Grouping, Filtering, and Sorting Tasks inside a Worklist

ButtonShift’s grouping, label filtering, and sorting features are small but critical tools that empower you to make proactive decisions about your tasks. They are invaluable for managing workload, finding a logical starting point when facing task overload, and gaining deeper insights into your projects.

Important Note: These filters are applied first to your currently selected Plan. Once applied, they remain active even when you navigate to a different Plan within the same Worklist, ensuring a consistent view.

Grouping Tasks (“Group by…”)

Grouping is available only when you are in the Kanban or List View of your Worklist. You can group tasks in a Plan by Status (the default), Priority, or Assignee, each serving a distinct purpose:

• Group by Status (Default)
  • Benefit: Provides a clear visual representation of your workflow progress, showing exactly where tasks stand in the process. This helps identify bottlenecks and understand the overall flow of work.
  • Benefit: Enables easy task progression. Dragging a task from one column (status) to another automatically changes its status.
  • Benefit: Facilitates daily stand-ups and team discussions by quickly highlighting what’s “To Do,” “In Progress,” and “Completed.”
• Group by Priority
  • Benefit: Allows you to immediately see all tasks for a certain priority level, making it easy to focus on what’s most urgent or important.
  • Benefit: Dragging a task across columns in this grouping automatically changes its priority.
  • Benefit: Helps in managing expectations and resource allocation by visually prioritizing tasks across the team.
  • Benefit: Ensures that high-impact tasks receive the attention they need, preventing critical items from being overlooked.
• Group by Assignee
  • Benefit: Offers an immediate overview of who has how many tasks, making it ideal for workload management and balanced distribution of work.
  • Benefit: Quickly identifies team members who might be overloaded or those with capacity for new tasks.
  • Benefit: Promotes accountability by clearly showing each team member’s responsibilities.
  • Benefit: Great for team meetings where you need to review individual progress and discuss potential reassignments.

Sorting Tasks

Sorting is available only when you are in the Kanban or List View of your Worklist. As the name suggests, sorting allows you to order tasks within your chosen grouping. You can sort tasks by the following criteria:

• Created At: Lists tasks in reverse chronological order of their creation date and time (newest first).
• Updated At: Lists tasks in reverse chronological order of when they were last updated (most recently updated first).
• Completion Date: Lists tasks in reverse chronological order of their planned completion (due) date (tasks due soonest are listed first).

Combining Sorting with Grouping provides a further insightful view, helping you manage deliverables with proactiveness and efficiency. For example, you could “Group by Assignee” and then “Sort by Completion Date” to see each team member’s tasks ordered by their deadlines.

Labels

Label filters can be applied in all the views – Kanban, List or Calendar View of your Worklist. Think of labels as #hashtags that you can apply to your tasks. They provide a multi-dimensional categorization of the type of work being done.

• A single task can have multiple labels, allowing for flexible categorization (e.g., #Marketing, #Design, #ClientFeedback).
• A task can have up to 10 labels.
• Label filters can be applied in combination with Grouping and Sorting, enabling you to drill down into very specific views of your tasks (e.g., “Show me all ‘High Priority’ tasks assigned to ‘John’ that are also tagged ‘#UrgentClientRequest'”).

By effectively utilizing grouping, filtering, and sorting, you can gain unparalleled clarity and control over your Worklist, ensuring your team stays productive and focused