Tasks Grid Views

A view saves the templates, assignees, statuses and sort order currently set on the Tasks grid under a name, so you can return to that combination in one click. You can keep a view to yourself, give it to particular people, or publish it to the whole team.

CheckFlow supplies five views to start from, and you add your own alongside them.

Before You Start

• Anyone with access to the Tasks grid — Administrators and Members — can create a Private view.
• To share a view with Users & Groups or with the Entire Team you must be an Administrator, or a Member with the Tasks.View.Creator permission.
• Guests have no access to the Tasks grid and no views.

System Views

These five are built in. They cannot be edited, renamed or deleted, and everyone has them.

View	Assignees it holds	Statuses it holds
All Open Tasks	Everyone, including unassigned tasks	Incomplete, Due In Future, Due Soon, Overdue
All Due Tasks	Everyone, including unassigned tasks	Due In Future, Due Soon, Overdue
My Open Tasks	You	Incomplete, Due In Future, Due Soon, Overdue
My Due Tasks	You	Due In Future, Due Soon, Overdue
Snoozed Tasks	Everyone, including unassigned tasks	Snoozed

All five include every template plus standalone tasks, and sort by Due, soonest first, with any undated tasks held at the bottom. My Open Tasks is what loads when you have not set a default.

note

A view lists only the statuses it holds. All Open Tasks takes all four open statuses, so it includes tasks with no due date at all; All Due Tasks leaves Incomplete out, so it lists only the tasks that have one. Snoozed Tasks holds Snoozed on its own, so it lists the tasks you have snoozed and nothing else.

Save the Current Settings as a View

1. Set the Templates, Assignees and Statuses filters, and sort by the column you want the view to open on.
2. Click Save above the grid. The Create New View dialog opens.
3. Type a name in the View Name box.
4. Choose Create New View to save a new one, or Update Existing View to overwrite the view currently loaded.
5. Choose the Visibility — Private, Users & Groups or Entire Team.
6. If you chose Users & Groups, pick the people and groups in the Users & Groups With Visibility box.
7. Click Save.

The view appears under Custom Views in the views dropdown at the top left, and the grid switches to it. Its address becomes /Work/{view key}, so you can bookmark it or send the link to anyone who can see the view.

The Users & Groups and Entire Team options are greyed out if you do not hold Tasks.View.Creator. Private is always available.

Switch Between Views

Click the views dropdown at the top left of the grid. System Views are listed first, then your Custom Views in alphabetical order, each with an icon showing who can see it:

Icon	Visibility
Person	Private — you only
People	Users & Groups — the people and groups you chose
Globe	Entire Team — everyone

Selecting a view reloads the grid with its settings, and the browser tab takes the view's name.

Set a Default View

Your default loads every time you open the Tasks screen, including when you click Tasks in the navigation.

1. Open the views dropdown.
2. Hover over the view you want and click the bookmark icon.

The default is yours alone and does not affect anyone else. Without one, My Open Tasks loads.

Edit a View

1. Open the views dropdown.
2. Hover over the view and click the pencil icon. The grid loads that view.
3. Change the filters and sort order.
4. Click Save, choose Update Existing View, and click Save in the dialog.

You can edit a view if you created it, or if you are an Administrator. Editing keeps the view's original creator, so a view an Administrator tidies up still belongs to the person who made it.

Delete a View

1. Open the views dropdown.
2. Hover over the view and click the trash icon.
3. Read the confirmation, then click Delete View.

The dialog warns you first when the view is shared — one message for a view visible to particular users and groups, another for one visible to the entire team — because deleting it takes the view away from everyone who has it.

You can delete a view if you created it, or if you are an Administrator. Anyone whose default was the deleted view falls back to My Open Tasks.

If It Does Not Work

What you see	Why	What to do
Users & Groups and Entire Team are greyed out	You do not hold Tasks.View.Creator	Ask an Administrator to grant it. See User Permissions.
No pencil or trash icon on a view	Somebody else created it and you are not an Administrator	Ask its creator or an Administrator to change it.
You are not authorized to share a view with other users	The permission was removed after the dialog opened	Reload the page and save the view as Private.
The grid opens on the wrong view	Your default is set to another view	Set the default again from the views dropdown.

Related Pages

• The Tasks Grid — the filters and sort order a view remembers.
• User Permissions — Tasks.View.Creator controls sharing, not creating.
• Custom Report Views — the same pattern applied to whole checklists.
• Group Management — creating the groups you share a view with.