then adds it to a managed view, recipients still cannot see it. Configure availability first, then build managed views within the resulting set of items.
A managed view also does not replace personal views. Users keep their own views and can switch between them and any managed views at any time.
Limits and things to know
Topic | Detail |
Personal view limit | Six per platform (web, mobile and tablet). The Default view counts towards this limit. |
View name length | Up to 20 characters. |
Editing a managed view | Recipients cannot edit it. They can create a personal view if they want a different layout. |
Opting out of a managed view | Users cannot remove a managed view that an admin has shared with them. They can switch to another view at any time. |
Multiple managed views | A user can receive more than one. Each appears as its own entry in the view switcher. |
Managed views on mobile and tablet | Managed views currently appear on web only. Personal views are available on web, mobile and tablet. |
Deleted or unshared managed view | If you are in a view that an admin deletes or stops sharing, Evo Navigator moves you to your Default view the next time it loads. You do not see an error, and work in progress inside a tool is not affected. |
Existing permissions | Views do not grant extra access. You only see data and actions for products you are licensed for and have permission to use. |