Filtering, Sorting & Pivots
Search, filter, sort, and summarize your list data
Because list columns are properly typed, finding and summarizing data works the way you'd expect from a database rather than a spreadsheet. Filtering, sorting, and searching all run on the server, so a list with thousands of rows stays responsive.
Search & Filter
Click Filter in the toolbar. A blue dot on the button tells you a filter is currently active.
Search rows...
Matches text across your columns
Status
Narrow to All, Pending, Processing, Complete, Failed, or Disqualified
Clear all filters
Resets everything back to the full list
Sorting
Click Sort in the toolbar, or click a column header to cycle through ascending, descending, and unsorted. The sort popover shows the direction as A→Z or Z→A, and Clear sort returns to the default order.
Sorting is where typed columns earn their keep. A Number column sorts numerically, so 9 comes before 10 instead of after it, and a Date and Time column sorts chronologically rather than alphabetically.
Pivot Tables
The Pivot view summarizes your list instead of listing it — how many accounts per region, total contract value per owner, average score per segment.
Open the pivot builder Click Pivot in the toolbar to open the Pivot Table panel.
Assign your fields Drag columns from Fields into the drop zones: Rows (up to two), Columns (one), and Values (one).
Choose how to summarize Set Summarize by to Count, Sum, Average, Min, or Max.
Apply Click Apply Pivot. A stats bar shows how many groups, pivot columns, and source rows went into the result, with a Total row at the bottom.
Use Copy Pivot or Export Pivot CSV to take the summary elsewhere, and Clear to return to the table.
Asking Darcy Instead
For anything more specific than the filter panel offers, ask Darcy in chat from inside the list. She queries it directly with the full range of comparisons — equals, greater than, contains, starts with, is empty, and so on — combined across multiple columns.
She can also aggregate server-side, so questions like "average deal size by region for accounts created this quarter" are answered without loading a single row into your browser.
Bulk Updates
Darcy can update many rows in one pass by matching on a value you specify — for example, "set the Owner to Jamie everywhere Region is EMEA." Matching is case-insensitive and ignores surrounding spaces.
If a match is ambiguous, meaning more than one row matches, she updates the first and tells you it was ambiguous rather than guessing across all of them.
Bulk Deletion
Clearing out thousands of rows by ticking checkboxes isn't realistic, so Darcy can delete by filter — "delete every row where Status is Disqualified and Created is before January."
That deletion is deliberately two steps. The first pass is a preview: nothing is deleted, and Darcy reports how many rows match. You confirm that count, and only then are the rows removed. If the list changed in between and the count no longer matches, the delete is refused and the new count comes back — so a filter that went stale can't quietly take rows you never saw.
She can also delete a specific set of rows by id, and for very large sets she can work from a file of ids rather than reading them all into the conversation. Either way, deleting requires editor access — a viewer is refused.
Related
Lists — creating lists and adding data
Columns & Configuration — column types and why they matter here
Processing Rows with AI — enriching rows with an agent
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