👤 For managers and analysts operating pipes with multiple users
🔐 Available on all plans
🎯 For those who want to stop scrolling to find a card and start seeing only what matters now
When a pipe has dozens of cards in progress, the kanban view stops being a work tool and becomes a panel of noise. You know there is a deadline coming due, but you cannot locate the card. You know there are stalled demands with the same assignee, but you do not see the pattern. The problem is not a lack of information: it is an excess of information without focus.
Filters and views solve this, but in different ways. Knowing when to use each is what determines how fast your team reacts to what is happening in the process.
📖 What you will learn here:
A filter is not a search: when to use each
The search bar is for when you already know what you are looking for. You remember the supplier name, the ticket number, some word in the card title. Search locates that specific card.
The filter is for when you want to see a set of cards that share a condition. You are not looking for a card: you are defining a perspective of the process. "All overdue cards." "Everything with Ana." "All requests in the approval phase with an urgent label."
Practical rule: use search to find a specific card. Use the filter to operate the process.
How to filter cards by assignee?
When the process involves more than one person, knowing what is in each person's queue is part of management.
To filter by assignee:
- Click the filter icon at the top of the pipe.
- Add the Assigned to condition and select the team member.
- The displayed cards update automatically.
If you want to see the queue of more than one assignee at the same time, add a second condition with OR and select the second member. The filter supports up to 5 conditions in total, combining rules with AND and OR according to the logic you need.
This view is especially useful in follow-up meetings: instead of discussing the process in general, you look at what each person has and decide right there what needs attention.
How to see only overdue cards?
Overdue cards are those that have a deadline date set and have already passed that date without being completed.
To filter them:
- Click the filter icon.
- Add the Due date condition — or the date field configured in your pipe as the delivery deadline.
- Select the is before condition and enter today's date.
The result shows only the cards with an expired deadline, regardless of the phase they are in. There is no native "Overdue" condition: the rule needs to be built manually with the Due date field and the "is before" condition with the current date.
If your pipe uses a custom date field instead of the standard deadline field, the same reasoning applies: filter by that field with the condition of a date before the current day.
How to keep a filter applied without reconfiguring every time?
In Pipefy, the applied filter persists while it is active: it does not disappear when you navigate between cards or refresh the page. To remove it, just click Delete all in the filters panel.
After configuring the filter conditions you want to keep:
- Click Apply the conditions in the filters panel.
- The filter stays active and visible at the top of the pipe. To reuse the same configuration, keep the pipe open with the filter applied or configure the same fields again when needed — the process is fast once you know the right conditions.
- To clear the filter and go back to seeing all cards, click Delete all in the filters panel.
The applied filter updates the view in real time. If a card starts meeting the defined conditions, it appears automatically. If it stops meeting them, it leaves the list.
How to use the List view to track volume and sort by deadline?
The Kanban is good for seeing where each card is in the process. The List view is better when you need to compare, sort and analyze volume.
To access the List view, click the List tab in the pipe's top navigation, next to Kanban.
In the List view, you can:
Sort by deadline: click the date column header to sort the cards from most urgent to most recent. The overdue ones and those due today automatically rise to the top.
Choose which columns to display: add or remove columns according to what matters. To track volume and deadline, phase, assignee and delivery date cover the essentials.
Select and act in bulk: select multiple cards and an action bar appears at the bottom of the screen. You can move them all to another phase, edit any field in bulk — assignee, due date, labels or the pipe's custom fields — or delete the selected cards.
The List view with an active filter is the most practical operational panel for daily process tracking.
How to create a view for each role in the team?
A process has different perspectives depending on who is looking. The manager needs to see delays and bottlenecks. The analyst needs to see their own queue. Leadership needs to see volume and distribution.
Instead of leaving each person configuring filters on their own, create saved views oriented by role and leave them available in the pipe. Some that work in most processes:
For the manager: overdue cards + cards without an assignee. Shows what is at risk and what is abandoned.
For the analyst: cards assigned to me + phases in progress. Shows the work queue without the noise of what has not arrived yet or is already completed.
For volume tracking: all open cards, sorted by entry date in the List view. Shows the entry pace and the distribution across phases.
Each of these views can be saved with a clear name and accessed by any member with access to the pipe. This standardizes the team's view of the process and eliminates the time spent trying to build the right view at meeting time.
Before moving on, confirm that you know:
☐ The difference between search and filter — and when to use each
☐ How to filter by assignee and combine conditions with AND / OR
☐ How to filter cards with an expired deadline
☐ How to keep a filter applied and clear it when needed
☐ How to access the List view and sort by deadline
☐ How to create different views by role in the team
