Views
Create lists and filtered views, decide who sees them and keep them up to date
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At the top of the Tasks page is a row of tabs. Each tab is a view. The first tab, All, is built in: it shows every task and you cannot edit, move or delete it. You can, however, save filters and view settings on it for the whole organisation. You create all the other views yourself.
Two kinds of views
When creating a view, you choose the kind under Content.
| Kind | What it does |
|---|---|
| Filtered view | Shows every task that matches the filters, like a saved search. New tasks that match appear by themselves |
| List | Shows only the tasks that you add to it yourself |
A list is handy for a fixed collection, for example Season preparation. A filtered view is handy for everything that matches a rule, for example All urgent tasks waiting for the customer.
You can change the kind later in View (top right) under Type. You cannot do that for All. If you convert a list to a filtered view, the tasks you added to it by hand are detached from it. Tillor asks you to confirm that first, because it cannot be undone.
Creating a view
- Click New View, to the right of the tabs
- Enter a Name and optionally a Description
- Under Visibility, choose who sees the view: Public, Only you or Shared. With Shared, you choose the colleagues and groups under Share with
- Under Content, choose a Filtered view or a List
- Under Columns, choose how the tasks are arranged: Custom columns, Status, Assigned to or No grouping
- Under Start with, choose a starting filter: All tasks, Open tasks or My tasks
- Click New View at the bottom of the dialog
By default the view is set to Public, Filtered view, Status and Open tasks. If you choose No grouping, you get a table. With the other choices you start with a board. You adjust that later, see Table, board and calendar.
A filtered view that is set up as a table looks like this. The filters are above the table and have already been saved here.
Who sees a view
| Choice | Who sees the view |
|---|---|
| Public | All users of the organisation (an organisation view) |
| Only you | Only you (a personal view). The tab has a padlock |
| Shared | You and the colleagues and groups you choose under Share with. The tab has an icon of several people |
Under Share with you choose people and groups from the same list. A group counts as it is made up at that moment: whoever joins the group later also sees the view, and whoever leaves the group no longer sees it.
Only the owner of a personal view can change who it is shared with or make it visible to everyone. Colleagues you share the view with can work in it, but cannot decide who else sees it and cannot delete it either. If you make a view Public, the list of chosen people and groups is dropped.
The visibility of a view also determines who sees the tasks in that view. Read Private tasks before you put tasks in a personal view.
Editing, duplicating or deleting a view
Right-click the view's tab and choose:
- Edit - change the name, description, visibility and columns. Filters, sorting and layout stay as they were saved. You only choose Content and Start with when creating; you change the kind later in View
- Duplicate - makes a copy named [name] (copy) and opens it straight away
- Delete - after confirmation the view disappears. The tasks themselves remain and only lose this view
Drag the tabs to change the order. The new order is saved straight away.
Saving or discarding changes
If you change filters or view settings, they are first only on your screen. A bar appears at the top right with Unsaved changes and two buttons:
- Save view keeps the changes in the view
- Discard puts everything back to the saved version
On the built-in view All you save the changes for everyone in your organisation, just like for a public view. For that you need the permission Manage labels and shared views. Without that permission you can only Discard the changes on All.
The search bar (Search tasks...) is never saved with the view: it only narrows what you see now.
A favourite view for the dashboard
On the dashboard, the Tasks for you card shows the tasks assigned to you by default. You can link a view to it instead:
- Click the star at the top right of the card
- Choose a view from the list. Choose Tasks for you to go back to your own assigned tasks
You can have one favourite view at a time, and it only applies to you. If the view is later deleted or is no longer visible to you, the dashboard shows your own tasks again.
Following a view
With the Follow button at the top right you receive an email every morning with what needs attention in that view. How it works is described under Notifications.
What happens next?
- The new view appears as a tab at the top of the tasks page. A filtered view immediately shows all tasks that match, and new tasks that match are added by themselves.
- With Public, all users of your organisation see the view. With Only you, only you see it, and with Shared, you and the chosen colleagues and groups.
- If you delete a view, the tasks remain. They only lose that view.
- If you convert a list to a filtered view, the tasks you added to it by hand are detached.
- A view you follow sends you a summary every morning. See Notifications.