If you are wondering:

  • What exactly are "Filters", "Group By", and "Sort By"?

  • What is the best way to remember how to use these three dropdowns?

  • Can you share examples of use cases where these dropdowns are helpful?

Read on or scroll to the section that you need... πŸ‘€

Filters (Change what projects/tasks are visible)

You can filter by assignee, priority, status, label, and type (either projects or tasks). This means you can pick the projects/tasks that you want to see. If you uncheck a dropdown option then cards that match the option will no longer show up in your view.

Note, "Type" can only be filtered in Kanban view since the Project view must show both projects and tasks.

Example use cases:

  • You're on a 5-person team and all 5 of you are in a workspace (e.g., "Sales"). There are dozens of tasks and you need a way to see just your tasks in the workspace. You could either filter on "workspace = Sales" in "My Tasks" private workspace OR filter on "assignee = your name" in the "Sales" public workspace.

  • You need to see all the auto-scheduled tasks that have a specific label to make sure they are scheduled on your team's calendars. Filter for auto-scheduled tasks AND filter for the specific label. You can apply multiple filters at once. Don't forget to "Save as new view" for easy access at a later time!

Group By (Change the columns that you see)

You can group by status, priority, assignee, and label. This means you can change the way the cards are organized - hence the columns change.

The default in Kanban view is to group by status. It's a very high-level view that project managers often prefer.

Example use cases:

  • The default status view is too high-level. During a team standup meeting you prefer to have a view of what each person is actively working on based on deadline. Group by "Assignee" so the Kanban columns become each assignee's name. Then sort by "Due Date" to reorganize the order of the cards. Finally, filter on "auto-assigned" tasks to see what tasks are scheduled on team members' calendars.

  • You'd prefer to see what tasks are high priority and move those tasks around if priority changes (i.e., move a task into ASAP). Group by "Priority". You can now easily drag Kanban cards between different priority columns to get them reassigned.

Sort By (Change the order of the tasks)

You can sort by name, assignee, last created (create date), status, priority, and due date. This means, you can change the order that the tasks show up.

Motion's default Kanban view is to sort by "Priority" descending. We want you to see the most important tasks first! Note, you can sort by descending or ascending order (e.g., ABCD or DCBA).

Example use cases:

  • You need to see what tasks are due soon. Sort by "Due Date" ascending. Note, if a task does not have a due date, it will be ordered before the earliest due task (so you don't lose sight of it).

  • You need to see what tasks were created first for a certain teammate. You're expecting that all tasks created over a month ago are now complete. Sort by "Last Created" ascending. Filter on the teammate's name.

That's it for Filters, Group By, and Sort By! Don't forget to save the views you made for later. Check out our Help Center for more Motion support articles.

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