Saved views

A saved view remembers a way of looking at work items: which view type to draw, which items to show, and which columns to use. It stores that setup, not a copy of the items, so opening it tomorrow shows tomorrow’s work. Save the questions you ask every day, share them with a project or the whole organization, and start from ready-made templates.

What a saved view holds#

Name

What the view is called in pickers and lists.

View type

list, board, table, calendar, timeline, gantt or workload.

Filter

The conditions an item must match. Build it with Filter in a project and save it with Save to view.

Columns

For List and Table views: which columns show, their order, widths and pins.

Group by

An optional grouping (status, assignee, priority, type, project, sprint, release, tag or custom field), set when you create the view in Settings.

Scope

Who can see and use the view. See below.

Scopes#

Everyone opening a shared view sees only the work items their own permissions allow. Sharing a view never shares access to work.

Who can use it#

Open a saved view in a project#

On a project page, open the Saved view picker next to the view switcher and choose a view. The project switches to that view’s type and applies its filter and columns. The project’s default view is marked ★ and shows a Project default label. Choose No saved view to clear it. A project opens on its default view automatically.

Update a view from the project page#

1. Pick the saved view you want to change

   Choose it in the Saved view picker.

2. Set it up the way you want

   Switch the view type, change the Filter, and choose Columns in a List or Table.

3. Select Save to view

   The saved view now stores the current view type, filter and columns. You’ll see “View updated”. Everyone using the view gets the change, apart from people who have set their own columns (see below).

Create a view in Settings#

1. Go to Settings → Saved views

   The form is below the list of views.

2. Name it and choose a scope

   Enter a Name and pick a Scope: organization, project or personal.

3. Choose the view type and grouping

   Pick a View type and, optionally, a Group by.

4. For a project view, choose the project

   A project-scoped view needs a Project. Tick Make this the project’s default view to have the project open on it. A project has only one default, so setting a new one replaces the old.

5. Select Save view

   A view created here starts with no filter. Open it in its project, add a filter, and select Save to view.

Manage views in Settings#

Each view in the list shows its scope, view type, and badges for project default, grouping and filter.

• Apply runs the view and shows how many work items match, for example “42 matching work items”.
• Duplicate copies the view into a new personal view for you, so you can change it without affecting the original.
• Delete removes the view straight away, with no confirmation. No work items are affected.

View templates#

Under Start from a template in SettingsSaved views are six ready-made views. Select Use this to create an ordinary saved view from one, which you can then rename, change, share or delete like any other.

For Sprint Board and Bug Board, choose a project in Project (for the board templates) first. Until you do, they show “Pick a project first”.

My Tasks is stored as “the person looking”, not as a name. Share it and each person sees their own unfinished work. “Unfinished” means any status outside the Done category, so the templates work whatever your projects call their columns.

Your columns and the view’s columns#

In a List or Table, the columns you choose, their order, widths and pins are yours. They’re remembered in this browser, for this view, and nobody else’s screen changes.

• While your own layout is in use, the Columns menu says “These columns are yours alone — nobody else’s view changed. Save to view makes them everyone’s.”
• Select Use the view’s columns to forget your layout and go back to the view’s.
• Press Save to view to make your layout the view’s own. People who haven’t set their own columns will see it.
• Your layout is per browser. On another computer, you’ll see the view’s columns until you set your own there.

Exporting a view#

1. Set the view up the way you want the file

   Filter it, sort it, and in a List or Table choose the columns. The file matches the screen. A hidden column isn’t included.

2. Select Export

   In a List or Table it’s next to Sort and Columns. On a Board, Calendar, Timeline or Gantt it’s in the top bar, and the file contains the item’s standard fields, ordered by when each item was created. Workload can’t be exported.

3. Open the CSV

   The file is named after the view and today’s date, and opens correctly in Excel, Google Sheets and other spreadsheet apps. When it’s done you’ll see “Exported n work items”.

• An export holds at most 5,000 rows. If the view has more, you’ll be told that only the first 5,000 were exported. Narrow the filter and export in pieces.
• The export contains exactly the items the view would show you. It never includes work you can’t see.
• Dates are written as YYYY-MM-DD. Unassigned items say “Unassigned”, and the Blocked column lists the blocking items.
• Values starting with =, +, - or @ are written so spreadsheets treat them as text, not formulas.

FAQ#

Related pages#

• Project views
• My Work
• Reports