In a long list, the filter bar shows only the rows that match the conditions you set, and each column's heading sorts by it. Nothing you do here changes the list itself.

Who can do this

Everyone in the workspace — Admin, Editor and Viewer.

Steps

Filter

  1. Select Lists in the bar at the top of the page, and select the list's name to open it.

  2. In the bar headed Show rows where, select + Add condition. A condition appears on the first column.

  3. Choose the column in the first menu.

  4. Choose the comparison in the second menu. What is offered depends on the column's type:

    Column type Comparisons
    Text is, is not, contains, is empty, is not empty
    Number is, is not, greater than, less than, at least, at most, is empty, is not empty
    True/false is, is empty, is not empty
    Date and time before, after, is empty, is not empty

  5. Type the value in the last box — a date as 12/09/2026, a true/false as yes or no. is empty and is not empty need no value.

  6. To narrow further, select + Add condition again. Rows must match every condition.

The grid shows only matching rows, and the bar says 42 of 1,163 rows match. To remove one condition, select the × beside it; to remove them all, select Clear.

Sort

  1. Select a column's heading. Rows sort by it, smallest or earliest first, and an ↑ appears.
  2. Select it again to sort the other way (↓).
  3. Select it a third time to go back to the order the rows were added.

What happens next

The filter and sort last while you are on the page. Export CSV writes the rows the filter shows. The list, and every workflow that reads it, is unaffected: The filter is for looking, not for saving. It narrows what you see here and what Export CSV writes. A step that reads this list has its own conditions, set in the step.

Good to know

  • is on a Text column is exact, capital letters included. contains ignores capitals: rohan finds Rohan Mehta.
  • is not includes empty cells — rows with nothing in that column count as "not" the value.
  • Dates are read day first, in your own time zone: 12/09/2026 is 12 September 2026.
  • Empty values sort last, whichever way you sort.
  • Rows show a page at a time. The number per page is your own setting; use the page buttons under the grid to move between pages.
  • Show me these rows, after a refused column change, opens the list filtered to those row numbers; the bar shows rows 14, 27, 31. Select Clear to see every row again.

If something goes wrong

What you see Why What to do
No row matches — Nothing in this list fits those conditions. No row matches every condition. Select Clear the filter, or change a condition.
A date condition finds nothing you expected The date was read day first. Write it as day/month/year: 12/09/2026.