Card View: Create, Edit, and Share Cards

In Card View, cards make up the work items or tasks in your project. Field values on the cards display information about the task. A card can display a total of 10 fields: the title field and up to 9 additional fields.

Card in Smartsheet Card View

 

  1. The title of a card will always be the field value for the sheet’s Primary Column. Check out the Help Center article on the Primary Column for more information.
  2. Fields on the card display information about the task.
  3. Attachments and Comments icons will be displayed if the task includes these items.
  4. The Reminders icon will be displayed if you’ve set reminders for the task.

Create a New Card

To add a new task or item (a card) to your project:

  1. In the lane that you want to add the card to, do either of the following:

    At the end of the list of cards, click the Add Card icon.

    Add Card

    -or-

    Right-click a card and click Insert Above or Insert Below. 

    The Edit form will be displayed for you to fill in.
     
  2. In the Edit form, fill in the details and click OK.

NOTE:New cards will always be added to the end of your task list, even if you’ve specified Insert Above or Insert Below in Card View. That is, you’ll find the new task at the end of the list when you switch to Grid View.


Edit a Card

Add Data to a Card

  1. To edit or add data to a card, double-click it to open the Edit form.
  2. Make the desired changes and click OK.

To insert an image, clear the contents of a field, or add a hyperlink, click the arrow next to the name of the field that you want to edit.

Change the Color Bar for a Card

There are two options for changing the color that appears on the outer edge of a card: you can change the color manually or you can change it automatically with a conditional formatting rule.

To change the color manually:

  1. Right-click the edge of the card.
  2. Select a color.
    Change Color Bar

     

If you have Admin- or Owner-level sharing permissions to the sheet, you can change the color via conditional formatting by clicking the Conditional Formatting Conditional Formatting button icon in the toolbar and creating a rule. 


For more information about conditional formatting, see the Conditional Formatting article. 

NOTES:

  • Formatting applied with Conditional Formatting rules will override any manual formatting.
  • The color for a card will remain consistent as you switch between Card View and Grid, Gantt, or Calendar View. 

Share a Card Via Email or Request an Update

To share the contents of a card or to request input from others, right-click the card and click Send or Send Update Request to open the Send or Send Update Request form.

By default, information from all available columns in the sheet (including Attachments and Comments) will be sent. That is, the information sent won’t be limited to the fields displayed on the card. To exclude columns, click the Edit button and uncheck any column name that you want to omit from the email.

For more information, see Sending Sheets & Rows Via Email and Using Update Requests.
 


Work with Fields

Cards display the data that’s captured in fields (in Grid View, this data is displayed in cells on the sheet). Each card will always display a title—the value for the title will always be the value of the Primary Column.

Change Which Fields Appear in Your Cards (Admin Permissions Required)

A card can display a total of 10 fields: the title, plus up to 9 additional fields. If you have Admin permissions to the sheet, you can change which fields are displayed:

  1. Click Card View Settings (the gear icon) in the upper-right corner of Smartsheet.
  2. Check or uncheck field names.

NOTE: In Grid View, you can create visual hierarchy in a sheet by indenting to create parent and child rows. Details on this are available in the Help Center article on Hierarchy. After creating hierarchical relationships, you can display the parent of a task on a card in Card View by selecting the (Title of Parent) field.

Add a New Field

  1. Click Card View Settings (the gear icon) in the upper-right corner of Smartsheet.
  2. Click Add New.

When you add a new field in Card View, a new column of the same name will be added to Grid View. For example, if you add a checkbox field in Card View named Done, a column named Done (with a Checkbox column type) will be added as the rightmost column in Grid View.

Edit the Properties of an Existing Field

To edit the properties of an existing field—for example to change the type or the label—you’ll need to switch to Grid View (click Grid View in the left toolbar) and edit the column properties from there. For more information, see Insert, Delete, or Rename Columns.

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