Lists

Understand List and Task access rules

List and Task access is decided by several checks. A copied link is only a shortcut; it does not make private work available to someone who lacks access.

Use this reference when you need to understand:

Why a user can view a List but cannot edit tasks.
Why a List, Task, saved view, button, or menu action is hidden.
Why a private List or Task is visible to some people and not others.
Why a task appears in one view but not another.
Which access layer to check before reporting an issue.

Before you start

You must be in the correct Space.
The Space must have the relevant feature enabled in App Settings.
A Space owner or admin may need to confirm role permissions, private sharing, and plan availability.

Access Layers

Layer	What it decides	Common symptom when it blocks access
Account	Whether you are signed in as the right person.	A link opens sign-in or shows no access.
Space membership	Whether you can enter the Space.	The Space or item is missing.
Role permissions	Which actions you can perform.	Buttons are hidden or disabled.
Parent folder/List access	Whether you can reach the container.	A child item is unavailable.
Private item access	Whether a specific List, Task, folder, or saved view is shared with you.	Other users can see the item but you cannot.
App Settings	Whether a feature, field, or section is enabled.	Tabs, fields, or actions are missing for many users.
Plan and usage limits	Whether the account can use the feature or create more items.	Upgrade or usage-limit messages appear.
Online/sync state	Whether a change can be saved now.	Actions fail, retry, or remain disabled.

Permission Matrix

Action	Required access to check
View a List	Space membership, role view access, parent folder access, List privacy, and plan availability.
Create a List	Role create access, App Settings, plan availability, usage limits, and online state.
Rename a List	List settings access and online state.
Change List privacy or sharing	List settings or owner/admin access.
Archive or delete a List	Delete/archive access, owner rules, confirmation, and recovery policy.
Open a saved view	List access plus saved-view privacy.
Change saved-view filters/sort/group	View access for temporary use; settings access to save.
Delete a saved view	Settings access and at least one remaining view.
Create a Task	Task create access on the List, App Settings, usage limits, and online state.
Edit a Task	Task edit access, field availability, private Task access, and online state.
Change Task status	Status-change access and status field availability.
Assign users or owner	Edit access plus available member choices.
Comment on a Task	Comment access and Comments enabled.
Add attachments	Attachment access and Attachments enabled.
Copy a Task link	View access to the Task. The recipient still needs their own access.
Archive or delete a Task	Delete/archive access, confirmation, and recovery policy.
Import tasks	Task create access, online state, and file support.
Export task data	List data access and online/download support.

How List access works

When you open or change a List or Task, the app checks access conceptually in this order:

You are signed in and can access the active Space.
Your role allows the feature area and action.
The feature or field is enabled in App Settings.
The feature is available for the current plan and usage level.
The List, Task, folder, or saved view is not private to someone else.
The item has not been archived, deleted, filtered out, or moved elsewhere.
The app is online when the action needs to save changes.

Expected outcome: You can identify whether a missing action is caused by account, role, privacy, settings, plan, sync, or view state.

Diagnose a List access issue

Confirm the user is signed in with the expected account.
Confirm the user is in the correct Space.
Search for the List by name.
Check whether the List is in a private folder or is itself private.
Check Archived and Recently Deleted if the List used to exist.
Ask a Space admin to review role permissions and plan availability.

Diagnose a Task access issue

Confirm the user can open the containing List.
Check whether the Task is private or in a private List.
Ask whether the Task was archived or deleted.
Clear view filters and show completed tasks.
Open the Task from search or a direct link if available.
Review role permissions for edit, status, comments, and attachments.

Check why a button is hidden or disabled

Confirm the app is online.
Check whether the current item is read-only, archived, deleted, or public read-only.
Check role permissions for the exact action.
Check App Settings for the relevant feature or field.
Check plan availability or usage limits.
Ask an owner/admin to confirm private item access.

Decide whether the user needs the whole List, one saved view, or one Task.
Open the correct sharing or privacy setting.
Add the user with the least access they need.
Save and ask the user to refresh.
Avoid sending only a copied URL when the user is not yet shared.

Troubleshooting

A user can open the List but cannot edit tasks

Symptom: The List opens, but fields, rows, or Task actions are disabled.
Cause: View access and edit access are separate. The user may also be offline or the relevant field may be disabled.
Resolution:
1. Confirm the user is online.
2. Ask an admin to check role edit/status/comment access.
3. Check App Settings if a specific field or tab is missing.
4. Confirm the Task is not private from the user.

A Task link opens no access

Symptom: A copied Task URL does not open for the recipient.
Cause: The URL points to the Task, but access still depends on account, Space, List, private sharing, and role permissions.
Resolution:
1. Confirm the recipient is signed in with the intended account.
2. Confirm the recipient belongs to the correct Space.
3. Confirm the List or Task is not private from the recipient.
4. Add the recipient through the correct sharing control or ask an admin to adjust access.

A Task appears in one view but not another

Symptom: The Task is visible in one saved view and missing in another.
Cause: Filters, grouping, hidden completed items, date range, private view settings, or hidden groups can change visibility.
Resolution:
1. Clear filters.
2. Turn off Mine.
3. Show completed tasks.
4. Check hidden groups.
5. Switch to a broader view.

A private List disappeared for a teammate

Symptom: A member could previously see a List but cannot find it now.
Cause: The List may have been made private, moved into a restricted folder, archived, deleted, or hidden by filters.
Resolution:
1. Search for the List by name.
2. Check private access and folder access.
3. Check Archived and Recently Deleted if you have access.
4. Ask the owner/admin to restore or share the List if needed.

A create button is hidden or disabled

Symptom: The user cannot create a List, Task, or related item.
Cause: Create can be blocked by role permissions, App Settings, plan availability, usage limits, or offline state.
Resolution:
1. Confirm the app is online.
2. Check whether the feature is enabled in App Settings.
3. Ask an admin to verify role create access.
4. Ask an account owner to check plan availability or usage limits when an upgrade or limit message appears.

FAQ

Does a Task URL make the Task public?

No. A Task URL is only a shortcut. The recipient still needs the right account, Space membership, item access, and permissions.

Can role access override a private List?

Not always. A private item can restrict visibility even when a role normally allows the feature area. Add the member to the item’s private access list when they need access.

Why can I change status but not other fields?

Status changes can be controlled separately from general edit access. Your role may allow one action and block another.

Where should I look first for missing fields?

Check App Settings first when a field or tab is missing for many users. Check role permissions or private item access when only one user is affected.