Open the Group control in the toolbar, pick any field and a display order, and records are arranged under group headings in that view. Nest up to 3 levels, collapse groups, and a new record added under a group takes that group's value.
Plan Availability | All plan types |
Permissions | General Access, Solution Creators |
Platform | Web |
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The Group control is in the Report Toolbar and is available in Grid, Card, Calendar, Timeline and Map views.
The Group control is available in these views:
Grid
Card
Gantt
Calendar
Timeline
Map
However, it is not available in Kanban View. Kanban automatically groups records based on specific field types, such as Status fields or Single Select fields, using its “Column Grouping” and “Swimlane Grouping” settings.
How do I group records?
Select any field within the Group control and the associated display order to dynamically rearrange records. Grouping display order options are based on the field type selected:
Text-based fields are ordered alphabetically (A to Z, Z to A)
Numeric & Date Fields are ordered ascending (1 to 9) or descending (9 to 1)
Values list fields such as Single Select are ordered by the position of values in the list (First to Last, Last to First). For example, consider a Status field with Backlog, In Process, Ready for Review, and Complete values. Selecting "First to Last" will group and order all records with Backlog values first since it is the first option in the Status field value list.
Nested groups
Create nested Groups to further organize records:
NOTE: SmartSuite currently supports up to 3 levels of grouping
How does grouping work in Grid View?
The Column Control in Grid View provides an option to quickly Group by the column (field).
⭐️ Pro Tip: The ability to collapse and expand record groupings helps, particularly when working with large data sets.
Expand and collapse groups
You can collapse and expand grouped records by clicking on the group field name, or Collapse All button in the Group control.
New records take the group value
Grouping provides a shortcut when adding new records in Grid View. When you click the + beneath a row in the grid, the new record will automatically take the grouping values.
How does grouping work in Card View?
Visually order cards in Card View using the same Group control in the Report Toolbar.
How does grouping work in Timeline View?
Record groupings are displayed on the left side of Timeline View and also reflected in the cards within the Record Listing panel on the right.
How does grouping work in Calendar and Map views?
Groups don’t impact the Calendar or Map itself, rather it groups the records in the Record Listing panel in Calendar View and Map View while the records remain static on the view.
How does grouping work in Gantt View?
In Gantt View, grouping organizes tasks based on a specific parameter, such as Project, Owner, or Status, making it easier to track related tasks.
Group Bars: When tasks are grouped (e.g., by Project), a summary bar appears above each group, showing the overall timeline. In the example, projects like Avon Product Line Launch have their own bars.
Tasks Within Groups: Related tasks are listed below the group bar, displaying their individual timelines. For example, tasks like Business Requirement and Technical Requirements appear under the Avon Product Line Launch.
Timeline Overview: Group bars give a quick view of the project’s duration, while tasks show detailed timelines and dependencies.
What are common ways to use grouping?
Departmental collaboration
Scenario: The Marketing team manages campaigns and projects across various departments.
Solution: Use grouping to organize tasks by project phase or campaign type for better visibility.
Project milestone tracking
Scenario: A product team tracks milestones across several projects.
Solution: Group records by milestone status (e.g., In Progress, Completed) to monitor progress at a glance.
Location-based assignments
Scenario: A sales team operates across different regions.
Solution: Group opportunities by region for follow-ups and reporting.
Frequently asked questions
How do I add grouping to a list of tasks?
Open the view, click Group in the toolbar and choose the field (for example Status or Assigned To). In Grid View you can also open a column's menu and group by that column.
Can groups stay collapsed?
Click Collapse All in the Group control or click a group name to collapse it. There is no rule-based collapse; use a filter if you want some records hidden.
How many levels can I nest?
Up to 3.
Can I group by a calculated condition?
Group by any field, including a Formula field. Put the condition in a formula and group by that field.
Can I change the grouping on a locked view?
Only members allowed to edit the locked view can change it. Create your own view for a different grouping.
Last verified 21 Oct 2026 against this article as Product wrote it in Feb 2025 (3 levels, per-view behavior) and the pricing page (Locked Views)