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Creating and Customizing List Views

Create List Views and tailor columns, filters, sorting, grouping, and sharing for repeatable reviews.

What is covered

  • Create a List View

  • Pick and reorder columns

  • Filter, sort, and group rows

  • Save and share Save Views

  • Manage views over time

At a glance

  • Time: ~5–10 minutes

  • Access: Project access with view permissions

  • Prerequisites: a Project with items to display

Overview

List Views show Project items in a table. Each view saves its own configuration.

Screenshot placeholder: a populated List View table. Show rows, columns, and the view name.

Key Concepts

  • Columns: fields shown in the grid

  • Filters: rules that narrow the dataset

  • Sorting: review order inside the dataset

  • Grouping: collapsible sections based on a field

  • Save View: stored configuration for repeatable lists

How It’s Used

Use List Views for dense review and bulk editing. Use Save Views for repeatable triage and review.

Benefits

  • Faster review through stable columns and filters

  • Cleaner reporting through consistent configurations

Setup Steps

1) Create a new List View

Open the Project. Open the view selector at the top. Choose New view.

Screenshot placeholder: view selector dropdown. Highlight the New view action.

1

Name the view

Use a short, scannable name.

2

Choose type

Select List as the view type.

3

Create

Confirm to create the view.

GIF placeholder: view selector → New view → name → List → Create. Keep it under 10 seconds.

2) Customize columns

Columns control what can be scanned and sorted.

1

Open column settings

Click Customize in the toolbar. Or click the + in the header row.

2

Add or remove fields

Toggle fields on or off. Start with Assignee, Status, and Due date.

3

Reorder columns

Drag headers left or right.

Screenshot placeholder: column picker panel. Show several fields enabled.

GIF placeholder: add a column → reorder → remove a column.

3) Filter rows

Filters narrow the rows in this view.

1

Open filters

Click Filter in the toolbar.

2

Add a filter

Click Add filter. Select a field and a condition.

3

Combine filters

Add more filters for a tighter view.

Common filters:

  • Assignee = <Teammate>

  • Status = In progress

  • Due date = This week

  • Priority = High

Screenshot placeholder: filter builder with 2–3 filters. Redact sensitive names.

GIF placeholder: add a Status filter, then add an Assignee filter.

4) Sort rows

Click a column header to sort. Click again to reverse the order.

Screenshot placeholder: header with a sort indicator and updated row order.

5) Group rows (optional)

Grouping creates collapsible sections. It helps with status reviews and ownership views.

1

Turn on grouping

Click Group in the toolbar.

2

Choose a field

Pick Status, Assignee, or Priority.

3

Move items between groups

Dragging an item updates the grouped field.

Screenshot placeholder: view grouped by Status with 3+ groups.

GIF placeholder: group by Status, then move one item.

6) Save, share, and manage views

Most changes save automatically. Some Accounts also support Save as new view.

Sharing usually includes:

  • Private for personal views

  • Team for shared views

Screenshot placeholder: view visibility options or sharing modal.

Open the view selector to manage views. Use Rename, Duplicate, or Delete.

Deleting a view is usually permanent. Duplicate first to keep a backup.

Screenshot placeholder: view menu with Rename, Duplicate, Delete.

Best Practices

  • Keep shared views stable and predictable.

  • Create personal views for daily triage.

  • Group by Status for standups.

  • Keep columns limited to what is used.

Use consistent names, such as:

  • Team — Weekly review

  • Tasks — This week

  • Tasks — Open (Assignee = <Teammate>)

Troubleshooting

New view option is not available

This is usually a permissions issue. Confirm edit access exists in the Project. Ask a Project admin to grant access.

Teammates can’t see a view

Check the view visibility. Change it from Private to Team, if available.

Filter or grouping didn’t save

Confirm edits were applied to the correct view. Some teams lock shared views. Duplicate the view and edit the copy.

Summary

Expected outcome:

  • Confirm selected columns are visible.

  • Confirm filters and sorting are applied.

  • Confirm the view appears in the view selector.

Screenshot placeholder: final view with columns, filters, and toolbar visible.

Related:

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