Documentation.

Tables and views

Recipes for exceptions tabs, boards, formula flags and the keys that speed up tables.

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Who is this for
Everyone

Four recipes for making a table show what you need. Your workspace may use different names for some modules.

Why use it

A saved tab can keep a view current on its own, show the same records as a board, and flag the rows that need you. You set it up once and open it each week.

Example: A programme manager on Self-Service Modernization saves a Projects tab of work ending in the next 30 days, with Red projects coloured, and opens it before each review.

Recipes on this page

Keep an exceptions tab for your weekly review

A tab that stays current and colours the rows that need you. Good for anyone who checks the same list each week.

  1. Open Projects and click the plus button at the end of the tab row (Add view). Choose Start from defaults, enter the Tab name "Ending soon" and click Add.
  2. Click Filter. On End date, choose within next, enter 30 and pick days. Click Apply.
  3. Open Customise and switch to the Highlights tab. Click Add.
  4. Pick the Health column, the condition is any of and the value Red. Choose Row and a background colour, then click Add.
  5. Click Save changes and choose Save tab.
  6. Optional: right-click the tab and choose Set as active tab, so it opens first whenever you come to Projects.

The tab shows projects ending in the next 30 days, with the Red ones coloured, and the window moves on by itself each day. Highlights take the same conditions as Filter, such as in the past and is empty. See Filter, sort and group, Customise your table view and Create and manage tabs.

See the same records as a board and a list

A board for moving work along and a list for detail. Good for teams that run stand-ups from Gembaa.

  1. On a page such as Projects or Tasks, open a tab of your own, or create one with Add view.
  2. Open Customise and change Visualisation from List to Kanban board.
  3. Under Card fields, click Add field and add the fields you scan most, such as Health, End date and Budget.
  4. Optional: set Group by to add lanes, for example by manager.
  5. Click Save changes and choose Save as new tab. Name it "Board".

The tab you started from keeps its list. List or board is saved per tab, so you switch with one click. Drag a card to another column to change its status.

See Customise your table view.

Flag late projects with a formula

A Yes or No column that marks projects past their end date that are not closed. A highlight on End date alone also colours finished projects; a formula can check both.

  1. Ask your admin to add the Late project flag formula to Projects. It is a ready-made recipe in Common formulas.
  2. On your exceptions tab, click Filter and set Late project flag to is yes. Click Apply.
  3. Optional: add a highlight on the same column, with the condition is yes, so late rows stand out.
  4. Click Save changes and choose Save tab.

A formula reads one record and one field of a record it links to. For totals across many records, ask for a different calculated field:

You wantAsk for
A value worked out from this record's own fields, such as days overdueA formula
A total from child records, such as a program's budget from its projectsA field in rollup mode
How linked records spread over a status, such as a program's projects by statusAn Aggregate field

See Formula basics and Field types.

Learn the keys you use most

A few keys you will use every day.

KeysWhat it does
Enter or TabSaves the cell you are editing. Esc discards it.
Ctrl+click a table rowOpens that record in a new browser tab.
Ctrl+Shift+← / →Moves the focused tab or column header left or right.
Shift+arrow keysExtends a selection in the Allocation grid.
Alt+↓Opens the calendar in a date field.
Ctrl+EnterPosts a comment.
L on a selected Gantt barStarts a link (Admins).

On a Mac, use Cmd for Ctrl. Every key is on Keyboard shortcuts.

Go further

Type a feature, a screen or a task, for example “allocation” or “share a view”.