Filters, saved views and the 3-week lookahead

Filters narrow what the grid and the Gantt show, so you can look at just the next three weeks, one crew's work, or what is about to turn critical. A filter only changes your view: the project itself is untouched, teammates keep seeing everything, and filtering never counts as a change to the project.

Where to find it#

The Views button on the editor's toolbar — the funnel — opens the menu. It stays on the toolbar on a phone too.

The 3-week lookahead#

3-week lookahead is one click: it shows the work that isn't finished and overlaps the next 21 days — the superintendent's view. Click it again, or any ticked saved view, to clear the filter. See the lookahead in the glossary.

Filter…#

Filter… opens Filter tasks, where you combine criteria. A task must match every one you set:

• Text — name, notes, quantity or Activity ID.
• Crew — a crew role, such as operator.
• Equipment — an equipment type, such as excavator.
• Progress — Complete, Ahead, On track, Behind or Upcoming.
• Color — one or more color tags, or No tag.
• Dates — a fixed date range, or Next days — a rolling window of the next so many days from today.
• Near-critical — total float at most so many working days: the "what's about to become critical" view. 0 shows the critical path only.
• Hide completed tasks.
• Unstaffed crew only — tasks with crew still needed, entered with a ?. It is the hiring-needs view.

Clear filter on the Views menu takes the filter off.

What you see under a filter#

• Matching tasks stay in their outline: their summary rows still show, in gray in the grid and faded in the Gantt, and each matching row shows a small mark beside its number.
• Row numbers keep their real numbers, so gaps show where rows are hidden, and the status bar reads "N of M tasks (filtered)".
• A filter overrides collapsing: matching work inside a collapsed phase shows, and the collapse arrows do nothing until you clear the filter.
• Editing still works — cell edits, indenting, pasting, the fill handle and changes to many rows at once. Filter, press Ctrl+A, then edit them all together.
• Moving rows — dragging or Alt+↑ and Alt+↓ — is switched off, because rows next to each other on screen may not be next to each other in the schedule. Dragging a row number says "Clear the filter to reorder tasks".
• Ctrl+F finds only visible rows while a filter is on.

Saved views#

Save current view… names the current filter, the columns you are showing and the Gantt's zoom as a one-click saved view. Saved views appear in the Views menu; pick one to apply it, and pick it again to clear its filter. With a saved view applied, the menu also offers to delete it.

Signed in to a company account, your saved views follow your account to any device; without one, they stay in that browser. The filter itself also survives a reload, for each project.

Printing and exporting a filtered view#

With a filter on, the PDF dialog gains Print filtered tasks only, with a count such as (12 of 80). It is on by default, and it starts the date range from the filter's window — so lookahead → PDF… gives a one-page lookahead sheet cropped to those three weeks. A project in Draft prints with a "DRAFT — not published to crews" line.

The CSV and Excel exports ask the same question in a small dialog, also on by default. Exported rows keep their original row numbers. The Excel cash-flow sheet always covers the whole project, and the MS Project XML export is always the complete project — MS Project needs every task and link. See Print and export.

Who can use it#

Admins and Editors, in the editor. Each person's filter and saved views are their own. See Who can see and do what.

Good to know#

• There is no sorting or grouping, on purpose: the order of tasks is the schedule — it drives the row numbers in links and where a dragged row lands — and the outline is the grouping.
• The Reports page has its own crew and equipment lookahead across projects — see Crew and equipment reports.