Lists, tables and boards

Every entries page and view (All items, Projects, Tasks, Knowledge, the built-in views and your own) shows your entries in a view you choose: List, Table, Board, Calendar or Canvas. Ultrathink remembers the view you picked for each page, and the board and calendar options you choose with it.

This page covers the list, table, board and calendar. For the canvas, where you lay out entries as cards on a board you can draw on, see Canvas views.

Switch with the view switch in the page header. It shows the layout you are on; point at it, or tap it, and the others slide out.

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

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.

1. 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.
2. In the list, press Space on a highlighted row to tick it.
3. The foot of the page shows how many are selected, with Delete and Clear.
4. Click Delete. A message asks you to confirm with the number of entries.

Deleted entries go to Recently deleted, at the foot of Organise in the sidebar, for 30 days, with their comments and files. Click Undo on the message to bring them straight back, or restore them from Recently deleted later.

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.

Recently deleted

Recently deleted, at the foot of Organise in the sidebar, keeps every entry deleted in the last 30 days: from the app, the browser extension, the desktop app, the API or an AI tool connected through the MCP server.

• Each entry shows when it was deleted and when it will be removed for good.
• Tick one or more entries and click Restore to bring them back with their comments and files, where they were.
• Delete now removes the ticked entries for good straight away, after you confirm. This cannot be undone.

After 30 days an entry and its files are removed for good.

Moving with the keyboard

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 view

Every page can show as a board: one column per value of a field, with a card for each entry. Open Display options to choose how it is laid out.

• Group board by: This view’s columns (columns of the view’s own, on views you have saved), Shared Kanban columns (your account’s kanban columns), Status, Topic, Person, Waiting on or Entity.
• Swimlanes: None, or a second field, drawn as rows across the columns. A board grouped by status with swimlanes by person shows each person’s work in its own row.

Tasks opens on your shared Kanban columns. Projects, Knowledge and All items open grouped by status. A view you save opens on its own columns: see A view’s own columns.

What dragging a card changes

Drag a card to another column and Ultrathink changes that field on the entry. It shows at once, and goes back with a message if it cannot be saved.

• An entry with two topics, or two people, shows in both columns.
• When there are more than 24 topics or people, the rest share one column at the end. You cannot drop on it.
• Dragging a card to another swimlane changes that field too, in the same move.
• On a board grouped by a field, the cards in each column follow Order by. Only a view’s own columns and the shared Kanban columns keep the order you drag cards into.
• Entries shared with you by a colleague show on the board, but only their owner can move them. On a view’s own columns you can move them too, because where a card sits is kept in your view, not on the entry.
• Click a swimlane’s name to fold it away, and again to open it.
• Long columns show their first cards and draw more as you scroll down. A board with many swimlanes does the same, a few rows at a time.

A view’s own columns

Every view you save can have columns of its own, so the same task can sit in Doing on your Launch board and in This week on your weekly board. Moving a card on one view’s board never moves it anywhere else, and never changes the shared Kanban columns.

• A new view, or a copy of a built-in page, starts with its own columns: a copy of your shared Kanban columns. The first time its board opens, each of its cards takes the place it has on the shared board. From then on the view’s board is its own.
• A copy of one of your views (Clone, or Save as view) takes that view’s columns and cards’ places with it.
• A view saved before version 3.93 (20 October 2026) keeps showing the shared columns. To give it columns of its own, open Display options and set Group board by to This view’s columns, then Save the view to keep that choice.
• A card that comes into the view after its columns were made, such as a task you add later, starts in the first column shown.
• The built-in pages, such as Tasks, always use the shared columns. To give Tasks a board of its own, open the view menu and choose Clone.

Change the columns from the board itself:

A column that sets a status

A column can set a status on each card dropped in it. In the column’s pencil, choose a status under When a card is dropped here. For example, set your Shipped column to Done, and dropping a card there marks the task done. Done and Open use each entry’s own workflow, so they suit a view that mixes tasks and content.

• It is off by default: Leave its status as it is.
• It happens only when a card comes in from another column, never when you reorder cards inside it.
• A status from a workflow the entry does not use is skipped, and a message says why. The card still moves.
• Only the owner of an entry can change its status. A colleague’s card still moves in your view.
• While the filters hide done entries, a column that marks cards done is hidden too.

Undo

Every change to a view’s columns can be undone: moving a card (and the status it set), adding, renaming, recolouring, reordering and deleting a column, and Sort cards by due date. Click Undo in the message that appears, or press Ctrl+Z (Cmd+Z on a Mac) on the board to undo your latest change. Undoing a deleted column brings it back with its cards.

Your changes show at once on every device and tab where the view is open. If one cannot be saved, the board goes back and a message says so.

Moving cards with the keyboard

The calendar view

Every page can also show as a calendar, with each entry on its due date. Use Month and Week at the top right to switch layouts; Ultrathink keeps your choice for the page. To see the entries with no due date, click the button that counts them in the toolbar, such as 3 tasks without a due date.

To reschedule a task or project:

• drag it to another day, and its due time stays the same;
• drag it onto the list of entries without a due date to take the date and time off;
• or Tab to it and press Alt with the left or right arrow to move it a day, or with the up or down arrow to move it a week. The calendar follows it.

Only your own tasks and projects can be moved this way. Other entries show on the calendar but cannot be dragged yet. Change their dates in the detail panel.

For colours, weekends and the other calendar settings, see The tasks calendar.

Starring

Click the star on a row, or in the detail panel, to star an entry and mark it as important. Filter by Starred to see your starred entries.

Related pages

• Search and filters
• The detail panel
• Canvas views