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Filter and group table rows

Show only the rows you need with filter rules on any column, and gather rows under collapsible headings by the value of a column.

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Filters hide the rows that do not match your rules, so you can focus on what matters now, such as tasks that are not done or orders due this week. Grouping gathers the rows of the Table view under headings, one for each value of a column. Both are saved with the table, and neither changes or deletes any data.

Before you start

  • The Filter and Group buttons are on the bar just under the row of view buttons, at the top of the table.
  • Filters apply in every view. Grouping arranges the Table view. See Six views of every table.
  • Filtering and grouping work the same on every plan.

Filter rows

  1. Click Filter. A panel opens. Until you add a rule, it says No filters yet. Add one to show only the rows you want.
  2. Click Add filter. A rule appears, starting with Where.
  3. In the first box, choose the column to filter on.
  4. In the second box, choose a condition, such as contains or is before.
  5. Enter or choose the value the condition compares with. The box changes to suit the column: a text box, a number box, a date picker, a list of options, or option buttons you click to choose.
  6. Click anywhere outside the panel to close it.

The table updates as you go. While rules are set, the Filter button is highlighted and shows how many rules there are, and the right end of the bar shows how many rows are showing, such as 4 of 12 rows.

Conditions for each type of column

Column type Conditions you can use
Short text, Long text contains, does not contain, is, is not, is empty, is not empty
Rich text contains, does not contain, is empty, is not empty
Number is, is not, greater than, less than, greater or equal, less or equal, is empty, is not empty
Checkbox is checked, is unchecked
Single select is, is not, is any of, is empty, is not empty
Multi-select is any of, has all of, has none of, is empty, is not empty
Date is, is before, is after, is on or before, is on or after, is empty, is not empty
Attachment, Related records, Office file is empty, is not empty

A few things to know:

  • Text conditions ignore capital letters, so contains "launch" also finds "Launch".
  • Date conditions compare the day only.
  • For is any of, has all of and has none of, click the options you want under the rule. Chosen options are highlighted; click one again to unchoose it.
  • is empty, is not empty, is checked and is unchecked need no value.

Combine several rules

  1. Click Add filter again for each extra rule.
  2. On the second rule, choose and or or in the box on the left:
    • and shows rows that match every rule.
    • or shows rows that match any rule.

The choice applies to all the rules, and later rules show it on their left.

Change or remove filters

  • To change a rule, pick a new column, condition or value. Choosing a different column starts that rule's condition and value afresh.
  • To remove one rule, click the × at its right (Remove filter).
  • To remove every rule, click Clear all at the bottom of the panel.

Group rows

  1. If the table shows another view, click Table in the row of view buttons.
  2. Click Group.
  3. Choose the column to group by.

The button now says Grouped by and the column's name, for example Grouped by Status. Each group has a heading row with its name and the number of rows in it. Groups for a Single select column also show the option's colour.

  • Collapse or expand a group: click its heading. The table remembers which groups you collapsed.
  • Reverse the order of the groups: click the arrow beside the Group button. Its tooltip says Group order: ascending or Group order: descending.
  • Stop grouping: click Group and choose No grouping.

Rows with no value in the column go into a group called Empty, which always comes last.

How groups are named and ordered

Grouping by Groups Order (ascending)
Single select One per option The order of the column's options
Multi-select One per combination of options, such as "Design, Copy" A to Z
Checkbox Checked and Unchecked Checked first
Date One per day Earliest first
Number One per value Smallest first
Short text, Long text One per different value A to Z
Attachment, Related records By how many each row has, such as 1 item or 2 items By the group's name

Grouping works together with filters: the groups contain only the rows that match your filter.

While a filter or grouping is on

  • Dragging rows into a new order works when no filter and no grouping are on. Clear the filter and choose No grouping first.
  • Selecting and copying blocks of cells in the Table view works when the table is not grouped. See Move around a table and copy cells.
  • New rows you add follow the filter too. If you add a row and it does not appear, a filter may be hiding it. Check the count at the right of the bar.

When nothing matches

If no row matches your rules, the Table view says No rows match the current filter. Open Filter and change a rule, or click Clear all to show every row again.

Common questions

Do filters delete rows?

No. Filters only hide rows from view. Clear the filter and every row is there.

Does a filter apply in the other views?

Yes. A filter narrows the rows in Table, List, Cards, Kanban, Calendar and Gantt alike. Grouping only arranges the Table view; Kanban has its own lanes.

Is my filter still there next time?

Yes. Filters and grouping are saved with the table.

A view looks empty, but my table has rows. Why?

A filter is probably hiding them. If the Filter button shows a number, open it and click Clear all.

Still need help? Contact support at [email protected].