Record coloring by conditions
  • 30 Sep 2022
  • 2 Minutes to read
  • Dark

Record coloring by conditions

  • Dark

Article Summary

Coloring records based on conditions allows you to define rules, and any record that meets those rules will automatically receive the specified color.

Adding a condition to color-code your records

Click the "Color" option in the view bar to color your records by conditions, then choose "Conditions."


When you first open the Conditions dialog, it will have one color and one "undefined" condition (essentially, a condition you haven't set yet).


In the above image, every record meets the "undefined" condition, so every record gets the color applied to it.

The interface for creating conditions and condition groups for coloring is the same as the interface for creating conditions for filtering records. To set an individual condition, you'll need to select a field, an operator, and a comparison value(or values).


To add another condition for a color, click on the "Add condition" button. Adding a second condition will create a condition group, which is a collection of conditions tied together via a conjunction ("And" or "Or"):


By taking advantage of creating and using condition groups, you can create views with deeply customized record coloring:


Clicking on the color swatch for a set of conditions will bring up a color picker with all the Pro plan colors. From this color picker, you can specify the color for a set of conditions.


Adding new colors

To add a new color (and associated set of conditions for that color), click the + Add color option at the bottom of the dialog.


Alternatively, you can duplicate a color and all its conditions by clicking the duplicate button next to a color. (This makes it easier to quickly create lots of conditions that are similar to one another.)


Colors' conditions will automatically collapse to save space as you add more colors and conditions, but you can expand a color to view or edit its conditions by clicking on it.


A record can only have one color —so in the case of a record which matches multiple conditions, that record will receive the color of the first condition it matches, starting from the top of the conditions list.

You can rearrange the colors and their associated conditions by clicking and dragging on a color's drag handle. This will change the priority of the different colors—colors closer to the top of the list of colors will get higher priority than those closer to the bottom of the list.


You can also specify a default color by clicking the "Add default color" option. Any records not meeting the specified conditions for any of the other colors will get the default color.


Not the third color rule in the image below named "Otherwise":


Removing conditions or colors

To remove a condition, click the trash can icon next to that condition.


Click the trash icon next to the color to remove a color (and all its associated conditions


If you're a Pro or Enterprise plan user with creator permissions and you want to ensure that your preferred record coloring conditions won't get accidentally changed, you can lock the view, which will prevent all collaborators from altering a view's configuration until it's been unlocked by someone with creator permissions.

Not sure where to start with defining colors and conditions? Here are just a few ideas:

  • Color tasks that are overdue and not marked as complete an alarmingly bright red
  • Color tasks that have a due date within the next three days and are not marked as complete an eye-catching bright yellow
  • Color completed tasks with a neutral gray, making other records stand out in comparison

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