What is a Task Collection

Task Collection is a special page in xTiles that automatically gathers all tasks from your project into a database-style view. Instead of searching through individual pages to find your tasks, you see everything in one place — and you can filter, sort, and group them however you need. View only active tasks, group by tags, filter by due date, or create custom views for different workflows. This article covers the essentials.

How to Access Task Collection

There are two types of Task Collection in xTiles, depending on the scope you need:

Project Task Collection shows all tasks created within a specific project. It appears automatically as a tab in your project once the first task is created — no setup needed.

Go to your project.
Click the small down arrow at the top of the project.
In the System Tabs window that appears, toggle Tasks on.

Global Task Collection shows every task across all your workspaces and projects. Use it when you want a complete picture of everything on your plate, regardless of which project it belongs to.

To access it, click the task icon in the top-right corner of your workspace to open the Task panel, then switch from Task List to Task Collection.

Task Properties

Every task in xTiles comes with a set of properties that describe it — think of them as columns in your task database. By default you'll see:

Name, Status (To Do / Completed), Due Date, Priority (Low, Medium, High), Assignee, Location (which page the task lives on), Created time, Created by.

You can show or hide columns depending on what matters for your workflow. For example, a solo user might only need Name, Due Date, and Priority, while a team might want Assignee and Created by visible as well.

Views

Task Collection comes with several built-in views, and you can create custom ones to see your tasks from different angles.

Built-in views:

All Tasks — every task in scope
To-Do — active tasks that still need completing
Completed — tasks already marked done
Calendar — tasks displayed by due date on a calendar view
Board by Assignee — Kanban-style board organized by assignee, useful for tracking team workload

Custom views

You can also create your own views by clicking + New View at the top. When creating a custom view, you choose one of four view types:

Table — compact rows with properties as columns. Best for scanning many tasks at once.
Board — cards grouped by any property (status, priority, assignee, tags). Best for managing tasks between categories.
Calendar — tasks laid out by due date. Best for deadline-driven workflows.
Gallery — tasks as visual cards. Best when tasks have images or you want a more visual layout.

Each custom view can have its own filters, sorting, and grouping — so you can build as many focused views as you need.

Sorting

Sorting helps you see the most relevant tasks first. Click the sort icon in the top-right corner of your view to get started.

Available sorting options include:

Name — alphabetically, A-Z or Z-A
Due Date — newest first or oldest first
Assignee — by name, A-Z or Z-A
Priority — from None to High or High to None

You can also sort by any other property on your tasks. Multiple sorts can be applied at once — for example, sort by Priority (High → None) first, then by Due Date (oldest first) so your most urgent and time-sensitive tasks always appear at the top.

Filters

Filters let you control which tasks are displayed in your view. Click the filter icon in the top-right corner to get started, and apply as many filters as you need — they stack together. Click +Add filter to the left to add additional filters.

Tasks can be filtered by any existing property: name, status, due date, assignee, priority, created time, created by, and location.

You can save filtered views for quick access — click "+ Save as New View" to create a separate view with your current filters applied. To remove all filters at once, click "Clear all filters" on the right.

Grouping

Grouping lets you organize tasks into visual sections based on a shared property.

Click the ⚙ gear icon in the top-right corner to open collection settings, then choose which property to group by.

By Select (if you've added custom tags like Status, Urgency, Mood etc. — you can group tasks by them)
By Assignee (see tasks by person assigned to them)
By Priority (see tasks by priority: High, Medium, Low, and tasks without priority)
By Location (tasks by page or project)

You can combine grouping with sorting and filters — for example, group by tag, sort by due date within each group, and filter out completed tasks. This gives you a focused, structured view tailored to exactly how you work.

Group by Location is especially useful in Global Task Collection. It organizes all your tasks by the project they belong to, giving you a full picture of what needs to be done across every project.

📅 Next: View your tasks on a calendar → Task Calendar

FAQ

How do I manage which properties are visible?

Click the properties icon in the top-right corner of your Task Collection. This shows all active and hidden properties and lets you toggle them on or off, reorder them, or add new ones.

Does Task Collection work like a regular collection?

Yes — Task Collections support the same features as regular collections: tags, filters, sorting, grouping, custom views, and all four view types (Table, Board, Calendar, Gallery). The only difference is that items in a Task Collection are tasks with built-in properties like status, priority, and due date, while items in a regular collection are notes or custom entries. Learn more about Collections.

Why do I see different properties in Global vs Project Task Collection?

Each task has two layers of properties — one for the project it belongs to, and one for the global collection ("My Planner Tasks"). The available properties may differ between the two. To switch between them, open any task in focus mode and use the toggle to switch between project properties and global properties.

What's the difference between Task List and Task Collection?

Both live in the same panel and show the same tasks — switch between them using the toggle at the top. Task List is action-oriented: it organizes tasks by urgency into sections like Today, Upcoming, Inbox, and Overdue, so you see what needs attention right now. Task Collection is overview-oriented: it gives you a database-style view with filtering, sorting, grouping, and custom views, so you can see the full picture and manage tasks however you need. Learn more about Task List.