Learning Track
This Help Article appears in the Level 2: Intermediate Users learning track. Get the most out of this learning track by starting at the beginning.
To learn more about Smartsheet Regions, click here.
For more information about plan types and included capabilities, see the Smartsheet Plans page.
This Help Article appears in the Level 2: Intermediate Users learning track. Get the most out of this learning track by starting at the beginning.
Licensed users with an Owner or Admin permission can use this capability.
Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.
With the appropriate permissions, you can create filters for your own use or to share with others. Need a quick overview? See Filter Basics.
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.
The Shared Filters functionality discussed here is included with Business and Enterprise plans. For more information about plans and pricing, including which features are included with which plans, please see our Pricing page.
What you can do with filters in a sheet will depend on the sharing permissions you have for that sheet.
Filter Activity | Viewer | Editor | Owner or Admin |
---|---|---|---|
Create an “Unnamed Filter” | Yes | Yes | Yes |
Apply an already created filter | Yes | Yes | Yes |
Name a filter so that it can be reused | No | Yes | Yes |
Specify that a filter should be shared to all sheet collaborators (Team plan or higher) | No | No | Yes |
For more information about sheet-level sharing permissions, see Sharing Permission Levels.
If you have access to a sheet, you can create an Unnamed Filter to view the sheet data in the a way that's most useful to you. The configuration of the Unnamed Filter will be unique to you.
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.
Only Business and Enterprise accounts can share a filter to other collaborators.
To identify a filter that a sheet Admin has saved to be shared with others, look for the sharing indicator next to the name of the 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:
The updated filter will be applied to the sheet.
To clear a filter (stop applying it to the sheet), select Filter Off.
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.
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:
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.
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.
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:
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.