Manage work with Lists

A List is the task area for a specific project, process, client, team, or operating area. Lists live in Collections and can show the same tasks through checklist, board, timeline, List Calendar view, gantt, and table views when those views are available.

Use a List when you need to:

1. Capture and manage tasks in one place.
2. Review the same tasks through different views.
3. Focus on your own work with Mine or member filters.
4. Apply filters, sorting, grouping, and saved view settings.
5. Create tasks, quick-add tasks, update tasks in bulk, import tasks, or export task data.

Before you start

• You must have access to the Space that contains the List.
• Private Lists require explicit sharing or sufficient admin access.
• Creating tasks requires create access on the List.
• Updating tasks requires edit access for the task or List.
• View settings, List settings, import, export, archive, and delete actions depend on role permissions, App Settings, plan availability, and usage limits.

How Lists organize work

1. Open the List from Collections, Search, Favorites, Command Center, a notification, or a direct link.
2. Confirm the breadcrumb and List title match the work you intended to open.
3. Choose a view that matches the job: checklist, board, timeline, List Calendar view, gantt, or table.
4. Use Mine, member filters, Filter, Sort, and Group to focus the view.
5. Create or update tasks.
6. Save view changes when the configuration should be kept.

Expected outcome: The List becomes a reliable task area where members can review the same work through stable views.

Primary Tasks

Open a List

1. Open Collections.
2. Select the List row, or use Search/Command Center if you know the List name.
3. Confirm the breadcrumb and List view selector.
4. If the List opens to Overview, choose a task view to start work.

Choose a view

1. On desktop, select a view tab.
2. On mobile, open the view selector and choose a view.
3. Use Overview when you need a summary before editing tasks.
4. Use + List View when the existing views do not match your work.

Focus visible tasks

1. Turn on Mine when you only want work connected to you.
2. Use the member selector for one or more contributors.
3. Open Filter for field-based conditions.
4. Open Sort to control order.
5. Open Group to cluster tasks when the current view supports it.
6. Save the view if the focused setup should remain.

Create a task

1. Select + New Task.
2. Enter the task name.
3. Complete required fields in the task dialog.
4. Save or close after the task is created.
5. Clear filters if the new task does not appear in the current view.

Quick-add a task

Quick-add appears inside supported grouped views and empty/group sections.

1. Select + Quick Task in the group where the task belongs.
2. Enter a task name.
3. Submit the quick task.
4. Open the task later when you need owner, dates, priority, description, comments, or subtasks.

Quick-add uses the current group context. For example, a task quick-added under a Status group receives that status when the view supports it.

Bulk-update tasks

1. Select one or more tasks.
2. Open Bulk actions.
3. Choose Set status, Set priority, Set section, Owner, Copy to, Move, or Delete.
4. Review the selected task count before confirming.
5. Use Cancel to leave selection mode.

View Availability And Limits

View	Filter	Sort	Group	Notes
Checklist	Yes	Yes	Yes	Best for fast task review and simple execution.
Board	Yes	Yes	Yes	Grouping controls columns or buckets. Due-date board has special Today navigation.
Timeline	Yes	Yes	Yes	Implemented as a date-based board; useful for planning across time.
List Calendar view	Yes	No	No	Uses calendar controls, date ranges, and unscheduled task review for this List.
Gantt	Yes	No	No	Uses schedule controls such as Today, Expand all, Collapse all, and timeline zoom.
Table	Yes	Yes	Yes	Supports table column visibility and order settings.

Troubleshooting

Tasks are missing

• Symptom: Expected tasks are not visible.
• Cause: Filters, Mine, member filters, hidden completed tasks, grouping hide settings, date ranges, private access, or the selected view may hide them.
• Resolution:
  1. Turn off Mine.
  2. Clear member filters and advanced filters.
  3. Show completed tasks.
  4. Check Group hide settings.
  5. Switch to another view.
  6. Search for the task name.

The List opens but actions are disabled

• Symptom: New Task, settings, import, export, or view actions are disabled.
• Cause: Your role may allow view access but not create, edit, settings, import, export, or delete actions.
• Resolution:
  1. Confirm the active Space.
  2. Ask the List owner or Space admin to confirm your role.
  3. Check whether the List is private.
  4. Check plan or usage limits if a locked indicator appears.

View changes keep returning

• Symptom: Filters, sorting, grouping, or columns revert after you leave the List.
• Cause: The view change was not saved, or you do not have settings access.
• Resolution:
  1. Look for Save after changing a view.
  2. Select Save if the change should persist.
  3. Ask for settings access if Save is unavailable.
  4. Use Reset if you want to discard local changes.

FAQ

Is a List the same as a folder?

No. A folder organizes items in Collections. A List manages tasks.

Does changing a view change task data?

Filters, Sort, Group, and visible columns change how tasks are shown. Editing task fields changes the actual task data.

Why does mobile show fewer buttons?

Mobile groups secondary controls into the view selector and tune/more tools panel so the task area remains usable on small screens.