Learn Mokapen

Customization — Users / teams filter

On lists and kanban boards there is a dark button with your avatar. It is not the generic field filter (status, date, label). It is the filter «relative to me and my teams»: when it is on, the list keeps only the records where you (or one of your teams) have a specific relationship.

Example. On tasks you want to see those you own and those where one of your teams collaborates. You click the avatar and the list narrows that way, without rebuilding the filter every time you open it. On orders, instead, you work on the full list: you do not need the button, and from here you hide it. Records are not deleted. Only what appears when the button is active changes.

How to open the page

Open the Organization menu and choose Customization. In Navigation & filters open the Users / teams filter card. You need the Small plan or higher. Without that plan the card opens upgrade, not the editor.

The two-level picture is in the Customization guide. The roles that fill owner and collaborator are in Roles. The organization's private mode, which Team Master depends on, is in Security.

At the top, next to the title, there is a badge. If you are the Owner and you came in from For the organization, the badge says Organization settings: what you save becomes the starting point for anyone who does not yet have a preference of their own. If you came in from For me, the badge says Settings for me only: the change applies only when you sign in, and it replaces the owner's default.

If you are not the Owner, the organization block is not there. You only work in For me.

The button on lists and kanban

On the right of the page there is the visual reference, labelled This button in lists and kanban: it is the same control you find on lists. When it is active, the list (or the kanban) shows only the records that match the relationships you turned on. It does not delete anything and it does not change who can open a private card: it narrows the working view.

On every type card, under Per entity, there is the Show filter button switch. If it is off, the button does not appear on that list and the boxes below stay disabled. If it is on, the button is there and the boxes decide the criterion. Turning the switch off does not delete data: it only removes the avatar control from that list.

If you have never saved anything, Mokapen starts like this:

• Tasks, projects, deals, tickets, appointments, bookings — button visible. On: Me as owner, Me as collaborator and My teams as collaborators. Off: author and Team Master. On appointments, Me as participant is also on.
• Orders, quotes, invoices, products, services, documents — button hidden. If you turn it on, the starting criteria include owner, author, collaborator, teams and Team Master.

A type without an active module does not appear. A custom module follows the orders group: button off until you turn it on.

What each checkbox means

The boxes that are on add up: the record is included if at least one relationship is true for you (or for one of your teams). You do not have to keep them all on. If you keep only owner, you see yours. If you add teams as collaborators, you also see the work shared with the group.

• Me as owner — you are the owner of the record. On appointments the label becomes Me as organizer: there is no «Me as owner» on that card.
• Me as author — you created the record, even if someone else is now the owner.
• Me as collaborator — you are among the record's stakeholders.
• Me as participant — appointments only: you are in the participants list, even without being a collaborator.
• My teams as collaborators — a team you belong to is a stakeholder.
• Team Master as collaborator — appears only if the organization is in private mode. Team Master is the team added automatically among the collaborators of private data. In public mode the box is not there.

All entities, or one by one

The card at the top, All entities, is not a save. You tick the boxes and click Apply to all entities: those boxes are copied onto the cards in the Per entity section that have the filter button on. Entities with the button off do not change. That is why, if on orders the button is off, «Apply to all entities» does not touch them.

Then you can offset a single card: tasks with the avatar on for owner and teams, orders with no button. If the entities with the button on are not all the same, the box in All entities becomes indeterminate and the tooltip says Different settings per entity.

The cards below are the truth that will be saved. A typical path:

1. Start from Apply to all entities if the rule is shared (for example owner plus teams).
2. Fix the exceptions on the single cards, including the Show filter button switch.
3. Press Save. Without save, lists and kanban stay as they were.

Save, Revert, Go back

Save writes only the level you are on (organization or you only). Until you press it, nothing changes on the lists. After saving, open the list again and, if the button is visible, click the avatar: that is what applies the criterion.

Revert asks for confirmation and deletes only that level. If you revert your settings, you go back to the owner's default, if they have one; otherwise to the product defaults described above. If the owner reverts the organization, colleagues who had already saved «for me only» keep seeing theirs.

Go back closes the editor and returns to the Customization hub, without saving by itself.

Frequently asked questions

I turned on «Me as collaborator» and the list is empty. The avatar button is active and no record has that relationship with you. Turn it off to see the list again according to permissions, or widen the boxes (owner and teams).

I cannot find Team Master as collaborator. The organization is in public mode. The box appears only in private mode, described in the Security guide.

The owner changed the default and I still see my tasks. You have a Settings for me only preference. It stays stronger until you press Revert on that page.

I pressed Apply to all entities and orders did not change. On orders the button is off by default. «Apply to all entities» copies only onto cards with Show filter button on. Turn the button on for orders first, if you need it, then apply again.

Do I have to keep owner and author together? No. The boxes add up as «or», not as «and». Keep the ones that describe your work. Author is useful if you also want to see what you created and then assigned to someone else.

On appointments there is no «Me as owner». That is intentional: there the owner is called Me as organizer. Turn that box on, and Me as participant as well if you need it.

The box in All entities is half on, neither yes nor no. The cards with the button on are not aligned. The tooltip says Different settings per entity. It is not an error: it is the signal that tasks and deals, for example, have different criteria.

I saved but the list is still complete. The settings say what the button does; they do not filter on their own. Open the list or the kanban and click the avatar. If on that entity Show filter button is off, there is no avatar and the list stays complete.

I cannot see a colleague's tasks. The avatar button is on and the criteria are yours (owner, collaborator, teams). The colleague's tasks where you have none of those relationships stay out. Turning the button off, or widening the boxes, brings them back. It is not a missing permission: it is the «relative to me» view.