Search finds a record quickly. Filters answer repeatable questions, such as which contacts have a particular status or which tasks belong to a teammate. View settings change how records are displayed. These controls work together, so a saved filter can still show no results when another search or display setting hides the records.
Where you can filter#
| Page | Filter on | Save views |
|---|---|---|
| Contacts | Contact fields, including custom and lookup fields, plus Created time | Yes |
| Deals | Deal fields, including Deal name, stage, and custom and lookup fields, plus Company | Yes |
| Tasks | Task, Due date, Assigned to, Record, Completed, and custom task fields | Yes |
| Fulfillment | Client, Template, Status, Owner, Due, and Next step | Yes |
| Notes | Linked record, Author, and Created | No |
Attachment and Button fields can’t be used in filters.
Build a filter#
- Open the relevant page and select Filter.
- Choose Add condition, then select a field, an operator, and a value when required.
- Add another condition and choose and when both must match, or or when either may match. That choice applies to every condition at the same level.
- Use Add condition group when you need to combine these rules, such as one owner and either of two statuses.
Incomplete conditions do not filter records. Check the result count after finishing each rule. Clear all removes the filter conditions; clear the search box separately.
Once a condition is complete, the button reads Filtered by the field’s name, or Filtered by 2 fields (and so on) when there are more complete conditions—two conditions on one field count as two. To reorder conditions, drag a condition’s handle, or on a narrow screen use its menu’s Move up and Move down. A condition group can hold one more group inside it, and a filter holds up to 49 conditions; at that cap the builder shows 49 of 49 conditions and Add condition is unavailable. Groups also count toward a limit of 147 filter items (147 filter items maximum), which can stop you adding a condition group sooner.
Choose the right operator#
For a single-select field or stage, is any of matches one of several choices. is none of excludes all selected choices and includes blanks. For multiple-select fields, has all of requires every selected choice, while is exactly requires the full set to match. Use is empty to find missing information deliberately.
People fields, such as the owner, offer is and is not rather than is any of and is none of. Text fields offer operators such as contains and starts with; number fields compare with =, ≠, >, ≥, <, and ≤. Date fields compare with an exact date or a relative one, such as today, one week ago, or a number of days from now, and is within covers ranges such as the past week, this calendar month, or this calendar week (which follows your Start week on setting). Relative dates move with the calendar, so the filter stays current without editing. On a date field that includes time, the condition shows the timezone it compares in; where the field has no fixed timezone, a Timezone menu beside the value lets you choose one, starting from your browser’s.
For text, contains, does not contain, starts with, and ends with ignore capitalization, while is and is not need the exact text. A blank value matches does not contain and is not, and an empty number field matches ≠; add is not empty to leave blanks out.
Lead strength filters like a single-select field with the five labels as its choices, and sorts contacts from Very weak up to Very strong. A saved view such as Lead strength is any of Strong and Very strong keeps the leads worth calling first one click away.
The same condition builder appears in workflow Filter and If blocks, sequence exit conditions, and report blocks set to Specific Records, so these operators behave the same there. Lookup fields aren’t offered in workflow Filter and If blocks or sequence exit conditions; report blocks do offer them. Report cards follow your Start week on setting, while server-evaluated checks in workflow Filter and If blocks and sequence exit conditions continue to use Sunday–Saturday.
Save a reusable filter#
Contacts, Deals, Tasks, and Fulfillment offer saving once you have a complete, unsaved condition. Save for everyone stores it as the one shared filter for that page, replacing any earlier one. Any workspace member can save, replace, or remove the filter saved for everyone, and create, rename, duplicate, or delete named views; no owner or admin role is required. Those pages open on that filter from the sidebar object row, a fresh load, or other plain navigation, and the toolbar shows Filtered by plus Saved for everyone. It does not appear under Views. A named view you open from the sidebar, or a change you make on this visit (including Clear all or Reset view), takes precedence until you leave; reopening the page or clicking its sidebar row returns to the shared filter. When nothing matches, the page shows No contacts match (or No deals match, No tasks match, No fulfillments match) with a Reset view button that clears the search and filter and closes the open view. Beside Saved for everyone, open the ⋯ menu and choose Remove for everyone, then confirm with Remove for everyone, to clear it so those pages open unfiltered again for everyone; Cancel or Escape keeps it. Saved views are not changed. For a named shortcut, open More save options, choose Save as new view, enter a View name, and select Save view. Ariyel suggests a name based on the first condition, and the new view opens straight away.
When you open a named view from the sidebar, it stays selected while you change filter conditions. Save changes writes the new conditions back to that view. Open More save options if you instead want Save as new view or Save for everyone. When the current filter already matches any named view, open or not, the save control stays hidden; open that view from the sidebar instead.
Named views appear under Views in the sidebar and are shared with everyone in the workspace. They save filter conditions and their own layout, not a snapshot of matching records or the search text. Matching records can change as your data changes. When someone renames an option of a select field (such as Status or Tag) that a view filters on, the view follows the new name. Contact views are listed first, then deal, task, and fulfillment views, each in alphabetical order; views can’t be dragged into another order. A view name can be up to 120 characters; a longer name is refused with That view name is too long — 120 characters at most. A workspace can hold 10 named views across all objects. Updating an open view with Save changes does not count toward that limit.
A filter you don’t save clears when you reload or open the page again from the sidebar; if a shared filter exists, the page opens on that instead.
Keep presentation separate#
View settings controls columns or card fields and sorting. With no named view open, your View settings are personal: they are kept for you in this workspace and don’t change what teammates see. With a named view open, the layout belongs to that view: View settings and column changes (shown fields, order, labels, widths, sort, and the switches below) save automatically, with no Save button, and everyone who opens the view sees them; a teammate sees your change after reloading. A new view starts as a copy of the layout on screen. A view saved before views had their own layout shows your personal layout until someone changes it. Under Visible fields, switch a field on or off and drag it to reorder; fields that are always shown can’t be switched off. Deals also offers Visible stages, Show field labels, Hide empty fields, and a Manual order sort; Tasks offers Show completed tasks (completed tasks stay hidden until that setting is on); Fulfillment offers columns and sorting. Notes has its own layout and creation-date sort controls instead: its filters are not saved as views, and its layout and sort preferences stay in the current browser.
Manage named views safely#
Use a view’s sidebar menu to Rename, Duplicate, or Delete it. Rename also lets you pick the view’s emoji. Duplicate creates another named view with the same filter, layout, and emoji as the source, named with copy appended, and does not ask for confirmation. Delete asks you to confirm with Delete view. Deleting a view removes the saved filter, not the underlying records. When you save a new view at the limit, the save menu shows “At 10 views. Delete one to save another.”; a Duplicate at the limit fails with “This workspace is at 10 views. Delete one to save another.” under Views in the sidebar. Remove an unneeded view before saving or duplicating another; in-place Save changes still works at the limit.