Record coloring is a Pro plan feature that allows you to color-code your records—meaning that you can quickly discern meaningful distinctions between records more easily, without having to dig into the details. You can apply color to records by matching the color of the record to the color of an associated single select field, or automatically color records using custom filtering conditions.
Record coloring is applied at the view level, meaning that each different view can have its own unique record coloring configuration. You can apply record coloring to calendar views, grid views, kanban views, and gallery views.
There are three ways to apply record coloring:
- By select field
- By conditions
- By date fields (only available for calendar views with multiple date fields)
In a calendar view, record colors are applied to the whole card.
In a grid view, record colors appear as color flags on the left side of the primary field.
If you have a record coloring configuration in one view that you'd like to use in another view, you can copy a view configuration from one view to another to speed up the process.
To color your records using a single select field, click the Color option in the view bar, then choose Select field.
If you have more than one single select field, you can choose which field to use as the color reference by clicking on the Color option and selecting the desired single select field from the dropdown menu.
To remove the record coloring, click the X button next to the color specification.
When you use conditions, you can define rules so that any record meeting certain conditions will automatically receive a certain color.
To color your records using a single select field, first click the Color option in the view bar, then choose Conditions.
When you first open the conditions dialog, it will have one color and one undefined condition. Each color represents a set of conditions a record can meet (or not meet) and therefore requires at least one defined condition.
Setting up a condition for a color is a lot like applying a filter: 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. Once a color has more than one condition, you can also set the boolean operator between conditions to AND or OR.
Clicking on the color swatch for a set of conditions will bring up a color picker with all of the Pro plan colors. From this color picker, you can specify the color for a set of conditions.
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
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 fallback color by clicking the Add fallback color option. Any records not meeting the specified conditions for any of the other colors will get the fallback color.
To remove a condition, click the X next to that condition.
To remove a color (and all its associated conditions), click the trash icon next to the color.
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.
Record coloring by date fields is a special option for record coloring that is only available when you've plotted multiple date fields and/or date ranges on a single view. Record coloring by date field lets you color the record cards in your calendar view based on the date field or date range used to create the card. This is particularly helpful if you want to be able to quickly distinguish which cards came from which date fields or ranges—for example, if you're tracking multiple types of deadlines on a single calendar.
To color your records using date fields, first make sure that you've plotted more than one date field on your calendar.
Next, click the Color option in the view bar, then choose Date fields.
You can then select a color to represent each of the date fields or ranges you've plotted on the calendar.