Create and manage List views

List views let one List support different review styles without duplicating tasks. A team can keep a checklist view for daily execution, a board view for status review, a timeline view for date planning, a table view for field-heavy work, and a List Calendar view or gantt view when scheduling matters.

Before you start

• You must have access to the List.
• Creating or changing views requires view/settings access.
• A view type can be unavailable because of App Settings, plan availability, usage limits, or role permissions.
• The app must be online to save view changes, private sharing, or public sharing settings.

View Management Reference

Control	What it does	Desktop	Mobile
view tabs	Switches between saved views.	Tabs appear across the top of the List.	Views appear inside the view selector panel.
Overview	Opens the List overview/dashboard.	First item in the view tab strip.	Icon near the mobile view selector.
+ List View	Opens the view-type creation menu.	Appears beside view tabs.	Appears inside the view selector panel.
active view more actions	Opens Rename, Settings, Duplicate, and Delete.	Three-dot icon appears on the active tab.	Three-dot icon appears on each view row in the selector.
drag reorder	Reorders saved views.	Drag tabs when you have settings access.	Drag rows in the selector when available.
Save	Persists unsaved filter, sort, group, or settings changes.	Appears after view changes.	Appears above the task area after view changes.
Reset	Discards unsaved changes.	Appears beside Save.	Appears beside Save.
Settings	Opens view name, table/calendar settings, sharing, and privacy controls.	Opens from active view more actions.	Opens from the view row more actions.
Duplicate	Copies the selected view configuration.	Available from active view more actions.	Available from the view row more actions.
Delete	Removes the selected saved view.	Disabled when it is the only view or when access is missing.	Disabled for the same reasons.

View Type Creation Reference

View type	What it is best for	Availability notes
Checklist	Simple task execution and line-by-line updates.	Usually the safest default.
Board	Status, priority, section, or date-bucket review.	Grouping determines the board structure.
Timeline	Date-based planning across work.	Uses a date-based board setup.
Table	Field-heavy review and column comparison.	Table Settings controls visible columns and order.
List Calendar view	Tasks by date and agenda planning inside this List.	Calendar Settings controls this saved view’s calendar display.
Gantt	Schedule review, sequence, and date planning.	Uses gantt-specific controls such as Today, Expand all, Collapse all, and timeline zoom.

A crown or disabled style means the view type is not currently available to create. Check plan availability, App Settings, and role permissions.

How List views work

1. Open a List.
2. Select an existing view or open + List View.
3. Choose the view type.
4. Adjust filters, sorting, grouping, table columns, calendar settings, sharing, or privacy.
5. Select Save when the view should keep the change.

Expected outcome: Members can switch between stable views without rebuilding filters and layout each time.

Create a view

1. Open the List.
2. Select + List View.
3. Choose Checklist, Board, Timeline, Table, Calendar, or Gantt.
4. Rename the view if the default name is not clear.
5. Configure filters, sorting, grouping, or view-specific settings.
6. Select Save if the new setup should persist.

Rename a view

1. Open the view.
2. Open the view more actions menu.
3. Choose Rename or Settings.
4. Enter a clear name.
5. Confirm the view tab or mobile selector shows the new name.

Duplicate a view

1. Open the view that is closest to the new need.
2. Open the view more actions menu.
3. Choose Duplicate.
4. Rename the duplicate immediately.
5. Adjust filters, sort, group, columns, or privacy.

Duplicate is safest when you want to experiment without changing a view used by the team.

Reorder views

1. Confirm you have settings access.
2. Drag a view tab on desktop or a view row in the mobile selector.
3. Drop it in the preferred order.
4. Confirm the order remains after refresh.

Save or reset view changes

1. Change filters, sorting, grouping, table columns, privacy, or other view settings.
2. Look for Save and Reset.
3. Select Save to keep the change.
4. Select Reset to return to the last saved setup.

Make a view private

1. Open the view more actions menu.
2. Choose Settings.
3. Turn on Make Private when available.
4. Add the users who should have access.
5. Save or close after confirming the access list.

A private view changes who can use that saved view. It does not make the entire List private.

Share a view

1. Open the view settings.
2. Review sharing controls.
3. Enable public or shared access only when intended.
4. Copy the link when available.
5. Test with the intended audience.

For public sharing details, use the dedicated public sharing articles before sending links outside the Space.

Delete a view

1. Open the view more actions menu.
2. Choose Delete.
3. Confirm you are not deleting the only useful view for the team.
4. Save or refresh to confirm the view is removed.

Delete is disabled when the List has only one view or when you do not have settings access.

View Settings Reference

Setting	Applies to	What it changes
View name	All views	The label shown in tabs and mobile selector.
Table Settings	Table view	Which task fields appear as columns and the column order.
Calendar Settings	List Calendar view	Calendar display options such as days, slots, and related calendar behavior.
Public sharing	Supported views	Whether the view has a shareable public link.
Make Private	Supported views	Who can see or use the saved view.
Shared with	Private views	Which users can access the private view.

Troubleshooting

A view type is locked or disabled

• Symptom: The view type appears but cannot be selected.
• Cause: Your role, App Settings, plan, or usage limit may block it.
• Resolution:
  1. Ask a Space admin to confirm view availability.
  2. Check whether your role includes view/settings access.
  3. Use another available view type if it fits the work.

Save does not appear

• Symptom: You changed a view but do not see Save.
• Cause: The change may have saved automatically, you may not have settings access, or the change may not affect saved view state.
• Resolution:
  1. Refresh and confirm whether the change remained.
  2. Ask for settings access if the view should be editable.
  3. Use a duplicate view for personal changes when team view changes are restricted.

A private view is missing for another member

• Symptom: A member cannot see a private view.
• Cause: They may not be included in the private view sharing list or may lack List access.
• Resolution:
  1. Confirm they can open the List.
  2. Open view settings.
  3. Add them to Shared with.
  4. Ask them to refresh.

Delete is disabled

• Symptom: The view delete action cannot be selected.
• Cause: You may lack settings access, or the List may only have one view.
• Resolution:
  1. Confirm settings access.
  2. Create or duplicate another view before deleting the current one.
  3. Ask a List owner or Space admin to remove the view if needed.

FAQ

Does creating a view duplicate tasks?

No. A view changes how existing List tasks are shown. It does not duplicate task records.

Should I make personal views private?

Yes, if the view is only useful to you or a small group and would confuse the team.

Can I recover a deleted view?

Do not assume deleted views are recoverable. Duplicate important views before making risky changes.