Working with the Table View

The Table View

The Table View is one of three view modes (Table, Kanban, Gantt) and provides a spreadsheet-like display of your workspace with its hierarchical lists of activities, deliverables, milestones, budget, expenses, participants, and all other properties accessible in the Workplan, Participants, Budget, and Expenses sections. This view starts as an empty table and populates as you add data to your workspace.

Similar to a spreadsheet, data here can be managed using filters, customisable columns, and collapsible rows of hierarchical data.

• Hierarchical data
• Fixed columns: Unique identifier and ID
• Customise columns
• Resize columns
• Sorting, searching, and adding filters
• Pagination
• Editing items and action menu
• Bulk editing operations
• Lookup budget/expense items
• Export table data
• Totals and sums
• Remembering your settings

Hierarchical data

The hierarchical data is indicated by an orange or blue triangle to the left of the listing in the ID column. Click on the blue triangle to display the sub-level data, or on the orange one to collapse this list.

Fixed columns: Unique identifier and ID

The leftmost column displays the unique identifier number provided by the system for each item. This number will be the same even when viewed from different screens.

The ID column shows IDs as defined in Settings > Customisation > ID Settings and allows you to fold or unfold branches for hiding/displaying sub-levels with the blue/orange triangle.

Fixed columns, such as the unique identifier and ID columns, are the only columns that can't be changed and will remain in place as you navigate across the table.

The leftmost column showing the unique identifier number is also used for bulk editing by hovering over the unique identifier number, then clicking in the boxes of data you wish to edit, or by clicking on the box at the top of the column to select all items.

Customise columns

Columns can be shown, hidden, and reordered to suit your workflow. Click the Table settings button (at the top right, next to the Export button) to open the Table Settings Sidebar on the right side of the screen.

The sidebar opens on the Edit columns tab, which lists all available columns for the current view:

• Show or hide columns — Each column has a checkbox. Check it to make the column visible in the table; uncheck it to hide it. When you hide a column, any active filter on that column is automatically cleared.
• Reorder columns — Drag and drop columns up or down in the sidebar list to change their display order in the table.
• Search for columns — Use the search input at the top of the column list to quickly find a specific column by name. Non-matching columns are dimmed while matching columns remain fully visible.

You can see all the column options available with their definitions here.

Resize columns

You can adjust the width of individual columns by dragging the column border in the table header. A blue vertical line indicator appears during the drag to show the new position. Column widths can range from 80 to 500 pixels.

Sorting, searching, and adding filters

Sorting

Click on a column header to sort the table by that column. The first click sorts ascending, a second click sorts descending, and a third click removes the sort. A visual indicator in the column header shows the current sort direction.

SmartFilter

Above the table, a SmartFilter bar provides advanced filtering capabilities. Available filter types include:

• Text search — Searches across multiple fields simultaneously.
• Entity-based filters — Filter by Project, Activity, Participant, Cost Category, Cost Class, and more.
• Date range filters — Filter by start date, end date, or custom date ranges.
• Amount range filters — Filter by cost amounts.
• Report-based filters — Filter entries by report assignment.
• Tag filters — Filter by assigned tags.

Multiple filters can be combined to narrow down results. Active filters persist across sessions so you can pick up where you left off.

Pagination

At the bottom of the table, a pagination bar lets you navigate between pages and choose how many items to display per page. Available page sizes are 15, 25, 50, or 100 items per page. Use the arrow buttons to move between pages, or click a page number to jump directly to it.

Editing items and action menu

Click on an item or the "Edit" icon at the right to pull up the sidebar for the item to edit it. Items that are unavailable for editing are shown with a lock symbol (these are items that are locked) or an eye symbol (these are items to which you have Read access rights only).

Bulk editing operations

Use the checkbox column (leftmost) for bulk operations. Click the checkboxes next to individual items, or click the checkbox at the top of the column to select all items on the current page. You can also select all entries across all pages.

When entries are selected, a bulk action toolbar replaces the SmartFilter bar. Available bulk actions include:

• Bulk edit fields (activity, participant, cost category, etc.)
• Bulk delete with confirmation dialog
• Bulk lock/unlock entries (admin/manager only)

Lookup budget/expense items

Easily identify the budget or expense items behind a value in detail by using the lookup icon to find the budget and expense items that lead up to the total value shown. This option is available in the "Workplan", "Participants", and "Analytics" sections. Hover over a value and click the "Magnifier" icon - this will open either a budget or expenses table view filtered only showing the cost of records adding up to the sum shown in the data table where you clicked the magnifier icon.

Export table data

Click the Export button at the top right of the table (next to the column settings icon) to download your table data. Available export formats are:

• Excel (.xlsx) — Includes styled headers and formatted data.
• CSV (.csv) — Plain text format for use in other applications.

The export includes all currently filtered entries (not just the current page) with the columns that are currently visible. The exported file is named with the current date, time, and module name (e.g. 20260320_1415_Budget.xlsx).

Totals and sums

At the bottom of the table, a footer row displays aggregated totals (sums) for numerical columns such as Direct Costs, Indirect Costs, and Total Funding. These totals update automatically when you apply or remove filters.

Numerical row items at the top of the hierarchy show the sum of their sub-items, indicated with the symbol ∑. The sum feature can be turned on or off by opening the Table Settings Sidebar, switching to the Other settings tab, and toggling accumulate totals on or off.

Remembering your settings

All table settings — including visible columns, column order, column widths, sort order, current page, and items per page — are automatically saved in your browser. Each module (Workplan, Budget, Expenses, Participants) remembers its own settings independently. When you return to a table view, your previous layout is restored automatically.