Share views and lists with your team
Share saved views and lists with everyone in your organization, send a link to exactly what you're looking at, and keep project notes in one place.
Everyone on your team works from the same projects. Sharing makes sure they also work from the same filters, the same lists and the same notes, so nobody chases a job someone else already has.
First, get your teammates in: see Set up your account and invite your team. Starter includes one seat; Professional includes 5 and Enterprise 20.
Personal or shared
Saved views and lists sit in the left sidebar in two groups:
- Personal: only you can see them.
- Shared: everyone in your organization can see them. Items a teammate shared have a small team icon. Hover it to see “Shared by a teammate”.
Share a saved view
New views are shared with your organization by default. To change that:
- In the sidebar, hover the view and click the ⋯ menu.
- Click Make personal (or Share with org to share it again).
You can also use the Shared / Personal button at the top right of an open view. Click it and choose Shared with org or Personal.
Sharing a view is available on every plan. For how to save one, see Saved views.
Share a list
Needs Professional When you create a list from the sidebar, choose Shared with org or Personal under Visibility. Shared is the default on Professional and Enterprise. Lists you make on the fly (with New list… in the Add to list menu, or from a Smart Feed) start Personal.
To change it later, open the list and click the Shared / Personal button at the top, or use Edit. You can also use the ⋯ menu in the sidebar.
On Starter, new lists are Personal and the shared option is locked. If you move to a plan without shared lists, lists that are already shared stay shared.
Your Saved list is always personal. More on lists: Lists.
What teammates can do with shared items
| You (creator) | Teammates | |
|---|---|---|
| Open it and see the projects | Yes | Yes |
| Add or remove projects (lists) | Yes | Yes |
| Pin it to the top of their own sidebar | Yes | Yes |
| Rename it or edit its description | Yes | No |
| Make it personal or shared | Yes | No |
| Delete it | Yes | No |
Teammates see “Only the list creator can edit it” or “Visibility (owner only)” where they can’t make a change.
Send a link
- To a view: click Share in the toolbar above the projects. It copies a link to this exact view with your current filters. Paste it into an email or chat. If the view is Personal, share it first so your teammate can open it.
- To one project: open the project and click Copy link. The link opens that project directly.
Keep notes where the team can see them
Open a project, go to the Timeline tab, type your note and click Add note. You can change the Date if the note is about something that happened earlier, like a call last Tuesday.
Notes are visible to everyone in your organization, and only to them. Only the person who wrote a note can delete it. Notes can be up to 2,000 characters.
Contacts work the same way: a contact your team adds or pins on a project’s Contacts tab is shared. Your Contacts book is personal.
Still stuck? Email [email protected] and a person will reply.