Manage List settings, access, and defaults

List settings control the container that holds tasks. View settings control one saved layout inside that List. Keep the difference clear before changing privacy, fields, or saved views.

Use List settings when you need to:

1. Rename a List.
2. Review or change List privacy.
3. Share the List with specific members.
4. Manage List-level access and settings rights.
5. Understand why settings, import, export, archive, or delete actions are hidden or disabled.
6. Decide whether a change belongs to the List or to one saved view.

Use view settings when you need to:

1. Rename, duplicate, share, make private, or delete a saved view.
2. Save filters, sorting, grouping, hidden groups, or display preferences.
3. Change Table columns for one Table view.
4. Change Calendar display settings for one List Calendar view.

Before you start

• You must have access to the List.
• List settings require settings access for the List.
• Privacy and sharing options can depend on your role, the List owner, and Space settings.
• Some fields, sections, statuses, priorities, tags, CRM links, comments, attachments, and time tracking options depend on App Settings.
• Plan availability and usage limits can hide or disable creation and configuration actions.
• The app must be online for most settings changes.

Area	Control	What it does	Permission or state requirement
Breadcrumb	List name	Shows the current List location.	View access.
Breadcrumb	more actions	Opens List actions such as rename, settings, move, archive, delete, copy link, or related actions when available.	Action-specific access.
Toolbar	+ New Task	Opens the full Task dialog for the current List.	Task create access.
Toolbar	Filter, Sort, Group	Changes the current saved view.	View access; saving requires settings access.
Toolbar	more actions	Opens Import, Export, and view-specific tools such as List Calendar view settings.	Action-specific access.
View tabs	view name	Switches between saved List views.	View access.
View tabs	view more actions	Opens rename, settings, duplicate, privacy, sharing, and delete for that saved view.	Settings access for the view.

List-level settings reference

Setting area	What to check	Side effect
Name	The user-facing List name.	Updates Collections, breadcrumbs, search, and related references.
Privacy	Whether the List is available broadly or limited to specific members.	Can hide the List from users who are not explicitly included.
Sharing	Members and access levels for a private or shared List.	Grants or removes access to the List and its tasks.
Owner/access	Who can manage the List.	Affects who can change settings and recover from mistakes.
Field availability	Task fields enabled for the Space and List experience.	Controls which fields appear in filters, task dialogs, views, imports, and dashboards.
Status and priority values	Labels used to track task progress and urgency.	Existing tasks can keep old values until updated.
Sections	Optional List categories when enabled.	Section grouping and section filters depend on this.
Archive/delete	Whether the List should be hidden, recoverable, or permanently removed after confirmation.	Can remove the List from normal Collections navigation.

Saved-view settings reference

Setting area	What it controls	Applies to
View name	The label shown in the List view selector.	One saved view.
View type	Checklist, Board, Timeline, Table, Calendar, or Gantt.	One saved view.
Filters	Quick filters and Advanced filter rules.	One saved view.
Sort	Sort fields and direction.	Views that support sorting.
Group	Group field and hidden group choices.	Views that support grouping.
Table Settings	Visible columns and column order.	Table views.
Calendar Settings	Calendar-specific display choices.	List Calendar views.
Private view	Who can see that saved view.	The saved view only, not the whole List.
Duplicate	Creates a copy of the view setup.	New saved view.
Delete	Removes the saved view when deletion is allowed.	The saved view only.

How List settings apply

1. Open the List.
2. Decide whether the change affects the whole List or only the current view.
3. Open breadcrumb more actions for List-level actions, or view more actions for saved-view actions.
4. Review privacy, access, and side effects before saving.
5. Confirm the List still behaves correctly for affected users.

Expected outcome: The List structure, access, and saved views match how the team works without accidentally hiding work or removing important settings.

Rename a List

1. Open the List.
2. Open breadcrumb more actions.
3. Choose the rename or settings option.
4. Enter the new List name.
5. Save the change.
6. Confirm the new name appears in Collections, breadcrumbs, and search.

Make a List private safely

1. Open the List.
2. Open the List privacy or sharing setting.
3. Review current members who rely on the List.
4. Turn on private access only when the List should be limited.
5. Add every member who still needs access.
6. Save the change.
7. Ask one affected member to refresh and confirm access.

Share a private List

1. Open the List sharing control.
2. Search for the member.
3. Choose the appropriate access level.
4. Save or confirm the change.
5. Tell the member to open the List from Collections, search, or the shared link.

Update saved-view settings

1. Open the List view you want to change.
2. Adjust filters, sorting, grouping, columns, or date display.
3. Choose Save when the view shows unsaved changes.
4. Use Reset if the change should not be kept.
5. Use view more actions for rename, duplicate, privacy, sharing, or delete.

Configure Table columns

1. Open a Table view.
2. Open the view more actions or toolbar more actions.
3. Choose Table Settings.
4. Turn fields on or off and reorder visible fields.
5. Keep the task name visible as the primary identifier.
6. Save or close after the table updates.

Configure List Calendar view display

1. Open a List Calendar view.
2. Open toolbar more actions.
3. Choose Calendar Settings when available.
4. Update the calendar display choices.
5. Confirm tasks still appear on the expected dates.

Archive or delete a List

1. Open breadcrumb more actions.
2. Choose archive or delete only after confirming the List is no longer needed in active work.
3. Read the confirmation message.
4. Confirm the action.
5. Use Archived or Recently Deleted settings if recovery is needed.

Troubleshooting

A settings control is disabled

• Symptom: You can see a setting, but cannot change it.
• Cause: You may not have settings access, the app may be offline, the item may be read-only, or the feature may be unavailable for the current plan.
• Resolution:
  1. Confirm you are online.
  2. Ask the List owner or Space admin to confirm your role.
  3. Check whether the feature is enabled in App Settings.
  4. Ask an account owner to review plan availability when an upgrade or limit message appears.

Users lose access after a privacy change

• Symptom: Teammates report that the List disappeared or shows no access.
• Cause: The List or saved view may have been made private without adding the required users.
• Resolution:
  1. Open List or view sharing settings.
  2. Add affected users.
  3. Confirm whether access should apply to the whole List or only to one saved view.
  4. Ask users to refresh and reopen the List.

Field changes make existing tasks confusing

• Symptom: Tasks show old statuses, missing priorities, or unexpected sections.
• Cause: Existing tasks can still contain values that were renamed, removed, hidden, or no longer used.
• Resolution:
  1. Filter tasks by the old value.
  2. Bulk update tasks when appropriate.
  3. Keep old values visible until migration is complete.
  4. Document the new values for the team.

View settings do not persist

• Symptom: Filters, sort, group, or columns reset after leaving the List.
• Cause: The view may have unsaved changes, or you may not have settings access.
• Resolution:
  1. Look for Save after changing the view.
  2. Select Save to persist.
  3. Use Reset if the change should be discarded.
  4. Ask for settings access if Save is unavailable.

FAQ

Are List settings and saved-view settings the same?

No. List settings affect the whole List. Saved-view settings affect one layout inside the List.

Should I make a List private or make a view private?

Make the List private when the work itself should be restricted. Make a view private when the work can remain visible but a particular saved layout should be limited.

Who should manage List settings?

Give settings access only to people who understand the List process, access impact, and recovery options.

Related Topics

• Create and manage List views
• Filter, sort, and group tasks in Lists
• Understand List and Task access rules
• Archive, delete, and restore items