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Views, filters and sorting

Look at a board in different ways, filter and sort, save that to a view and use the view menu.

A view is a way of looking at the same board. The items stay the same; only what you see and how it looks changes. One team member can see just their own tasks while someone else looks at the whole schedule.

Add a view

Views are the tabs above the board. The first one is the main table. It always stays in front (you see a pin) and can't be deleted, though you can rename it.

  1. Click the + after the tabs (Add view).
  2. Under Board views, pick a type.
  3. The new view opens right away. Double-click the tab to give it a name of its own.

There are four types:

  • Table: the items in rows and columns.
  • Gantt: the items as bars over time. See Timeline and Gantt.
  • Form: a form that others use to create items. See Forms.
  • Workload: how much work everyone has. See Workload.

A view is visible to everyone on the board.

Filter and sort

The Filter button in the toolbar shows only the items you are looking for. At the top you see how many items are showing out of the total.

  • Quick filters: for each column, the values that appear on the board, with the number of items next to them. Click a value to turn it on or off. Empty stands for cells without a value.
  • Advanced filters: rules such as Where Status is Done. New filter adds a rule, and you choose between And and Or. New group creates a small set of rules with its own And or Or. You can also jump straight here with the arrow next to Filter.

Clear all removes the whole filter. Besides that, Person quickly filters on one or more people, and Sort sets the order of the items. Read how the other buttons work in The toolbar.

Save to the view

Whatever you filter, sort or hide applies only to you at first. That way the view doesn't change for everyone else while you are looking for something. When it differs from what the view has saved, two buttons appear in the toolbar:

  • Revert: back to the view as it was.
  • Save to view: keep it for everyone.

On the main table the button is Save as new view. The main table stays as it is, and your filter becomes a view of its own, with a name you choose. On other views, you find that option under the arrow next to Save to view.

The view menu

The active tab has a button with three dots. In it you find:

  • Pin view or Unpin view: a pinned view always stays in front. When a board has more than five views, only the pinned ones and the view you have open stay in the bar. You find the rest under All.
  • Rename and Duplicate.
  • Copy link: a link that opens exactly this view. A colleague who can see the board lands right on it.
  • Lock view or Unlock view: only the person who created the view and an admin can still change a locked view. Others can filter and sort, but only for themselves. A small lock after the name shows the view is locked.
  • Reorder (for you only): Move left or Move right without changing it for anyone else. Default order puts it back.
  • Delete: the view and its filters disappear for everyone. The items and columns stay.

To change the order for everyone, drag a tab to another spot. Anything you aren't allowed to do doesn't appear in the menu. A viewer, for example, can copy a link and choose their own order, but can't change a view.