---
title: "Organize Your Inbox"
slug: "organize-your-inbox"
updated: 2025-03-26T20:02:42Z
published: 2025-03-26T20:02:42Z
canonical: "docs.processmaker.com/organize-your-inbox"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Organize Your Inbox

> [!TIP]
> [**Plan Availability:**](https://www.processmaker.com/products/pricing/) ![Professional](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Professional.png)![Enterprise](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Enterprise.png)

  

## Filter Information in Task and Case Lists

[Task list](/v1/docs/tasks) and [Case list](/v1/docs/requests-and-cases) can be filtered using several criteria. Watch the following product tour to learn how to create filters and find the tasks you need:

[Embedded content](https://demos.processmaker.com/embed/mAPzLQv2gzG4sgIZwJh_a?embed_v=2)

Follow these steps to filter your case or task list:

1. View your [Task list](/v1/docs/tasks) or [Case list](/v1/docs/requests-and-cases).
2. Hover over a column header, and click the three dots. This opens a window displaying the filter criteria.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image(80).png)
3. Click **sort ascending** to sort data in alphanumeric order or sort in chronological order if the data is dates/times.

![Sort Ascending Column](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Sort%20Ascending.png)
4. Click **sort descending** to sort data in alphanumeric descending order or sort in inverse chronological order if the data is dates/times.

![Sort Descending Column](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Sort%20Descending.png)
5. In the **Filter the column** section, from the **Operator** setting, select one of the following according to the data type:
  - If the column data type is a number or a date, select of these operators: **=**, **<**, **<=**, **>**, **>=**, **between**, **in**, **contains, regex**.
  - If the column data type is a string, select one of these operators: **=**, **in**, **contains**, **regex**.
  - If the column is a task status, select one of these operators: **=**, **in**.
6. In the **Type value** setting, enter the criteria for the filter. For example, the process or recipient name.
7. Click **+** to add a filter column. Then, select **And** or **Or** from the **Select an Operator** setting.
8. Click **Apply** to filter the Case or Task list based on the selected criteria. For example, if you filter for processes containing the word `purchase`, the results display as follows:

![Column With Filters](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Column%20With%20Filters.png)
9. Otherwise, click **Cancel** to close the window without any changes.
10. Click **Clear** to remove all previous filters.

> [!WARNING]
> From the case list, a filter can not be created on the **Task** column.

### How to use Regex?

Regular expressions, or regex, are patterns composed of characters and symbols used to find specific sequences in text. For an introduction to regex syntax, check out this [primer](https://setapp.com/how-to/regex-quick-start). To practice and refine your regex skills, [RegExr](https://regexr.com/) is an excellent tool, offering interactive examples and a platform for testing your patterns.

Example 1Example 2

Follow these steps to filter cases that have a number in their process name.

1. From a list of cases, go to the **Process** column.
2. Click the ellipses to the left of the column to view filter options.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/f78f42a2-2d17-41a5-b1dd-c913b3c8fa6c.png)
3. From the **Operator** setting, select **regex**.
4. In the **Type value** setting, enter the regex pattern `\d`.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/62d2093b-1ae6-4220-97a9-d6bb413576f7.png)

Only process with a number in their are displayed.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/af022ab7-bdbd-4860-a525-5b91b51257e0.png)

Follow these steps to filter cases that start with 12 in the case number.

1. From a list of cases, go to the **Case #** column.
2. From the **Operator** setting, select **regex.**
3. In the **Type value** setting, enter the regex pattern `(12)+`. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/f1176a4d-14f1-43df-8a49-23a458adc3dc.png)

All case numbers starting with `12` are displayed.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/1a7cb438-985f-41f3-ad90-c57c88e1a5b0.png)

---

## Reset Columns in Case List

The **Reset Columns** feature allows users to quickly revert any changes made to the column configuration in the Case list and restore the default layout. This improves workflow efficiency by eliminating the need to manually undo adjustments such as resizing, rearranging, or hiding columns.

> [!NOTE]
> This option only resets column configurations (order, width, visibility). It does **not** affect a Saved Search or data within the Case list.

Follow these steps to restore the Case list to its default settings:

1. View your [Case list](/v1/docs/requests-and-cases).
2. Modify the list by resizing, hiding, or rearranging the columns to suit your preferences.
3. Click the ellipses to the left of a column header to view filtering options.
4. Click on **Reset Table** to restore default settings. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Reset Case Table.png)
5. The table will immediately return to its original default layout.

---

## Customize Task and Case Lists

Learn how to add/remove columns from Task and Case lists effectively by customizing icons, columns, and sharing options.

**Permissions**

Your user account or group membership must have the following permissions to display the **Configure** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/dcd563ae-2002-4250-be6d-43064bd80ee3.png):

- [Screens: Edit Screens](/v1/docs/permission-descriptions-for-users-and-groups#screens)
- [Groups: View Groups](/v1/docs/permission-descriptions-for-users-and-groups#groups)
- [Users: View Users](/v1/docs/permission-descriptions-for-users-and-groups#users)

These permissions are enabled by default for all new user accounts. A user account with Super Admin permissions also has these permissions.

Follow these steps to customize your case or task list:

1. View your [Case list](/v1/docs/view-requests) or [Task list](/v1/docs/tasks#view-tasks).
2. Click the **Configure** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/dcd563ae-2002-4250-be6d-43064bd80ee3.png) at the top right of the list. The **Configuration** tab displays.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/5f4e6d42-d761-4709-a73c-10920f31ebe3.png)
3. Edit the following information in the **Configuration** tab about your list as necessary:
  - **Name:** The **Name** setting displays the name of your list.
  - **Icon:** Click the **Icon** drop-down menu to select one of the available images. Otherwise, use the **Upload Custom Icon** button to use a custom image. ***Note***: The icon must not be larger than 2 KB.
4. Click **Save**.

### Configure the Columns

Follow these steps to add/remove columns from the list:

1. Select the **Columns** tab to view active and available columns.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/a5c06b5e-40b1-46f0-90cd-8f3f3af667b3.png)
2. The **Active Columns** section shows the columns currently displayed in the case/task list. The order from top to bottom in this section corresponds to the left to right order in the case/task list.
3. Click the ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/b6926825-2e1a-47c0-91d5-0e412f763787.png) icon to remove a column from the **Active Columns** list.
4. To add a new column, drag it over from the **Available Columns** list.
5. Click, hold, and move active and available columns up or down to change their order in the list.

**Edit a Column**

1. Click the **Configuration** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/b6cefa32-dac0-4950-9e00-9c69514123f4.png) next to a column name in the **Active Columns** list.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/29e0488b-148d-4930-b6fc-375020014de3.png)
2. In the **Label** setting, edit the column label to display as the column header.
3. When editing a default column, such as Case #, additional settings are read-only. For custom columns, you can modify the following settings:

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/68ed8dc4-e61f-4f44-b132-2014341e3213.png)
  - In the **Field** setting, edit the key name that represents the value of this column in Case data. The `data.` prefix indicates that what follows is derived from Case data. To find the necessary key name, view the Data tab in the summary of a completed Case. For example, use `data.employeeId` for a case variable named employeeid.
  - From the **Format** dropdown, select the data type of the column.
  - Use the **Sortable** toggle key to adjust whether the column can be sorted in search results.
4. Click **Save**.

****Add a custom column****

Use the **Add Custom Column** screen to add a column that is not displayed in the list.

1. Click the **Add Custom Column** button at the bottom of the **Available Columns** list.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/11cf82be-77a5-419a-a36c-0c4156de631a.png)
2. In the **Label** setting, edit the column label to display as the column header.
3. In the **Field** setting, edit the key name that represents the value of this column in Case data. The `data.` prefix indicates that what follows is derived from Case data. To find the necessary key name, view the Data tab in the summary of a completed Case. For example, use `data.author.name` for a case variable named "name".
4. From the **Format** dropdown, select the data type of the column.
5. Use the **Sortable** toggle key to adjust whether the column can be sorted in search results.
6. Click **Save**.

**Reset the columns**

1. If it is necessary to reset the columns in your list to the default layout, click the **Reset to Default** button located at the bottom left. Doing so displays the **Reset to Default screen**.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image(78).png)
2. Click **Confirm**.

---

## Share with Users and Groups

Follow these steps to share the customized case/task list with other users or groups:

1. Click the **Shared with Users** tab.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/68acef19-923a-46d3-8f80-05aecb128e0a.png)
2. Adjust the toggle for each user you want to share your list with. When the toggle key is enabled, the user can use your list, but cannot configure, hide, or delete it.
3. Click **Save**.
4. Click the **Shared with Groups** tab.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7eef1a98-f8ce-4e1c-96ce-459549ebfe49.png)
5. Adjust the toggle for each user you want to share your list with. When the toggle key is enabled, the user can use your list, but cannot configure, hide, or delete it.
6. Click **Save**.