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Create, edit, and share system-wide filters, views, and groupings

Last update: Tue May 27 2025 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Admin

You can create filters, views, and groupings and make them available to users system-wide in your organization.

When you create system-wide filters, views, and groupings as described in this article, users who you share them with can leverage them when viewing their lists. Users can create their own filters, views, and groupings based on those you create, but they cannot directly change them.

Please note that system-wide filters, views, and groupings that you create are different from the default ones that ÃÛ¶¹ÊÓƵ Workfront automatically creates for you in the system. Those default filters, views, and groupings can’t be edited or deleted.

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

table 0-row-2 1-row-2 2-row-0 3-row-2 layout-auto html-authored no-header
ÃÛ¶¹ÊÓƵ Workfront plan Any
ÃÛ¶¹ÊÓƵ Workfront license

New: Standard

Or

Current: Plan
Access level configurations System Administrator

For more detail about the information in this table, see Access requirements in Workfront documentation.

Create filters, views, or groupings

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Click Interface, then click one of the following: Filters, Views, or Groupings.

  3. If you’re creating a filter, view, or grouping, click Add Filter, Add View, or Add Grouping, then select the object type you want to associate the new filter, view, or grouping with.

    Or

    If you’re editing an existing filter, view, or grouping, select it, then click the Edit icon Edit icon .

  4. Configure the filter, view, or grouping.

    For information about available options, see one of the following articles:

  5. Click Save near the lower-left corner.

You can make the filter, view, or grouping available to users in your system. For more information about sharing filters, views or groupings with other users, see the section Make filters, views, or groupings available to users in this article.

Make filters, views, or groupings available to all users make-filters-views-or-groupings-available-to-users

You can choose to show or hide filters, views, or groupings in the system. Visible filters are available for all users system wide. This setting acts like an on/off switch for the entire system, including the Layout Template.

If you want to hide filters, views, or groupings from specific users, we recommend using a Layout Template rather than turning them off system-wide.

NOTE
  • If a user is actively using a filter, view, or grouping and then an administrator disables it, the user still has access until they choose a new filter, view, or grouping. After they choose a new one, they will no longer be able to revert to the hidden one.
  • If all filters, views, and groupings are restricted through the Layout Template or disabled system-wide, the user will see the default options, as the system must display something.

To show or hide filters, views, or groupings:

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Click Interface, then click one of the following: Filters, Views, or Groupings.

  3. (Conditional) Select the filter, view, or grouping that you want to make available to users, then click Enable system-wide.

    note tip
    TIP
    If you want to keep the filter, view, or grouping available for most users but hide it from others, you can use the Layout Template. For more information, see Customize Filters, Views, and Groupings using a layout template.

  4. (Conditional) Select the filter, view, or grouping that you want to hide from users, then click Disable system-wide. The filter, view, or grouping is now hidden from both the Layout Template and users across the system.

Share custom filters, views, or groupings with specific users

These steps explain how to share custom filters, views, and groupings with specific users using the share dialog in the Interface area in Setup. You can grant view or manage access to filters, views, and groupings that you or others create. You cannot share system defaults with users.

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Click Interface, then click one of the following: Filters, Views, or Groupings.

  3. Select the filter, view, or grouping that you want to share, then click the Share icon Share icon .

  4. Begin typing the name of specific users, teams, roles, groups, or companies to share the filter, view, or grouping with, then click the name when it appears in the drop-down list.

    For more information about sharing, see Overview of sharing permissions on objects.

  5. Choose View or Manage next to the name of the user, team, role, group, or company. To fine-tune permissions, click the slider icon and adjust the permissions.

    fine-tune permissions

  6. Click Save. Users that you specified can now interact the filter, view, or grouping when viewing the object type that you associated it with.

Delete filters, views, and groupings

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Click Interface, then click one of the following: Filters, Views, or Groupings.

  3. Select one or more items in the list, then click the Delete icon Delete icon .

  4. In the Delete dialog box that appears, click Yes, Delete it.

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