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Filter and organize

To find and tidy up a table's data you combine several tools: search, filters, multi-level sorting, and grouping. Each one narrows or reorganizes what you see without ever changing the underlying records. Filters, sorting, and the quick filter can also be captured in saved views, so the same table can show different cuts of the data side by side — and, one level up, collections keep the tables themselves organized in the sidebar.

Search

Search is the fastest way to narrow a table: type a term and only the rows that contain it, in any column, stay on screen. It runs across the whole table on the server, not just the rows already loaded.

  1. 1Type your term in the search box at the top of the table.
  2. 2The list narrows to the rows that contain the term in any column.
  3. 3Refine the term to narrow further, or clear the box to show every row again.
Search looks across every column at once. To restrict a specific column to specific values, use a filter instead. The status bar shows how much is hidden — "5 filtered of 120 records".

Filters

Filters build conditions per column and keep only the rows that match. Each condition has a column, an operator, and (for most operators) a value. Add several conditions and they all apply together, so the more you add, the narrower the result.

The operators available are the same for every column, but they shine with the matching type — text operators for text, magnitude operators for numbers and dates, on/off operators for checkboxes:

  • contains / equals — text-style match, ideal for text, select, and reference columns.
  • greater than / less than — magnitude compare, for number, decimal, currency, rating, progress, and date columns.
  • empty / not empty — presence check, for any column, regardless of type.
  • checked / unchecked — the on/off state of a checkbox column.
  1. 1Open the Filter menu above the table — the button shows how many conditions are active.
  2. 2Click Add filter to create a condition.
  3. 3Pick the column, then the operator; type the value when the operator needs one.
  4. 4Add more conditions to narrow further — they combine, so a row must satisfy all of them.
  5. 5Remove a condition with its X, or clear the value to switch it off.
In the Table view there is also a Quick filter row: turn it on to get a per-column dropdown that lists the values actually present in that column, so you can pick one without typing an operator. It sits alongside the Filter menu and both can be captured in a saved view.

Sorting

Sorting is multi-level: the first level orders the rows, and each extra level breaks ties in the previous one — for example by Status, then by Value. You manage the levels in the Sort menu, and the button shows how many are active.

  1. 1Open the Sort menu above the table.
  2. 2The first level reads Sort by — choose the column and the direction, Ascending or Descending.
  3. 3Click Add level to append a then by level that breaks ties.
  4. 4Remove a level with its X, or use Clear to remove them all.
Shortcut: clicking a column header sorts by that column ascending, clicking again flips to descending, and a third click removes the sort. The header click replaces any multi-level setup with that single column, so use the Sort menu when you want several levels.
Numbers, currency, ratings, and dates sort by magnitude, not as text, so 2 comes before 10. Text columns sort alphabetically.

Grouping

Grouping splits the rows into sections by the value of one column — one section per distinct value — with a count on each header. It works in the Table, Gallery, and List views and is handy for seeing a table broken down by status, category, or owner.

  1. 1Open the Group by… selector above the table.
  2. 2Choose the column to group by; the rows reorganize into collapsible sections, each showing its count.
  3. 3Click a section header to expand or collapse it; in the Table view, use Expand all / Collapse all to do every section at once.
  4. 4Choose No grouping to return to a flat list.
Groups start collapsed and load their rows only when you open them, so grouping a large table stays fast. The header count always reflects the current search and filters.
Grouping is a momentary lens: it is not stored in the table or in saved views, and it resets when you switch tables. The Kanban and Calendar views have their own selectors instead — the select column that forms the board and the date column that places the records.

Saved views

A saved view is a named cut of the table. The tabs above the toolbar let you keep, over the same records, an "All" view and a "Pending only" view — each remembers its own display mode, filters, sorting, quick filter, hidden columns, and the Kanban/Calendar column choices.

  1. 1Click Save view in the tab bar to capture the current setup as a view.
  2. 2Switch views by clicking their tabs — the table instantly adopts that view's filters, sorting, and mode.
  3. 3Double-click a tab (or use its menu) to Rename it; the menu also offers Delete view.
Search and grouping are deliberately not part of a view — they are momentary. The display modes themselves (Table, Gallery, Kanban, List, Chart, Analysis, Calendar) are covered on the "Views" page.

Collections

Collections organize the tables themselves, like folders in the sidebar. A table belongs to at most one collection; tables without one are listed under No collection. Collections are shared with the Drawing and Tasks modules' concept of grouping, so the app speaks one language.

  1. 1Click the + button next to the collections area in the sidebar (New collection) and name it.
  2. 2Move a table into it through the table's ••• menu → Move to collection.
  3. 3Right-click a collection header (or long-press on touch) to Rename, Share with team / Stop sharing, or Delete collection.
Deleting a collection never deletes its tables — they simply return to No collection. Sharing a collection with your team shares the tables it contains.

Large tables

Tables with many rows load their records gradually as you scroll, and render only the rows in view, so even large datasets stay fast and light. Because not every row is loaded at once, search, filters, and sorting run on the server to cover the whole table — not just the part already on screen — and group counts are computed the same way.

You do not have to do anything to enable this: keep scrolling and more rows arrive automatically, while your search and sort always reflect all matching records.
Which operators make sense for a column depends on its type; see the "Column types" page. For the display modes a view can adopt, see the "Views" page.