# 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.

Source: https://plexiidesk.com/help/widget-table-filter-group
Section: Widgets > Numbers and data
Plans: All plans
Updated: 2026-10-10

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](https://plexiidesk.com/help/table-views).
- 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**.



> **Tip:**
> A rule does not hide anything until you give it a value, so the table stays full while you set it up. The exception is **is any of**: pick at least one option, because with none picked no rows match.

### 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](https://plexiidesk.com/help/widget-table-keyboard).
- **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**.

## Related tasks

- [Six views of every table](https://plexiidesk.com/help/table-views)
- [Table columns and field types](https://plexiidesk.com/help/widget-table-columns)
- [Build a table with AI](https://plexiidesk.com/help/widget-table-ai)
- [Move around a table and copy cells](https://plexiidesk.com/help/widget-table-keyboard)
- [Table widget](https://plexiidesk.com/help/widget-table)
- More about this widget