Flow: table, board, calendar and filters

You can view the objects of each type as a table, a board by status, a calendar by date and a timeline. You switch between them with the "Table", "Board", "Calendar" and "Timeline" tabs under the type name. On the right, the "Create" button opens the new object form.

• Table is available for every type.

• Board appears when the type has a process with statuses set up.

• Calendar and Timeline appear when the type has a "Date" or "Date and time" field.

The list shows only the objects you are allowed to see, and only the fields you are allowed to read.

Shared toolbar above the list

The first row above the table, board, calendar and timeline is the same:

Below it, separated by a line, are the controls that apply only to the open view: the board zoom, the calendar's "Month" and "Week", and so on.

Filters, search and "Assignee" are shared by all views of a type: conditions you set up in the table stay when you switch to the board, calendar or timeline. The browser remembers them while the tab is open. Selecting a saved view replaces your conditions with the view's condition.

Table

Columns. Without a view, the table shows "Name", a subtask counter (if the type has subtasks), "State" (if there is a process), the first fields of the schema — up to seven columns in total, excluding long text and JSON — a "Spent" column (if the type has an estimate field) and "Updated". A saved view shows its own columns. The state is highlighted in the color of its status type.

Icons. A recurring task has a recurrence icon next to its name, subtasks are shown as a "closed/total" counter, for example "3/5", and tags as colored chips. More in Flow: subtasks, checklists and tags, Flow: recurring tasks and Flow: time tracking.

Sorting. Click a column header: the first click sorts ascending, the second descending, and the third removes the sorting. You can sort by name, creation and update time, and by fields other than long text, relations, multi-selects, members, tags, checklists and JSON. The subtask and "Spent" columns can't be sorted.

Pages. The table loads objects 50 at a time; "Load more" loads the next batch.

Import and export. The icon on the right of the toolbar opens the "Import" and "Export" menu — CSV, see Flow: CSV import and export.

Inline editing

You can change a value right in the table without opening the card. Click a cell to open the field editor. Enter or clicking elsewhere saves, Esc cancels. A select, "Yes/No", a member and a fully entered date are saved as soon as you choose them.

• This works for text, numbers, money, selects and multi-selects, dates, members and "Yes/No". Long text, tags, checklists, relations, JSON and read-only fields are changed in the card.

• Name — the "Rename" pencil icon next to it; clicking the name itself opens the card.

• "Assignee" is chosen from the members; you can't remove the assignee here, only replace them.

• "State" opens a list of available transitions. A transition with a form or with reasons it is unavailable opens a window, as in the card.

• If someone else has just changed the object, the row reloads: "The object was just changed. The row has been refreshed — please repeat the edit."

Archived objects can't be edited in the table.

Quick creation

Below the table is an "Add: <type>" row. Click it or press N (when the cursor isn't in an input field and no window is open) to show a name field.

• Enter creates the object and keeps the field open for the next one; Esc closes it.

• Fields that your filters set unambiguously are filled in right away: an "equals" condition (and "is one of" with a single value) on a field, and the member in the "Assignee" filter. This way the new row won't drop out of the results.

• The new row goes to the end of the loaded rows, even if the sorting would put it elsewhere.

• If the type has required fields, Flow says: "Fill in using the full form: …". The "Full form" link next to the field opens the regular creation form.

Bulk actions

Checkboxes on the left select objects, and the checkbox in the header selects all loaded ones. Archived objects can't be selected. A "Selected: N" bar appears above the table:

The change runs in the background with your permissions; the window shows "Processed: n of N". At the end you see how many objects were changed, how many stayed unchanged and how many failed. Failed objects are listed with the reason (the first 50): for example, no permission, the transition is unavailable or the object is linked to others. If there are no failures, the result appears as a notification and the window closes by itself. One operation handles at most 1000 objects.

Filters

The "Filters" button opens the builder. "Condition" adds a row: field, operator and value. All rows are combined with "and". "Apply" reloads the list.

System fields in the builder: "Name", "State", "State category" (the status type), "Assignee", "Created", "Updated", "Archived". Below them are the type's fields, except relations and JSON. For a member there is a "Me" button — the "current user" condition, which works for anyone who opens the view.

System fields have a shorter set: "Name" has no "doesn't equal", and "Created" and "Updated" have only "at least", "at most" and "between".

Money is compared by amount. If a saved view's condition is more complex than the builder supports (for example, "or" or a filter by relation), the toolbar warns that it is applied as is, and new conditions will replace it.

If a filter or sorting uses a field without an index, a hint "Fields without an index: …" appears above the list. On large volumes such queries are slower; you turn on the index in the type settings — see Flow: object types and fields. The server may reject a very expensive query — narrow the condition in that case.

Search

The "Search" field searches the name and the "Text" and "Long text" fields you are allowed to read. It is available in the table, on the board, in the calendar and on the timeline; the search starts a fraction of a second after you type and works together with filters and "Assignee".

• Each word is matched as the beginning of a word: "contr" finds "contract".

• An object is found only if it contains all the words of the query; the words can be in different fields.

• A query is up to 200 characters. A query consisting only of stop words and symbols returns an empty result.

• The search language is set when the workspace is created, based on the Sensever interface language: Russian uses Russian morphology, other languages use simple word matching.

A saved view does not store the search: the search text is added to the view's condition only while you are viewing it.

Board

The board shows objects in columns by process status. The second row of the toolbar has a drag-and-drop hint, a "− 100% +" zoom (from 50 to 100%, remembered by the browser) and a "Process" button that opens the process editor.

Columns. A column header is tinted with the status color: a light background and a colored strip on the left. Below the name is the number of cards in the column with filters and "Assignee" applied, and if the type has an estimate field, the sum "Estimate: N h". While a search is active, the counter shows only loaded cards, with "+" if there are more. A column loads 30 cards at a time; "Load more" loads more. A column labeled "Previous version state" holds objects that haven't been moved to the current process version yet.

Cards. Each card is a white tile on the workspace background:

• the name and a menu button;

• a date — the field chosen in the type's card settings, otherwise "Due date" or the first "Date" field;

• up to three short fields (money, select, date, numbers) or the fields chosen in the card settings;

• at the bottom — the "3/5" subtask counter, "2/7" checklist progress, tags (up to four, the rest as "+N"), a recurrence icon;

• avatars of the people involved: the assignee and people from "Member" and "Members" fields, up to three, the rest as "+N", with all names in a tooltip.

An unclosed object with an overdue due date has a red strip at the top, and the due date is red; if it's due today, the strip and date are yellow. The due date is the due_date field (date) or due_at (date and time).

How to move a card. Drag it to another column. Flow looks for a transition from the current status to the column's status:

• the transition exists and is allowed — it is performed; if the transition has required fields, a window opens where you fill them in;

• the transition exists but is unavailable — a window opens with the reasons, for example "Not all blockers are closed" or an empty field; if the reason is an empty field, you can fill it in right there;

• there is no transition — the message "There's no transition from "…" to "…". Add it in the process settings."

On a phone and from the keyboard there is no drag and drop: open the card menu. It has a "Move" section with all transitions (unavailable ones with reasons) and an "Actions" section with the type's action buttons.

Quick creation. At the bottom of each column is "Add card"; the N key opens this field in the initial status column. The card is created in the initial status and immediately moved to the column's status. If there is no transition there from the initial status, Flow offers to create the card in the initial status or to add a transition; if the transition exists but is currently unavailable, the card stays in the initial status with an explanation.

Board by field. A saved board can group objects not by status but by a select field. Moving a card then changes the field value, and a new card gets the column's value. If the object was changed in another window in the meantime, the board reports a conflict and reloads.

You can add, rename and delete state columns right here — see Flow: statuses and the process editor.

Calendar

The calendar shows objects on the days of their date fields. Filters, search and "Assignee" are the same as in the table.

• Scale — "Month" (whole weeks starting on Monday) or "Week"; the "Back" and "Next" arrows and the "Today" button.

• Date fields — toggles above the grid. All of the type's "Date" and "Date and time" fields are on from the start; an object appears on the day of each of its fields, and the fields have different colored markers. If the type has only one such field, it can't be turned off.

• View list — "All objects" or a saved calendar: its condition is added to the selected days, and its date field is on by default. A saved calendar has a "Subscribe" button — a link for Google Calendar, Apple or Outlook, see Flow: email and calendar subscription.

A "Date" field appears on its own day without time zone conversion; "Date and time" appears in your time zone, with the time. A month cell shows three objects, the rest as "N more" (which opens the week). At most 1000 objects are loaded per screen (split among the enabled fields); if there are more, the calendar warns you and asks you to narrow the filter or turn off unneeded fields.

"Start — due" ranges. If the type has "Start date" (start_date) and "Due date" (due_date) fields and both are on, an object with both dates appears as a single bar across all days from start to due date, rather than as two markers.

Drag and drop. You can drag an object to another day with the mouse: a marker changes the field it sits on (for "Date and time" the time is kept), and a bar shifts both the start and the due date by the same number of days. The object moves to its new place immediately; if the server refuses (no permission, the object was changed), the calendar shows an error and reloads the data.

Clicking an empty spot in a day or "+" opens object creation with that date. On a phone, the month view shows the number of objects in each cell; tapping selects the day, its objects and the "Create" button appear below the grid, and the week is shown as a list of days.

Timeline

The timeline is a Gantt chart: objects on the left, and on the right a day scale with bars from start to due date. You can drag bars and their edges, and dependency relations are drawn as arrows. Details are in Flow: timeline.

Saved views

A view is a saved set of conditions, sorting and columns. Click the "Save as view" icon on the toolbar, enter a name and optionally check "Available to all members". Without the checkbox, only you see the view. A board is saved with its grouping, and a calendar with its first enabled date field. If you changed the filters of the selected view, click "Update view".

All of a type's views are collected in the type settings, in the "Views" section:

"New view" and "Edit" open the description in JSON — this is how boards by field and other kinds are created. "New calendar" opens a preset for a shared calendar on the "Due date" field (due_date), or on the first date field if there isn't one. "Archive" removes the view.

Your objects across all workspaces

The workspace switcher has an "All workspaces" item: "All objects" from your workspaces as a table or calendar, with "Assignee" and "Type" filters. It is described in Flow: all workspaces.

On a phone

The interface works on screens from 360 px. The table is shown as cards, the left column opens with the menu button, and board cards are moved through the card menu.

What's next

• Flow: the object card — everything about a single object.

• Flow: timeline — due dates and dependencies on a time scale.

• Flow: CSV import and export — exporting a list to a file.

• Flow API: query language and search — the same queries through the API.