Filter, sort, and group tasks in Lists

Filters, sorting, and grouping control which tasks you see and how they are arranged in a List view.

Use these controls when you need to:

1. Focus on your own tasks.
2. Review one or more contributors.
3. Show or hide completed tasks.
4. Build field-based Advanced filters.
5. Sort tasks by supported fields.
6. Group tasks by Status, Priority, or Section when the view supports grouping.
7. Hide specific groups from a saved view.

Before you start

• You must have access to the List.
• The selected view must support the control you want to use.
• Saving view changes requires settings access.
• Advanced filters depend on the task fields enabled in App Settings.
• Member, tag, CRM, status, priority, section, and custom field choices depend on Space setup and task data.

Availability By View

View	Filter	Sort	Group	Notes
Checklist	Yes	Yes	Yes	Best for normal filtered task review.
Board	Yes	Yes	Yes	Grouping controls board columns or buckets.
Timeline	Yes	Yes	Yes	Uses a date-based board setup.
Table	Yes	Yes	Yes	Best for field-heavy filtering and sorting.
List Calendar view	Yes	No	No	Calendar layout controls order by date/time.
Gantt	Yes	No	No	Gantt uses schedule controls, not List Sort/Group.

Filter Panel Reference

Section	Control	What it does
Quick	Mine	Shows work connected to you.
Quick	Contributors	Filters tasks by selected members.
Quick	Show completed	Includes or hides completed tasks.
Advanced	field selector	Chooses the task field to filter.
Advanced	operator	Chooses how the field should match.
Advanced	value	Chooses the comparison value, such as text, status, users, tags, CRM item, date, or range.
Advanced	AND / OR	Controls how multiple rules combine.
Advanced	remove rule	Deletes an advanced rule.
Footer	Clear advanced filters	Removes advanced rules without clearing Quick filters.

Advanced Filter Field Reference

Advanced filters can include available fields such as:

Field type	Typical operators or values
Name	Text match.
Status	Is or is not one or more statuses.
Priority	One or more priorities.
Section	One or more sections when sections are enabled.
Tags	One or more tags when tags are enabled.
Assigned users	One or more members.
Owner/creator fields	One or more members.
CRM relation	One or more contacts or companies when CRM links exist.
Dates	Is a date bucket, before, after, or between dates depending on the field.
Custom fields	Depends on custom field type and availability.

Sort Reference

Control	What it does
Sort field toggle	Adds a supported field to the sort list.
ASC	Sorts the selected field ascending.
DESC	Sorts the selected field descending.
remove sort	Removes that sort rule.
active sort dot	Shows that sorting is active.

A view can have more than one sort rule. The first sort rule is applied first, then the next rule breaks ties when applicable.

Group Reference

Control	What it does
group selector	Chooses None, Status, Priority, or Section when available.
hidden group toggles	Shows or hides individual groups in the current view.
active group dot	Shows that at least one group is hidden.
Today	Appears for due-date grouped board/timeline views.

Section grouping appears only when sections are enabled. List Calendar view and Gantt views do not show List grouping.

How filters, sorting, and grouping work

1. Open a List and select a view.
2. Use Quick filters for common focus changes.
3. Use Advanced filters for field-specific matching.
4. Use Sort to control task order when the view supports it.
5. Use Group to cluster tasks when the view supports it.
6. Save the view if the setup should persist.

Expected outcome: The current view shows the right task set in the right order and grouping.

Use Quick filters

1. Open Filter.
2. Toggle Mine if you want only your work.
3. Choose members in Contributors if you want specific people.
4. Toggle Show completed depending on whether completed tasks should appear.
5. Close the panel when the view looks correct.

Add an Advanced filter

1. Open Filter.
2. Go to Advanced.
3. Choose a field.
4. Choose an operator when the field requires one.
5. Choose or enter the value.
6. Add more rules if needed.
7. Choose AND when every rule must match, or OR when any rule can match.

Clear Advanced filters

1. Open Filter.
2. Select Clear advanced filters.
3. Confirm the view updates.
4. Clear Quick filters separately if the view is still too narrow.

Add sorting

1. Open Sort.
2. Toggle a field to add it.
3. Choose ASC or DESC.
4. Add additional fields only when needed.
5. Remove sort rules that make the view hard to understand.

Add grouping

1. Open Group.
2. Choose Status, Priority, Section, or None when available.
3. If groups are visible, use hide toggles to show only the groups you need.
4. Save the view if this grouping should remain.

Use filters on mobile

1. Open the tune/more tools button.
2. Select Filter Tasks to open the Filter panel.
3. Use Quick and Advanced filters.
4. Return to the tune/more tools panel for Sort or Group when the view supports them.

Troubleshooting

The List is empty after filtering

• Symptom: No tasks appear.
• Cause: Mine, Contributors, Show completed, Advanced filters, date range, or hidden groups may be too restrictive.
• Resolution:
  1. Turn off Mine.
  2. Clear Contributors.
  3. Turn on Show completed.
  4. Select Clear advanced filters.
  5. Check Group hide toggles.
  6. Switch to another view to compare.

Sort is missing

• Symptom: You do not see Sort.
• Cause: List Calendar view and Gantt do not use List Sort controls.
• Resolution:
  1. Switch to Checklist, Board, Timeline, or Table if you need Sort.
  2. Use the view-specific date controls in List Calendar view or Gantt.

Group is missing

• Symptom: You do not see Group.
• Cause: List Calendar view and Gantt do not use List Group controls, and due-date grouped board/timeline views can hide the group selector.
• Resolution:
  1. Switch to Checklist, Board, Timeline, or Table.
  2. Avoid due-date grouping if you need the Group selector.
  3. Confirm sections are enabled if you need Section grouping.

A filter field is missing

• Symptom: You cannot choose a field in Advanced filters.
• Cause: The field may be disabled in App Settings, unavailable for the List, or not supported by the filter builder.
• Resolution:
  1. Check App Settings for that task field.
  2. Confirm the field exists on tasks.
  3. Ask a Space admin to enable or configure the field.

View changes are not saved

• Symptom: Filters, Sort, or Group reset later.
• Cause: You may not have selected Save, or you may not have settings access.
• Resolution:
  1. Look for Save after changing the view.
  2. Select Save to persist.
  3. Ask for settings access if Save is unavailable.

FAQ

Do filters delete tasks?

No. Filters only change visibility in the current view.

Is Mine the same as selecting myself in Contributors?

Not always. Mine follows the app’s definition of work connected to you, while Contributors filters tasks by selected people.

Why does a task appear in one view but not another?

Each saved view can have its own filters, sorting, grouping, hidden groups, date range, and completed-task visibility.