Lists display the information in columns. You use the settings in the column heading to sort and filter.
This article relates to Sorting and Filtering in the Jobs and Tasks lists and when New Lists Beta is not enabled.
For information on Sorting and Filtering with New Lists, refer to:
- Sorting and Filtering Clients List with New Lists
- Sorting and Filtering Documents Lists with New Lists
- New Lists - Sorting and Filtering
For a video walkthrough that includes these features, refer to Locating Documents.
This article contains the following sections:
- Filtering the Columns
- Filtering Tasks that are Unassigned
- Filtering on a Date
- Filtering on Users
- Filtering as Include/Exclude on "List" Custom Fields in Jobs Views
- Other Filter Options
- Reset View to Clear Column Filters
- Number of Tasks in a Page
- Saving Layouts
- Click the down arrow in the column heading (to the right of the column name) to sort that column in ascending order.
- Click the up arrow in the column heading to sort the column in descending order.
The sort order that has been applied displays in bold.
To restore the original sort order, click again on the arrow that displays in bold.
Sorting on columns only sorts on a single column at a time, the last one that was clicked. If you have sorted a column (ascending or descending) and then sort on a different column, this removes the prior sorting that was applied.
Filtering the Columns
Any column that can be filtered displays a Filter dot in the column heading (to the left of the column name).
To display and change filters:
- Click the heading name.
The Add/Remove pop-up displays.
- To add a filter, click the - (minus).
You can select more than one value to filter on.
Any filters that have been applied display with a green tick.
You can also use the search at the top to search for the value on which to filter.
Click OK to apply the filters for that column.
- To remove a filter, click the green tick icon.
- To clear all the filters, click the clear link at the bottom.
- You can apply filters to more than one column.
- Where there are more than 15 entries than can be displayed in the filter, the Load More link displays.
On the list, when a Filter dot is green, filter(s) have been applied to that column. You can use the Reset View option in the View Tools (see below) to clear any filters you have applied and reset it to the default filters.
Note: You can use the Reset View option in the View Tools to clear any filters and reset it to the default filters.
Filtering Tasks that are Unassigned
In Tasks lists where the column for users such as Owner or Assignee has been included, you can select those that do not have a user by setting Unassigned only as "On".
Filtering on a Date
For date columns, you can enter the filter as a Fixed Date Range, or select an operator to set the Date Range that is Relative to today.
Click the column name to display the Select Date Range.
Filtering on a Fixed Date Range
When Fixed is selected, click on both the Start Date and End Date and select a date for each of these from the calendar pop-up, then click OK.
For date columns, you can also use the selector to quickly set the Fixed Start Date and End Date.
Click the button next to the dates to display a list of selectors that can be used, for example, "1D" for one day, "2D" for two days, "WTD" for week to date, "1M" for one month.
Selecting one of these selectors sets the Start Date relative to today's date. For example, "2D" sets the Start Date as yesterday. You can then set the End Date by clicking on it and selecting a date from the calendar pop-up.
To clear a Fixed Date Range, click the column name again and click Clear in the Select Date Range pop-up.
Filtering on a Relative Date Range
When Relative is selected, you can select from one of operators which applies the date range as relative to today. The selection can be set, for example, as "Yesterday", "Tomorrow", "Last Week", "Next Week", "Older than 90 days", "Past", "Future".
If you want to display, for example, all Jobs that were modified yesterday, you would select "Yesterday" to set the date as starting and ending on yesterday's date. If you want to display all Tasks that have a due date in the next week, you would select "Next Week" and this sets the date range as starting from today and ending in seven days.
This is especially useful when saving views and for views used in Custom Processes so you can set up views that will always have the date range relative to today (refer to Saving Changes to the View Layout, Modifying and Deleting Views and Custom Processes using Views and Summary Notifications).
Note: Selecting "Last Week" will find items that were modified in the last 7 days from "yesterday".
To clear a Relative Date Range, click the column name again and click Clear in the Select Date Range pop-up.
Filtering on Users
When using a filter for columns such as Created By or Modified By, you can set System only to show only those Jobs or Tasks that have been created or modified by the System, such as when they are created by an Automation Process.
Filtering as Include/Exclude on "List" Custom Fields and Jobs Views
In the Jobs list, for any Custom Fields that hold a list of values (where the Custom Field is a Dropdown or a Checkbox) and they are included as a column, the Filter allows you to select one or more of the options as Include or Exclude.
Other Filter Options
If relevant for a list, there may be other options in the filters. For example, in the Assignee column for Tasks lists, this has a switch for "Unassigned Only" to display only tasks that have not been assigned to a user.
Reset View to Clear Column Filters
To clear any of the column filters you have applied, click the View Tools button which is at the end of the column headings, on the right-hand side of a list. Click Reset View.
Number of Tasks in a Page
You can configure the number of jobs or tasks that display in a list. This can be selected as 25, 50 or 100 in the per page drop-down. The more jobs or tasks included in a page, the more time it takes load the information.
You can save the changed layout using Save View. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.