Use the filtering, searching and sorting options to produce reports on progress for groups of tasks, or locate specific tasks.
Options for searching, filtering, and sorting your tasks list are shown in the screenshots below:
If you look after more than one profile, you can view a task list for all profiles together by clicking on Tasks within your Navigation Bar.
- Search - Search for tasks by typing the name (or partial name) you're looking for (e.g. Asbestos). The list will be updated as you type each letter. You can combine your search with the filtering options from the Filter bar (#2- #6 in the above screenshot) which are explained below.
- Profile - This filters the task list to include the tasks for specific profile(s), types of profile (e.g. Building, People etc.) and their pages (e.g. Residential property). Open the filter by 'Profile' box (#1) and begin typing the name of the profile/ type/ page you're looking for.
Click to select the items you wish to filter by as shown in the screenshot (#2) below and repeat the process until you have selected all items required. Your choices will appear in the box. If you have made a mistake and wish to remove an item, click on the cross. If you want to filter all profiles associated with the profile/s in #2, check the 'Include Dependent Profiles' option (#3). Click on 'Apply' (#4) to confirm your choices.
3. Template - This button filters the task list to include specific templates. By clicking in the 'Template' box, a list of templates appear in a dropdown list, though you may need to search by typing the name of the template you're looking for if you are looking for one later in the list.
4. Topic - Tasks can be grouped into topic(s) and this button enables you to filter tasks by available topics. Open the Topic filter and select the relevant topics in the same way as you did for filtering by profile.
5. Priority - You can choose one or more priority levels by checking in the relevant priority. Once you're happy, click 'Apply'.
6. Status - You can filter tasks by status e.g. tasks which are overdue, falling due or not due. Choose the status option(s) you require from the dropdown list, then click 'Apply'.
7. Progress - You can filter by progress, ie Not Started, In Progress, Complete and Archived. For more information on task progress please see our guide 'Task Progress Status'.
Pinned Tasks are those tasks which should always be included in the main task list regardless of their progress (e.g. completed asbestos surveys).
The task list changes as you apply each of the filters you need. You can change any of the filters to revise your task list.
8. Dates - You can filter by Start Date, Due Date and Last Completed Date, as shown.
Click into your chosen date option and select from the list - Today, Last Week, This Week, Last Month and This Month. Click 'apply'.
9. Sort By: - It is also possible to sort the Task List in four ways using the 'Sort By' box (#7) on the right of the screen, as shown in the screenshot below. Click on the drop down arrow to the right of 'Priority' and click on one of the options which are explained below:
Priority - This is the default setting and will arrange your list in order of priority with the highest first.
Profile - If you are responsible for more than one profile, choosing this option will sort them alphabetically by profile name.
Title - This option will sort the tasks alphabetically by title.
Due Date - This option will sort the tasks by due date, with the next task due at the top of the list.
The 'Sort By' option can be used together with filtering or independently.
8. Export
By clicking on the Main Tasks (CSV/Excel) option, you can:
- download the current list of Tasks to CSV/Excel Spreadsheet which will open on most spreadsheet packages (eg Microsoft Excel, Google Sheets, Open Office etc); This list doesn't itemise individual sub-tasks.
By clicking on the Sub Tasks (CSV/Excel) option, you can:
- download an itemised list of Sub Tasks to CSV/Excel Spreadsheet which will open on most spreadsheet packages (eg Microsoft Excel, Google Sheets, Open Office etc);
By clicking on the Pie Chart option, you can:
- open a Pie chart showing the high-level statistics for your currently filtered list with the option to download it as an image.
Note: The CSV/ Excel Spreadsheet downloads can take time, particularly for a long list. However, you can continue working on other business within the platform while the list downloads in the background.
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