Filter tasks and manage task views

Once you’ve created tasks, you can filter your tasks based on properties and save filters as views to revisit. This also includes tasks created from the campaigns tool. 

Learn more about how to:

• Create tasks
• Complete tasks
• Edit or delete tasks

If you're using a mobile device, learn how to use tasks in the HubSpot mobile app. 

Standard task views

The first time you navigate to the tasks index page, there are a set of default views based on common filters. All your tasks views will automatically include the criteria Assignee: Me, which means only your assigned tasks are shown.

• All: the full list of your assigned, uncompleted tasks. This is the view that opens by default when you navigate to the tasks index page, but you can edit your default view.
• Completed: the full list of your assigned, completed tasks.
• Due today: your assigned, uncompleted tasks with a due date of the current date.
• Overdue: your assigned, uncompleted tasks with a due date before the current date.
• Upcoming: your assigned, uncompleted tasks with a due date after the current date.
• Most engaged: your assigned, uncompleted tasks for which an associated contact has a value for the Last engagement property.

You can edit the filters of standard views or create your own views with custom criteria. 

Filter tasks and save task views

You can filter tasks based on specific criteria and save filters that you revisit often as views. For example, create a view of tasks associated with contacts that had recent engagement.

Create a task view

To create a new task saved view:

1. In your HubSpot account, navigate to CRM > Tasks.
2. Click + Add view. 
3. Click Create new view. 
   
   
4. In the pop-up window, enter a name for the view and select the audience for it. 
5. Click Confirm. 

Add filters to a task view

To add or change filters in the view, use the property dropdown menus at the top of the table, or set up advanced filters based on other task properties.

1. In your HubSpot account, navigate to CRM > Tasks.
2. Click the tab of the view. To open a view not shown as a tab, click + Add view, then select a view from the dropdown menu.
3. You can filter by the following default menus: 
   • Assignee: filter based on the user assigned to the task.
   • Task type: filter based on the type of task, one of Call, Email, or To Do.
   • Due date: filter based on their due date. Select a relative time based on today (e.g., Tomorrow, Next month).
   • Queue: filter based on if the task is included in a specific queue.
4. To filter by other properties, click More filters. In the right panel:
   • Select the property you want to filter by. If there are existing filters, click AND, then select a property.
   • Set criteria for the selected property, then click Apply filter. Learn more about setting criteria.
   • To add another property to the same group of filters, click AND. When you set multiple filters, tasks must meet all of the criteria to be included in the view. 
   • To remove an existing filter, hover over the filter, then click delete Delete. 
     
     
5. To save the current filters, click Save view. In the pop-up box: 
   • To save the filters to the existing view, click Save. Only the user that created the view and Super Admins can update an existing view's filters.
   • To save the filters as a new view, click Save as new. In the dialog box, enter a view name, select the audience, then click Save.
     
   • To reset the current view to its original saved filters, select Reset. This will remove any new filters you've applied.

Once tasks are organized into a view, you can complete those tasks back to back or export the tasks.

Manage task saved views

1. In your HubSpot account, navigate to CRM > Tasks.
2. To reorder your views, click and drag a tab to a new position.
3. To set a default view, click and drag the view's tab to the left most position. This view will be the first tab to appear each time you navigate to your tasks. 
4. To close a view, click the X on the view's tab. You can reopen the view from the Add view dropdown menu or the All Views page. 
   
   
5. To change the properties shown as columns in a task view, in the top right of the table, click Edit columns. Edit the columns, then click Apply. Learn more about customizing view columns.
6. To manage all saved task views, click All views. On the All Views page, your own custom task views are shown. 
   
7. On the All Views page, you can clone, edit, export, or delete all custom task views. To do so, hover over a task view, click More, then select an option:
   
   • Rename: update the name of the view. In the dialog box, enter a name, then click Save.
   • Delete: delete the view. In the dialog box, click Delete to confirm. The view will be deleted, but the tasks included in the view will not be deleted.
   • Manage sharing: update which users have access to the view. In the dialog box, select to make the view private, share it with your team, or share with all users in the account. Click Save to confirm.
   • Clone: clone the view. In the dialog box, enter a name for the cloned view, then click Save. A new view will be created with the same filters.
   • Export: export the tasks in the view. In the dialog box, enter a name for the export, select the file type and the data to export, then click Export.

Please note: you cannot rename, share, or delete the standard task views.