⏱ 4.5 min read
- Important Information
- Available Filters
- How to Filter Tasks
- Filter Tasks by Assignee
- Filter Presets
- Filters Tasks in Activity Streams
- Filter Comment Streams
- Remove Filters
- Filters On the Board View and Old Table View
By default, when you view tasks in the List and Table views or on the Gantt Chart, an active status filter is applied so that you only see tasks with an “Active” status (or tasks in an active status group if you have Custom Statuses). You can change filters so that you see all tasks in folder, project or Space, or apply additional filters so that you see only the tasks which match the criteria you select.
Please note, this page is about filtering tasks, but you can filter projects as well.
- You can apply filters to a folder, project or Space and then create a Dashboard widget which shows data matching those filter selections.
- When you apply a set of filters to one folder, project or Space, those filters remain in place as you switch between the List view, Table view or the Gantt Chart.
- All applied filters are listed under a folder, project or Space’s title in the left-hand corner of the Table and List views or Gantt Chart.
These filters can be applied on the List view, Table view and Gantt Chart.
|Filter||Free||Professional||Business and Enterprise|
|Tasks To Do||+||+||+|
|Last Modified Date||+||+|
|Custom Workflows and Statuses||+|
Please note, Professional, Business, and Enterprise users must click the “Add more filters” button on the filter panel to see some filter options not displayed by default.
*Filters related to Reviews are only available to accounts with Proofing and Approvals and are not available on the Board View.
You can filter tasks at the folder, project or Space level.
When you filter tasks, you filter all tasks in the selected folder, project or Space which are shared with you.
- Select a folder, project or Space from the left-hand Navigation panel. 1
- Click the three-dot menu button 2 and select “Show Tasks from Subfolders” 3 if you want to include tasks from descendant folders/projects (optional).
- Click the Filters icon. 4
- Check the box 5 next to each of the filters you would like to apply.
You can use filters to generate a list of tasks assigned to you, to another user, or to multiple users.
Step 1. Decide which tasks you want to filter.
- Select a folder, project or Space from the left-hand Navigation panel. Click the three-dot menu button and select "Show Tasks from Subfolders".
Step 2. Apply Filters.
- Click the Filters icon. 1
- Scroll down to the “Assignee” section 2 of the Filters panel.
- Check the boxes to the left of each user whose assigned tasks you would like to see.
Step 3. Create a Widget. (Optional)
If this is a list you need to save or look at frequently you can create a Dashboard widget. Dashboard widgets automatically refresh and update so that you always see tasks which meet the applied filters.
When you filter tasks in the List or Table view you can save a set of applied filters as a preset. To do so:
- Select a folder, project or Space from the left-hand Navigation panel and open it in the Table or List view.
- Click on the Filters icon.
- Apply more than one filter to the view.
- Click on the “Save” button at the top of the Filters panel.
- Enter the name for the preset.
- Click “Save”.
The preset is added to the list of system presets. Click on the number of applied filters next to the Filters icon to see the list of all presets in your account. Select one preset from the list to apply it.
Additionally, you can rename the preset or delete it:
- Open the list of presets.
- Hover over the preset you want to edit.
- Click on the three-dot menu.
- From here:
- Select “Delete” to remove the preset.
- Select “Rename” to edit the preset name and click “Save” after you finished.
Regular and external users on all subscription types can filter tasks in the Activity Stream.
1. Switch to the Stream view. You can use the Stream view for:
- Your account, by selecting the “Stream” tab from the top of the workspace.
- A folder, project or Space by selecting it from the left-hand Navigation panel and then switching to the Activity Stream View by clicking “Stream”.
2. Select the filter you would like to apply from the right-hand panel:
- Everything: shows all changes and comments on tasks, folders, projects or Spaces shared with you.
- Everything I follow: shows the changes and comments on all tasks, folders and projects which you follow (this is the default for the Activity Stream).
- Assigned to me: shows the latest changes and comments on tasks that are assigned to you.
- My conversations: shows the changes to and discussions about tasks, folders and projects which you created, updated, or commented on at least once.
- Hide auto updates: when this is selected, the activity stream will only show comments and the history of file attachments.
The filter is applied as soon as you make a selection.
Please note, if you choose to view the Activity Stream for a folder, project or Space, you will see updates regarding information which meets the filter criteria you select and which are related to items which live within that folder/project/Space.
Click the filter icon in the upper right-hand corner of a task, folder or project Stream and select:
- Select a folder, project or Space from the left-hand Navigation panel and open it in the Table view, List view or Gantt Chart.
- Click on the Filters icon.
- Applied filters are listed under the “Applied filters” section.
- Hover over the filter, that you want to remove.
- Click the “x” that appears to the right of the filter name.
- To remove all filters at once click on the “Clear filters” button.
That filter is immediately removed.
Filters work a bit different when it comes to the Board view or Old Table view.
To apply filters:
- Select a folder, project or Space from the left-hand Navigation panel and open it in the Old Table view or the Board view..
- Click on the Filters icon.
- On the Filters panel on the right, select the filters you want to apply.
- Click the “Advanced filters” button to see more filters in the list, or to apply filters based on custom fields.
Filters are applied immediately and are listed on the panel above the view.
To remove filters:
- Hover over the filter you would like to remove.
- Click the “x” button, which appears on the right.