Search, filter, sort, pin, hide and saved views

Projects gives you several ways to find and arrange data in a table, and lets you save those arrangements as views (tabs) you can return to.

Saved views also exist on the Emails, Forms and Events landing pages, on the same tab-strip pattern but with a few differences — see Saved views on the Emails, Forms and Events tables (Document ID: 431). Group By and the Timeline view type are specific to Projects.

Saved views are shared across your organisation, not personal. Anyone with the Manage Saved Views permission can change a view, and their changes apply for everyone. Where you want your own variation, use Save as New View rather than Save Current View.

Search

• Use the Search bar to find values in your table.
• Search matches text columns only — it does not search numbers, dates, or other column types. For those, use a filter instead.

Filter

1. Click Filter. The Filtering panel opens.
2. On the Where row, choose a column, then an operator, then a value.
3. Select Add a new filter to combine more conditions across any columns.
4. Click Apply filter. The table updates to show only the rows that match. Clear all removes every filter.

The operators offered depend on the column's type:

• Text columns: is, contains, is empty, is not empty.
• Select and record columns (for example Status, Owner, Organisation): include, exclude, is empty, is not empty.
• Number columns: is, less than or equal, greater than or equal, greater than, less than, is empty, is not empty.
• Date columns: is, is on or before, is on or after, is after, is before, is empty, is not empty.

is empty and is not empty are offered on every column type. Use them to find the rows where a column has not been filled in — every lead with no Next Action, say — or the reverse.

Sort

1. Click Sort.
2. Choose the column to sort by.
3. Choose ascending or descending order.

Pin columns

• Click the Pin icon on a column to pin it.
• A pinned column stays visible on the far left of the screen while you scroll horizontally through the rest of the table — useful for keeping a name or key identifier in view.

Hide columns

• Click the Eye icon to hide or unhide columns.
• Hiding a column removes it from view without deleting it or its data.

Group by (pipeline stages)

Group By arranges the rows into collapsible groups based on a column's value — most often a Select column such as Status. Grouping by a stage column turns the table into a pipeline, with one band per stage (for example New Lead, Meeting Scheduled, Won, Lost), and each band shows the number of items in it.

1. Click Group By in the toolbar.
2. Choose the column to group by.
3. The table redraws with a heading band for each value.

A view remembers its Group By setting, so you can save a grouped (pipeline) arrangement as its own view.

Views (tabs)

A view is a saved tab at the top of the table that remembers your view type, group by, filters, sorts, pinned and hidden columns. Each project starts with a Table view, and you can add more.

View types

• Table — the spreadsheet-style grid.
• Timeline — plots rows along a time axis using their date columns.

Add a view

1. Select Create view at the right-hand end of the existing view tabs.
2. Choose Table or Timeline.
3. The new view opens as its own tab.

Save, rename or delete a view

1. Arrange the table the way you want it — view type, group by, filters, sorts, pinned and hidden columns.
2. Click the three dots (⋯) on the view tab.
3. Choose:
   • Save as New View — create a new tab from the current arrangement.
   • Save Current View — update the view you are on.
   • Rename — rename the current view.
   • Delete — remove the current view.
4. Switch between views using the tabs at the top of the table.

Who can manage views

Creating, saving, renaming and deleting views requires the Manage Saved Views permission, described in the product as “Create, edit, and delete shared saved views”. Without it you can still switch between views and rearrange the sheet on your own screen, but you cannot save those changes for everyone.

To set it: go to Settings → Users & access → User groups, open the group, and use the Filter Permissions box to search for saved views — it sits in the Administration section between Manage Sidebar and Target Areas.

Tips

• Group by a stage column (such as Status) to run a project as a pipeline, then save it as its own view.
• Use views to give different team members their own focused look at the same project — for example, one view filtered to active rows and another showing everything.
• Combine the view type, grouping, filters, sorts and hidden columns before saving so the view opens exactly as you intend.