Smart Lists

Smart Lists are automatic views that gather Tasks from across your Lists so you can see them by state rather than by where they live. You don’t add Tasks to a Smart List directly – each one fills itself based on your Tasks. Both sections have them: in Private they cover your own Tasks, and in Cowork they cover your team’s.

The Smart Lists

Expired – Tasks whose due date has arrived: due now or overdue. Your site’s admin decides whether a Task counts as due on the due date itself or only the day after.
Scheduled – Tasks that have a due date.
Repeating – Tasks set to repeat. When you close a repeating Task it is locked and a fresh copy is created, so this view keeps you on the current copy.
Open – every open Task in one place.
Closed – completed Tasks.
Inbox – Tasks that don’t belong to any List. Each section has its own; see below.

Private and Cowork

Each section has its own set of Smart Lists.

In Private, they gather Tasks from your Private Lists and your Private Inbox – your own Tasks only.
In Cowork, they gather matching Tasks from across all the shared Lists you own or belong to, plus your own Cowork Inbox. This is the team view: Expired in Cowork shows everything overdue on your team’s Lists, not just what’s yours.

A single Task can appear in more than one view. Each Task row carries a small colored chip for the List it came from – click the chip to jump to that List.

Cowork Smart Lists are read-only overviews. They always display as a list, and you can’t complete, drag, or reorder Tasks on them directly. Opening a Task works as usual though: your changes apply to the Task itself, and what you can do is decided by your role in the Task’s List.

A Smart List can’t hold Tasks of its own, so choosing "New task" while viewing one takes you to the section’s Inbox with the new-Task form open.

The Inbox

The Inbox holds Tasks that don’t belong to any List. It’s always available, and each section has its own: the Private Inbox and the Cowork Inbox are separate buckets, so notes you capture in Cowork never show up in Private, and the other way round.

The Cowork Inbox is the one List in Cowork that can’t be shared – it’s yours alone. Use it to draft Tasks, then move them to a shared List once they’re ready: filing out of an Inbox always works, even when moving between Lists is otherwise off, though the destination must be a List where you can manage Tasks. You can also assign yourself to a Cowork Inbox Task; the assignment survives the move as long as you’re a member of the destination List.

The Private Inbox can double as a personal board with your own columns. The Cowork Inbox is always a list.

What the admin controls

Which Smart Lists you see, and how they look, is set by your site’s admin. Every Smart List except the Inbox can be turned on per section – available in both Private and Cowork, in just one of them, or turned off entirely. Each one can be given its own color and icon. The Inbox is always on; the admin can still change its color and icon. Smart List names are fixed and can’t be renamed.