View your assigned tasks

View your assigned tasks by creating filters or reports.

Who can use this?

Plans:

  • Smartsheet

Permissions:

  • Owner

  • Admin

  • Editor

  • Viewer

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

To quickly find tasks assigned to you or someone else:

  • Use a filter: To view tasks from one sheet only
  • Create a report: To view tasks across multiple sheets

The steps in this article assume that tasks are assigned in columns using a Contact List column type. For more information, see Column types. 

View task assignments on a sheet

Your sharing permissions for the sheet determine your filtering capabilities. For more information, see Create a filter to show or hide data. 

  1. Open the sheet that contains the tasks you want to display.
  2. From the menu bar, select the Filter > New Filter.... The Create New Filter modal appears.
  3. In the modal, name your filter.
  4. In the Show rows that match section, select the following items for a condition:
    • Select field: Assigned To
    • is one of 
    • Select values ...: select the names of the users whose assignments you want to view.

You can filter on assignments of the current sheet viewer (in this case, you) by selecting Current User in the Select values... dropdown. You can select the Share filter checkbox, so that other users can use the filter to view their assignments.

  1. Select Apply.
Create New Filter form

Smartsheet filters on the rows assigned to the users you specified in the filter. 

View task assignments from multiple sheets

Use reports to track a user's tasks from multiple sheets.

  1. Go to Home and select the plus icon. 
Plus icon to add content
  1. Select Report, and choose the type of report you want. 
Choose a report type menu

To learn more, see Report types.

  1. Name your report.
  2. For the type of report you selected (either Row Report or Sheet Summary Report), make these selections:
    • In Sheet, select the sheets that include the tasks you want to find.
    • In Columns,  select the Assigned To (or the Contact List column name containing the assignees).
    • In the Filters, select the name of the person whose tasks you want to view.

To create a filter that finds tasks for the collaborator currently viewing the sheet, select Current User. This can be handy if you’re creating a shared filter.

Now you know how to use sheet filters and reports to view tasks for specific users.