Content - Blog

Projects contain lots of data: appointments, contacts, tasks, files, related communication...
The real challenge in effectively managing projects lays not in storing all the involved information - but keeping a good overview. Therefor todoyu offers very versatile and flexible search options.
This way you can concentrate on managing the actual project (instead of managing it's data) having the needed information at hand at any time.

Over here at snowflake we're using todoyu effectively every day with a team of 40+ collegues, distributed over 12 departments, each one with it's very own scope, perspective and requirements.
The definition of which information is the most relevant varies with each one of these departments and to some degree per project. (At the end of this blog post, you'll find several real-life examples of filter combinations, which are being used at snowflake)

To satisfy the diverse demands of how/which data to find, todoyu offers several options:

  • Searching globally over all data
  • Searching globally over specified data types (project, task, contact, etc.)
  • Searching with dynamic filtering conditions - to really comb through all relevant information
  • Save and quickly re-use your individual filtering for a certain aspect later at any time

Searching globally over all data

As an omnipresent element in todoyu, you'll find the so-called headlets bar at the top right of the page. Headlets are widgets offering a quick access to globally useful functions. The search headlet is the one with a magnifying glass icon. 

After clicking the search headlet, it displays a search input field: simply enter some words to look for and a list of results, grouped by data types (tasks, projects, appointments, contact persons, companies, etc.) will be shown. Per type the five first hits will be listed. If your searched item is not contained in the list, simply narrow-down the results by adding more search words. (or use the type dedicated search)

Clicking any of the result items will bring you to the approriately best view of the respective type and display the selected item. For example: appointments will be shown inside the calendar, projects and tasks inside the project area.

Hint: if you type multiple words to be searched for, they don't have to appear in that same order inside the searched data, todoyu will list all items containing those words. You can also enter part of words or a task number to look for.

Searching quickly on specific data types

Next to the input field of the search headlet, you'll find an option to quickly  narrow-down the search to one of the various data types used in todoyu: tasks, projects, comments, events, persons, companies, etc. This way up to thirty results of that type will be listed.

The search area: using dynamic filtering conditions

Todoyu's search area offers more options than the search headlet:

  • Found items are displayed in their "familiar" way. For example tasks are listed in the same way as you're used to from the portal and project area, including the possibility to expand their details and edit them in-place.
  • Using the dynamically combinable filter conditions allows you to perform almost infinitely sophisticated searches.
  • You can save the used filter conditions for later reusing them

Using the sub tabs of the search area allows searching for the different data types: Tasks, Projects, etc.

To build a custom filter set, select filtering conditions from the dropdown. The found results will be refreshed immediately. You can combine any amount of different conditions to narrow-down your search. Next to the select field of conditions, there is an option to select an  "AND"- or "OR"-conjunction for combining the chosen conditions accordingly.

Example: To find all your unfinished tasks that are planned to be finished until the current day, combine the following conditions:

  • Tasks > Type: Task
  • Tasks > Assigned To Person: enter your name
  • Tasks > Status: Open, In Progress
  • Time Management > Deadline (Dynamic): Today

Most conditions can be negated as well, for instance the above example can be adapted to look for your tasks which are planned to be finished in the future, by clicking the [Until] button inside the "Deadline (Dynamic)" condition, which will negate the "Until" into "From".

Hint: you can even re-use stored filter sets when building a new filter set. Simply use the filter option: "Filter > Filter Sets" and select an afore saved filter set. By re-using filter sets you can mix AND / OR filter combinations!

Save and re-use your filters

Once a useful search filter has been configured, you can save it for later use: click the "Save as new filter" button, give the filter a name and click "Ok". The saved filter will then be listed in the filter sets widget on the left of the search area. Clicking on an item listed in the filter sets widget loads that filter set back into the search area.

Hint: the order in which saved filter sets are listed in the filter sets widget can be quickly rearranged. The dotted area on the left side of each item inside the filter set widget makes it sensitive for dragging and dropping.

Using saved filter sets is not limited to the search area: in the portal area of todoyu the filter sets widget is also available. Clicking a listed filter set over there displays the up-to-date results of that filter in the portal's "my filter" tab.

Some examples of helpul filtersets

 

Your tasks due to be finished today

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Planning, Open, In Progress
  • Time Management > End Date (Dynamic): [Until] Today
  • Tasks > Assigned To Person: [Is] you

Your tasks due to be finished the current week

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Planning, Open, In Progress
  • Time Management > End Date (Dynamic): [Until] Current Week 
  • Tasks > Assigned To Person: [Is] you

Your tasks planned to start on the current day

  • Tasks > Type: [Is] Task
  • Tasks > Assigned To Person: [Is] you
  • Tasks > Status: [Is] Open, In Progress
  • Time Management > Start Date (Dynamic): [Until] Today

Your "new" (you have not read their details) tasks

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Open
  • Tasks > Assigned To Person: [Is] you
  • Tasks > Acknowledged: [Is Not] you

Your tasks wich have to be confirmed (e.g. by the project manager)

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Awaiting Confirmation
  • Tasks > Assigned To Person: [Is] you

Unfinished Tasks created by you, assigned to other persons

  • Tasks > Type: [Is] Task
  • Tasks > Assigned To Person: [Is Not] you
  • Tasks > Created By Person: [Is] you
  • Tasks > Status: [Is Not] Done, Cleared

Tasks requiring your confirmation

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Awaiting Confirmation
  • Tasks > Owner Is Person: [Is] you

Tasks which have been rejected to you

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Rejected
  • Tasks > Owner Is Person: [Is] you

Unfinished tasks you commented on, with  outstanding feedback from another person

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Planning, Open, In Progress, Awaiting Confirmation
  • Comments > Comment written by person: [Is] you
  • Comments > Feedback Requests: checked

Tasks you're in charge of, not having a billing type assigned (requires the projectbilling extension)

  • Tasks > Type: [Is] Task
  • Tasks > Status: [Is] Planning, Open, In Progress, Awaiting Confirmation, Done, Accepted, Rejected
  • Tasks > Owner Is Person: [Is] you
  • Tasks > Billing Type: [Is] Unknown

Please feel free to comment your own filtering examples to this post.

Comments

Post Comments

Categories

Recent Comments

  • Rasih ÇAĞLAYAN02.03.2012

    Hi, i made a jingle for Todoyu. I hope you enjoy.You can download jingle from following url :
     

  • Kay28.09.2011

    Hi Sergey, this varies from system to system, but i added an example into the post.

  • Dominic12.08.2011

    ... then stop eating these little pills your brother gave you...

Stay tuned

RSS 2.0Posts

Latest tweets

Sorry, there is no result for your search. Try another one.

Social Bookmarks