Manage Items Module

Creating & Sharing Views

Save a filtered, sorted, columned slice of the Manage Items table as a view — keep it private, share it with coworkers, or share it with customer companies through the support portal — and understand how permissions work.

A view is a saved combination of your filters, sort, and columns (and search). Instead of rebuilding the same slice every time, you save it once and return to it — or hand it to someone else — in a single click. Views are how a daily triage list, a program roll-up, or a client status list becomes reusable.

The Views control

The Views control in the toolbar lists your saved views. From it you can:

Apply a saved view — the table instantly takes on its filters, sort, and columns.
Save the current setup as a new view.
Manage existing views (rename, change visibility, copy a link, or delete).

Saving a view

With the table filtered and arranged the way you want, open Save view. You'll set:

Name — required; what teammates pick from the list.
Description — optional; a short note on when to use it.
Visibility — who can see the view (below).

The dialog offers Save view for a brand-new view, Update view to save changes back to the view you have open, or Save as new view to branch the current setup into a separate view.

Visibility: who can see a view

Visibility	Who can see it
Visible only to you	Only you. A private working view.
Visible to coworkers	Anyone in your organization.
Visible to portal customers	Signed-in requesters of the customer companies you choose, through the Customer Support Portal.

External sharing is unique to Manage Items

The Visible to portal customers option is offered only in the Manage Items module. Other places you can save views (such as boards) offer private and coworker visibility only.

Setting a view to Visible to portal customers shares it through the Customer Support Portal. Under Portal audience you choose either:

All companies — Visible to signed-in requesters of all portal companies.
Specific companies — Visible to signed-in requesters of the selected companies.

Recipients sign in to their portal and find the list under Shared lists. They see only lists shared with their own company. Full walkthrough: Shared Lists.

Public links have been retired

This option used to be Visible outside the organization, and it produced a public URL anyone could open without signing in. That is gone. Old /stored-view/... links now show a retired-link page and serve no data at all.

If you relied on public links, re-share those views with a portal audience and make sure your recipients are requesters of a company with portal access.

What viewers actually see

A coworker opening a Visible to coworkers view sees the matching items they already have permission to see — per-person sharing still applies. A portal customer sees the matching items for their company, read-only, with staff-only signals such as Customer Rank and Importance stripped out. Scope the view's filters to exactly what the customer should see.

Managing saved views

Each view in the list has three controls:

Copy link — copy the view's link.
Edit view — change its name, description, or visibility.
Delete view — remove it.

Edit and Delete are available only on views you're allowed to change (see permissions below); when they're not, the control is disabled with a tooltip explaining what's needed.

How permissions work

Views are governed by your organization role (see Roles & Permissions):

Creating and sharing a view — including publishing one externally — requires the create saved views permission. Any role that can create views may also choose any visibility, so publishing carries no separate gate. (The default Member and Admin roles can create views.)
Editing or deleting your own views requires the manage your own saved views permission.
Editing or deleting someone else's view requires the manage all saved views administrative override. Without it, you can apply and copy another person's view, but Edit and Delete stay disabled.

Published views are protected from other editors

Because changing another member's view requires the admin override, a coworker can't quietly alter a view you've published to a client. Only its author (or an administrator) can edit or unpublish it.

Finding & Filtering Items

Search, filter, sort, and choose columns in the Manage Items module to narrow a cross-project table down to exactly the work you care about.

Item Hierarchy