Use Filters to Show or Hide Sheet Data

Filters show or hide information in your sheet. Use a filter, for example, to see all tasks that are due on a specific date, everything that’s currently assigned to you, or all items in a particular stage in a workflow. With the appropriate permissions, you can create multiple filters for your own use or to share with others. Create a shared Current User filter, for example, for all collaborators on your sheet to be able to quickly see tasks assigned to them. For details on creating a shared Current User filter, see our article on Viewing Your Assigned Tasks.  

NOTE: The Shared Filters functionality discussed here is included with Team, Business, and Enterprise plans. For more information about plans and pricing, including which features are included with which plans, please see our Pricing page.

filter-highlight

Anyone can apply a filter to a sheet via the Filter menu at the top of the Smartsheet window. 

In this article:

Filter Basics

Creating and Using Filters

Tips for Working with Conditions

Required Permissions for Working with Filters


Filter Basics

When you apply a filter to a sheet, the resulting filtered view is unique to you.

Who Can Create and Use Filters

Anyone with access to a sheet can create a filter or apply a saved filter.

Additional sharing permissions are required to do more:

  • To name and save a filter, you’ll need to be shared to the sheet with Editor permissions or higher.
  • To share a filter so that it can be used by anyone who has access to the sheet, you'll need to be the sheet Owner or shared to the sheet as an Admin. (Sharing a filter is limited to Team plan accounts or higher. For more information about plans and pricing, see the Pricing page on the Smartsheet website.)

For more information about sharing permissions and filters, see the Required Permissions for Working with Filters section of this article.

Unnamed vs. Named Filters

In Smartsheet, to filter data, you’ll work with the Unnamed Filter or with named filters. The filter you work with will depend on the sharing permissions you have to the sheet and your goals for filtering:

  • Unnamed Filter: Anyone who has access to the sheet can work with the Unnamed Filter. As you’re working, the Unnamed Filter keeps track of filter conditions that you apply to a sheet. You can reuse and update the 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 name a filter to save it for later use. You can create multiple named filters. Sheet Admins and Owners can expose named filters to others so that those filters can be used by anyone who has access to the sheet.

How to Tell Whether a Filter Is Applied to Your Sheet

When you apply a filter, it will impact all views in the sheet. That is, rows that you hide with a filter in Grid View will also be hidden in Card View, Calendar View, and Gantt View (for information about views in Smartsheet, see the help article Grid, Gantt, Calendar, and Card Views).

To verify whether a filter is applied to your sheet, look at the Filter menu for the filter name.

View the Amount of Filtered Content

To see how many items are included in the filter over the total, hover over the filter button at the top of the Smartsheet window.

filter-hover

 


Creating and Using Filters

Filter Data with the “Unnamed Filter”

The Unnamed Filter can be created and used by anyone with access to the sheet (for more information about the Unnamed Filter, see Unnamed vs. Named Filters earlier in this article). Each person who uses the sheet will see their own version of the Unnamed Filter.

  1. Click the Filter menu and select New Filter.

    The Create New Filter form will be displayed.
     
  2. In the Create New Filter form, under Show rows that match, select the conditions that you want to apply to the data in the sheet and then click Apply to see the results of the filter.

    Unnamed Filter will appear in the Filter menu to indicate that your data is being filtered according to the conditions you specified.

Naming a Filter to Save or Share

If you have Editor or higher permissions to a sheet, you can name a filter to save it for later use. If you have Admin permissions to the sheet, you can specify to share the named filter so that anyone on your team with access to the sheet can apply the filter as well.

New Filter form with 1 next to Name box and 2 next to Share filter checkbox

  1. Use the Name box to give a filter a name.
  2. Select the Share filter checkbox to make the filter available to anyone who has access to the sheet.

To identify a filter that a sheet Admin has saved to be shared with others, look for the sharing indicator Sharing imagenext to the name of the filter.

Modifying a Filter

After you’ve created a filter, you can always go back and change the criteria (the conditions that show or hide information in the sheet) later. Here's how to modify a filter:

  1. Apply the filter that you want to modify to the sheet (select it from the Filter menu).

    NOTE: If you don’t have Editor permissions or higher, the only filter that you’ll be able to modify is the Unnamed Filter.
     
  2. From the Filter menu, select Edit Current Filter to open the Edit Filter form.

    TIP: The title of the the form will display the name of the filter that you’re about to modify. Verify the title to ensure that you’re modifying the correct filter.
     
  3. In the Edit Filter form, update the conditions as desired and click Apply.

The updated filter will be applied to the sheet.

Removing a Filter

To clear a filter (stop applying it to the sheet), select Remove Filter filter switch to the left of the filter name.

Deleting a Filter

To delete a filter (remove it from the sheet and the menu), select it from the Filter menu to apply it to the sheet, and then select Delete Current Filter.

Tips for Working with Conditions

As you specify conditions for your filters, you’ll get a feeling for how to set up the criteria that you find the most useful. Here are a few ideas to get you started:

  • Change how criteria is interpreted: To specify that a filter uses all the specified criteria or just one of the criteria, click the link next to Show rows that match to switch between all conditions and at least one condition.
  • Filter for blank cells: Find rows where data might be missing by using the is blank condition.
  • Include Parent Rows: If your sheet uses hierarchy, you can choose to have your filter include parent rows by selecting the Include parent rows checkbox. (For more information about using hierarchy in sheets, see the help article on Using Hierarchy).
  • Filter for tasks assigned to you: Create a Current User filter to allow collaborators to see only the tasks they're assigned to. You can find details on this in our article on Viewing Your Assigned Tasks.
  • Use the Row filter criteria to narrow in on critical path, attachments, comments, and locked rows. See the section below for more information.

Filter on Critical Path, Attachments, Comments, and Locked Rows

You can use critical path, attachments, comments, and locked rows as filter criteria to show or hide certain rows. The Row filter criteria can help you narrow down critical path tasks, attachments and comments that you need to action on, and rows that are locked to prevent editing to certain people.

Select Row in the first dropdown field to see these options.

row filter

Isolate Your Critical Path with a Filter

If you’ve set up your sheet to highlight critical path rows, you can apply a filter with is on critical path or is not on critical path as the criteria to display or hide critical path rows. Steps on how to enable critical path in your sheet are available in Tracking a Project’s Critical Path.

Filter to Quickly Find Rows that Have Attachments and Comments

You can create a filter with the Row criteria that shows or hides rows that contain attachments or comments. Use has attachments or has comments as a criteria to isolate only the rows to download attachments or reply to comment threads more quickly. The does not have attachments or does not have comments criteria will hide rows with attachments or comments. 

More information on working with attachments and comments in your sheets is available in the following help articles:

Find Locked and Unlocked Rows With a Filter

Use Row is locked or Row is not locked as filter criteria to show or hide rows that can only be edited by people with Admin sharing permissions on a sheet. This can help people with Editor permissions narrow down on the rows that they’re allowed to edit.

More information on locked rows can be found in Locking or Unlocking Columns and Rows. 
 


Required Permissions for Working with Filters

What you can do with filters in a sheet will depend on the sharing permissions you have for that sheet.

 ViewerEditorOwner or Admin
Create an “Unnamed Filter”XXX
Apply an already created filterXXX
Name a filter so that it can be reused XX
Specify that a filter should be shared to all sheet collaborators (Team plan or higher)  X

For more information about sheet-level sharing permissions, see Sharing Permission Levels.

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