Filter basics

Use filters to show data that meets your criteria for specific tasks.

Who can use this?

Plans:

  • Pro
  • Business
  • Enterprise

Permissions:

  • Editor
  • Admin
  • Owner

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

To name and save a filter, you must be the sheet Editor or higher.

You must be the sheet Owner or Admin to share a filter.

Filters act as a personalized lens, allowing you to cut through the noise and surface only the rows that matter to your current task.

For example, you can create a filter to see all tasks due on a specific date, everything currently assigned to you, or all items in a particular stage in a workflow. You can apply a filter to a sheet via the Filter menu.

A sheet filter menu, listing available filters and options to create a filter or turn off filters

Filter sharing is available with Business plans and higher. For more information about plans and pricing, see the Pricing page.

Unnamed vs. named filters

There are two types of filters: unnamed filters and named filters. The filter you work with depends on your sharing permission in the sheet and your goals for filtering:

  • Unnamed filter: Anyone with access to a sheet can create one unnamed filter (a filter with no name) in that sheet. Your unnamed filter is unique to you, and you can configure it however you like.

    You can reuse and update an unnamed filter, but you can have only one unnamed filter at a time.  
  • Named filter: Anyone with Editor or higher permissions to a sheet can create and name filters in that sheet. If you're the sheet Owner or have Admin permissions on the sheet, you can share named filters with all other users who have access to the sheet.  

Additional filters

In table, board, and timeline views, you can further filter your data by adding additional, temporary filters. You can use these ad-hoc filters on their own, or you can use them with your saved filters.

  1. Select Add a filter.
  2. From the column drop-down list, select the column and the criteria.

You can create and share these filters as you like.

additional filters

Filters applied to your sheet

Filters impact all views in the sheet. Rows you hide with a filter in grid view are also hidden in card view, calendar view, and Gantt View.

  • To verify if a filter is applied to your sheet, check the label on the Filter menu. The image below shows a sheet with an active filter named "Content edit and update". 
Filter Basics
  • If one or more child rows of a collapsed parent row meet the current filter's criteria, Smartsheet shows those child rows.
Filter Basics
  • If you hover over the filter name, the number of matching rows and total rows appear.
Filter Basics

Now you have a basic understanding of sheet filters.