Lists, tables and boards
Every entries page (All items, Projects, Tasks and Knowledge) shows your entries in a view you choose. Most pages have List and Table. Tasks adds Board and Calendar. Ultrathink remembers the view you picked for each page.
Switch views with the buttons in the page header.
The list view
The list is the quickest to scan. Each row has a tick box, the entry’s type icon (or a status circle for a task), its title, its topics and people, and how long ago it was captured, such as “3d”. Click a task’s status circle to mark it done.
- Click a row to open it in the detail panel.
- On All items, Projects and Knowledge, the list is grouped by date: Today, Yesterday, Earlier this week, Earlier this month, then each month.
- On Tasks, the list is grouped by board column.
To turn the grouping off, open Display options and set Group list by to None.
The table view
The table shows one row per entry with columns you choose. The foot of the table says how many entries are showing.
Columns
| Column | Shows |
|---|---|
| Row number | The row’s place in the list as you see it |
| Star | Whether the entry is starred. Click to star or unstar |
| Quick complete | A status circle for tasks. Click to mark done or reopen |
| Title | The title, with the AI’s progress while a new entry is processed |
| Type | Link, Note, PDF, Screenshot and so on |
| Status | The task’s status (Tasks) |
| Due | The due date and time (Tasks). Red when late |
| Waiting on | Who the task is waiting on (Tasks) |
| Notes | The start of your notes or the captured text |
| Entity | Project, Task, Knowledge or Unclassified |
| Topics | The entry’s topics |
| People | The people on the entry |
| Captured | When you saved it |
| Modified | When it last changed |
To choose columns, click + at the end of the table header, or open Display options. The title is always shown.
- Drag a column heading to move it.
- Drag the edge of a heading to make it wider or narrower.
- Reset order and widths puts them back.
- Click a heading to sort by that column. Click again to reverse.
Row numbers count down the table in the order you see it, however you have sorted or filtered it. Turn them on in Settings > Grid > Row numbers, or from the + menu.
Settings > Grid also controls the star, topics and people columns, the two date columns, alternate row colours, the date format, the refresh button and the entry count. See Entities, content types and grid.
Sort order
Open Display options and use Order by: Date captured, Title, Type, Entity, Category, Due date or Starred. The arrow beside it switches between ascending and descending. Newest first is the default.
Density
Display options also has Density: Compact, Comfortable (the default) or Spacious. It changes the spacing across the whole app, the same setting as in Settings > Appearance.
Select and delete entries
You can delete several entries at once.
- Tick the box at the start of each row. In the table, the box in the header selects every entry showing, so filter first if you only want some.
- In the list, press Space on a highlighted row to tick it.
- The foot of the page shows how many are selected, with Delete and Clear.
- Click Delete. A message asks you to confirm with the number of entries.
Deleting cannot be undone.
Only the owner of an entry can delete it. If your selection includes entries shared with you by someone in your organisation, they are skipped, and a message says “Only the owner can delete shared entries”.
To delete one entry, click the cross at the end of its row in the table, or use Delete entry in the detail panel’s More menu.
Delete is the only action for a selection. To change topics or the entity, open each entry.
Moving with the keyboard
| Key | What it does |
|---|---|
| Up and down arrows | Move between rows |
| Enter | Open the highlighted row |
| Space | In the list, tick the highlighted row. In the table, open it |
| J and K | Open the next or previous entry in the detail panel |
J and K follow the page’s own order, including your sort, filters and grouping. Switch them off in Settings > Appearance > Interface. See Keyboard shortcuts.
New entries and the AI
While the AI works on a new entry, its row in the list or table shows an orange band at the start of the title saying what it is doing: Writing a title, Summarising, Classifying, Linking or Finding similar. The title, summary and topics arrive as each step finishes.
Until the AI has decided what the entry is, it does not show as Unclassified. It says Unclassified only if the AI has finished and left it unfiled.
Switch this off with Show the AI at work on new entries in Settings > Appearance > Interface.
The similar lens
Turn on Light up similar entries on hover in Settings > Appearance > Interface. Then, when you point at an entry in a list, table or board, its similar and linked entries stay lit and the rest dim. It is off by default.
The board and the calendar
The Tasks page also has a kanban board and a calendar:
Starring
Click the star on a row, or in the detail panel, to star an entry. Filter by Starred to see your starred entries. On Pro, starred entries also appear on the work plan.