Use Project Dashboards to view status of tasks by stage, type and average duration of tasks

In one of the earlier releases, we told you about using project dashboards for viewing tasks by planned date and deadline. This release, you can use dashboards to view the status of tasks by stage and type. 

Don’t worry. It’s nothing you cannot manage. 

Ever wondered what kind of tasks were assigned to you? Tasks are of different types; it could be a poll, approval, subtasks or project tasks. With the help of this dashboard, it’s now easier to view tasks by type. 

Also, it is to be noted that subtasks can be created under project tasks, poll, approvals. 

The ‘tasks by type’ chart is particularly helpful to users wherein it shows the types of tasks created in the current organization. It gives a bird's eye view of the overall activity in the organization. 

Be it a project task, subtask, poll or approval, you have it all in one place. If you look at the above image, each type is represented by different colours. Each pie has its own legend, where the number of tasks by type can be ascertained. 

As you can see in the image above, there is a chart for Tasks by Stage (Aging). 

If you are bewildered on seeing the chart, we do understand. It happens a lot. The chart serves a distinct purpose wherein the age of the tasks can be determined. It shows the age of the task right from its inception. 

This way it helps people have a brief idea about the time, the task was created and how many days have passed since then. The chart has the age on the Y-axis. The legend shows results for 0-5 days, 6-10, and >= 11 days respectively.  

Click on the legend to view the data more clearly. This way the numbers on the respective bars are clearly visible. Say, if you want to view data only for the timelines 0-5 days and 6-10 days, click on >=11 days. Upon doing this, the data for 0-5 days and 6-10 days becomes clearly visible.  

Another chart type included is for the Average Duration of Tasks by Stage. 

This chart shows the average number of tasks present in a particular stage. 

Let’s understand better with an illustration. 

So, there are 10 tasks in stage A of a project for 5 days. After 5 days, two of the tasks were moved to stage B. So, the average would be 5/2 = 2.5 days. This would be reflected in the charts.

Keep refreshing the dashboard for accurate results. 

This chart is particularly helpful to assess the time taken for the task to progress from one stage to  another. 

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Search existing project folders while creating a new project 

Projects when dime a dozen can be difficult to find. Scrolling down each time to look for it is a very daunting task.

It’s for this reason, we have something in store for you. Now, you can search existing folders while creating a new project. The search option is now amalgamated with the folder naming option. 

We will tell you how this works. 

To begin, go to the projects tab and click ‘Add Project’. As the right window pane appears, go to ‘Folder’ and type in the name of the respective folder. 

 Below is an image of the same.

The results will then appear as you type the name of the folder. 

Watch the demo below to understand how it works. 

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 View files uploaded in nested context 

File search is now easier than ever before. You can search files using file filters in Projects, Discussions, Teams, and Tasks. The filters in point are ‘Files in messages(Oldest first)’ and ‘Files in messages(Latest first)’. 

Below is an image of the same.

The dedicated files tab is available in Projects, Teams, Discussions, and Tasks. 

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Search Tasks and Messages using the ‘Not labeled as’ filter 

Do you ever remember instances where you weren’t able to recollect the name of a label? Surprisingly, you were sure of the labels that weren’t the ones you were looking for. 

This is precisely why we have introduced the ‘Not labeled as’ filter for Messages and Tasks tabs.

The filter can be found under ‘Tasks’ and ‘Projects’ view. It can be used for searching messages and tasks in projects and tasks in task view. 

Below is an image of the same. This is how it would look under Projects view. 

This is how it would like in the Tasks view. 

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Search project tasks using ‘Under folder’ filter in Tasks view 

Searching for tasks can be taxing when there are umpteen projects under a particular folder. To make this process easier, we have introduced the ‘Under folder’ filter. The filter in point can be found under ‘Current filter selections’ nested under the main heading ‘Advanced Filter’. 

Below is an image of the same. 

Using this filter, you can find all the tasks which are a part of different projects under the particular folder. Also, because of the client folder distinction, it will be easier to differentiate. 

Watch the video below to understand how it works.

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Use Drill down option for ‘Tasks by Type’ chart for task info 

The chart in point is the pie chart titled ‘Tasks by Type’. It shows tasks according to types i.e.

Project tasks, subtasks, approvals, and polls. In the earlier release, the drill down option was available for ‘Status of Tasks by Planned Date’ and ‘Status of Tasks by Deadline’ charts. 

The drill down option is enabled after you click on the hover of the particular pie. Below is a sample image of the same. It is a sample drill down image for ‘Project Tasks’. 

Watch the demo below to comprehend better.

On clicking the drill down option, you will be directed to the specific task. Watch the demo below to see how it works. 

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Use Overflow menu for tasks in the tasks tab 

The tasks view has been bettered with the introduction of the overflow menu. It was introduced so that labeling of tasks could be made easier. 

Earlier removing and attaching labels to task could only be done by going to the particular task pane. Now, it’s easier wherein you can do the same in the tasks view.

Below attached is a sample image of the same.

Let me tell you how it works. Go to the sidebar and open the ‘Tasks’ view. As it opens, place the cursor on the hover and the overflow menu appears. Refer the image above for the same. 

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Default setting changed for task overdue email 

Earlier, the user by default would be receiving reminders through for tasks which were overdue. 

Now, the default setting has been unchecked wherein, the users won’t be receiving email reminders for tasks overdue unless they enable it.  

If you wish to receive mobile notifications and emails, reminding you of overdue tasks, enable it in Profile Preferences.

As you can see ‘Email for task overdue’ has been unchecked. This is how it would appear for users henceforth.

To enable this, go to ‘Preferences’ and scroll down to Email Preference. Next, check the option ‘Email for task overdue’ under ‘Send out email reminders’. Follow the image above for reference. 

Refer the demo below to comprehend better. 

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