Task Manager Filters and Sorting Order

User is allowed to filter cards in Task Manager dashboard (Kanban) to display only necessary steps, tasks and issues. System offers a set of pre-defined filters called Views (1) and a custom Filter sidebar where filters can be specified.

System pre-defined filters (Views) are:

  • All Tasks - displays cards where current user is assignee or process admin or process manager
  • My Tasks - displays card where current user is assignee
  • Today Tasks/This Week Tasks/Next Week Tasks - displays cards with due date matching current day/this week/next week correspondingly and where current user is assignee.

Note: Pending tasks will not be shown in "My Tasks" view.

Filters panel

To expand Filters panel click Filters button (2) on the Dashboard header:

Use Task Manager Settings to set the default filter panel state - expanded or not.  

Setting up Filters

In the Filters panel user is able to set filter criteria in the basic way:

  • Add a filter (3).
  • Select a field which records will be filtered by (4).
  • Click confirmation button (5). Click "Cancel" button (6) if adding a filter is not necessary.
  • Filter will be shown as small form (7) with field name as label (8).
  • Select an operator which will determine query conditions (9). By default "Equals" operator is pre-selected.
  • Specify value which filtered field should (or should not) match (10). Depending on field and operator populate other requested fields.

Filtering is available on these Card fields (11):

  • Task Title
  • Assignee
  • Process Version Name
  • Record Name
  • Instance Name
  • Risk
  • Start Date
  • Due Date

and on Source Object fields (12, available for Source Objects that are added in the Filter panel fields list by admin):

Notes

These fields are not supported in filters:

  • Long (text with big length allowed)
  • Rich (formatted text)
  • Text Encrypted (due to security reasons)

Text fields length supported by filter queries is limited to 4000 symbols.

Fields are having different types. Each field type has own set of supported operators:

  • is null - field does not exist or is blank (contains no data)
  • is not null - field exists and is not blank
  • equals - field value strictly equal to value set in the filter (for dates and times - matching selected range)
  • not equal to - field value do not equal to value set in the filter (for dates and times - out of selected range)
  • starts with - field value starts with the the sequence of symbols matching one entered in the filter input field
  • contains - field value contains the the sequence of symbols matching one entered in the filter input field
  • does not contain - field value does not contain the sequence of symbols matching one entered in the filter input field
  • in - field value equals at least one of the values listed in the filter input field, selected in multi-select lookup or selected in checkboxes list
  • not in - field value does not equal to any of the values listed in the filter input field, selected in multi-select lookup or selected in checkboxes list
  • less than / greater than - field value less / greater than set in the filter
  • less or equal / greater than - field value less or equal / greater or equal than set in the filter
  • includes - field value includes any of the values selected with checkboxes (suitable for multiselect fields)
  • excludes - field value does not include any of the values selected with checkboxes (suitable for multiselect fields)

 

Also Each field type has allowed values and displays proper input fields or pickers depending on selected operator.  See the table below:


 Operators
Field type and example
  • is null
  • is not null
  • equals
  • not equal
  • starts with
  • contains
  • does not contain
  • in
  • not in
  • less than
  • greater than
  • less or equal
  • greater or equal
  • includes
  • excludes
Short text
(Short text, Email, Name)		 No value required Text string,
allows any symbols,
doesn't allow empty value
 Text string,
allows any symbols,
doesn't allow empty value
 list of text strings separated with commas,
allows any symbols,
doesn't allow empty value

Long text and some other fields
(Textarea, Description, Phone, URL)		 No value required
 Text string,
allows any symbols,
doesn't allow empty value
 Text string,
allows any symbols,
doesn't allow empty value


Lookup (one object)
(Created By ID, Parent Account)		 No value required
 Simple lookup field
Lookup field with multiple selection ability

Lookup (multiple objects)
(Owner ID, Assignee)		 No value required
 Simple lookup field with object selection control
Lookup field with object selection control and multiple selection ability

Date
(Start date, Birth date)		 No value required
 Picklist with pre-defined date ranges.
Displays "from/to" date pickers if select "Custom".

Picklist with pre-defined date ranges.
Displays date picker if select "Custom".
Date & Time
(Created Date, System Modstamp)		 No value required
 Picklist with pre-defined date & time ranges.
Displays "from/to" date and time pickers if select "Custom".

Picklist with pre-defined date & time ranges.
Displays date and time pickers if select "Custom".
Time
(Meeting time)		 No value required
 2 time pickers "from / to" (time is compared with range)

Time picker
Numeric
(Number, Percent, Latitude & Longitude)		 No value required
 text input allowing numbers with negation sign, decimal point and thousands separator.
Shows warning if enter incorrect value

text input allowing numbers with negation sign, decimal point and thousands separator.
Shows warning if enter incorrect value
Currency
(Amount)		 No value required
 text input allowing numbers with negation sign, decimal point and thousands separator.
Shows warning if enter incorrect value

text input allowing numbers with negation sign, decimal point and thousands separator.
Shows warning if enter incorrect value
Checkbox
(Boolean Yes / No)
Checkbox



Picklist
(Status, Priority)
 No value required
 Picklist with field values
 Text string,
allows any symbols,
doesn't allow empty value
 List of checkboxes (searches by any value from checked)

Multiselect
(Multy, Languages)		 No value required
 List of checkboxes (searches by all checked together)


List of checkboxes (searches by any value from checked)

Card fields are added as special pre-defined filters:

Task Title:

  • Means Task or Issue Subject or Step Name.
  • Supports the same operators and values as Long Text fields (see table above).

Assignee:

  • Supports equals / not equal to and contains / does not contain operators.
  • Works with same values as Lookup (multiple objects) field (see table above):
    • Select an assignee type in the left picker of "Assignee" field (13)
    • Start type and select assignee name in the lookup part of "Assignee" field (14)
    • Add more assignees if necessary

Notes:

  • equals / not equal operators are supporting only one assignee - this means system don't find records having 2 or more assignees
  • contains / does not contain operators mean records have at least one assignee from selected

Because of system does not allow to find records having more than one assignee using strict equality, it's recommended to use combination of filters.

E.g., user wants to filter records having Assignees A +and B, but do not having only Assignee A or B or having any other combination of assignees like A + C or A + B + C + D. In this case user can make these filters:

  1. Assignee contains A
  2. Assignee contains B
  3. Assignee does not contain C and D

and specify filter logic 1 AND 2 AND 3

Process Version Name:

  • Supports  in / not in operators.
  • Works with same values as Lookup (one object) field (see table above):
    • Select a process in the lookup field (15)
    • Add more processes, if needed
    • Turn on "Include Subflows" checkbox (16) to show subprocesses matching filter criteria too

Record Name:

  • Supports  in / not in operators.
  • Works with same values as Lookup (multiple objects) field (see table above):
    • Select record data source object by clicking button (17)
    • Search necessary record name by typing some text in the input field (18) and clicking record name
    • Add more record names if necessary

Instance Name:

  • Supports equals / not equal to and starts with / contains / does not contain operators.
    • Search necessary instance name by typing some text in the input field and clicking it's name:

Notes:

  • In spite Instance Name field looks like a lookup, searching by this field is performed like by text fields.
  • By default Instance Name is equal to Record Name, but user is able to select another field to represent a record in the Data Source settings section of Process settings - in this case steps of that process should be searched by this field (19).

Risk:

  • Supports equals / not equal to  operators.
    • Select Risk range from one of pre-defined values in the picklist.
    • If "Custom (%)" value is selected, and specify range manually in "From" and "To" fields appeared (20)

Risk - integer value indicating current task (step) risk level in percents. When step becomes active on time, Risk value is 0, then it is increasing dynamically to become 100 when current DateTime meets task DueDate and the task is still active.

Start Date and Due Date.

  • Support the same operators and values as Date fields (see table above).

Data Source Object fields:

  • Select necessary Source Object from the filter picklist (21, available objects are listed at the bottom).
  • Select necessary field from the picklist that will appear and operator.
  • Select or specify necessary value in the controls/inputs appeared. They are depending on fields type and are listed in the table above.
Configuring Filters Logic

In the case of more than one filter criteria has been added, they are combined with simple "AND" logic by default - this means filtered records should match all filter criteria.

This can be changed by setting different logic. To do this:

  • Click "Configure Logic" button (22) that will appear after 2 or more criteria will be added to filters. "Filter Logic" form will be shown, and numbers will appear on the each filter criteria (23)
  • By default logic is set to "AND" for each criteria. Set needed logic using boolean expressions (24) and criteria numbers.
  • Apply filters (25).
Sorting Items

Items on the Task Manager can be ordered by lot of criteria. To make sorting click the "Sort" button (26) and select step or Data Source Object field (27), as far as order (ascending or descending, 28):

After selecting sorting order will be applied automatically and shown in the Task Manager header (29):

Applying and Managing Filters
  • Click "Apply" button (30) to apply set filter criteria to dashboard
  • Click "Clear" button (31) to remove filter criteria and reload dashboard
  • Click "Save as" button (32) to save set filter criteria as a new Custom Filter. A popup "New Filter Configuration" (33) will appear:
  • Type Title (name of the new filter)
  • Set if this new filter will be applied by default to Dashboard next time you open it, or not (34)
  • Set if this new filter will be Public (35) that means it become available for other users to be applied

Note: if filter set as Public, it cannot be set as default.

After clicking "Save" button popup will disappear and filter will appear in the list of filters (36) at the top of the dashboard:

Currently applied sorting order is saved with filter automatically.

Saved custom filter can be deleted. Click "Remove" button (37) next to filter title in the list. Proper popup will appear:

After confirming deletion Dashboard will be refreshed and default filter will be applied. Removed filter will disappear from filters list.

Note: if you delete the default filter, Dashboard will be refreshed with system default "All Tasks" filter.

After been selected in filters list this filter gets button "Save" (38) enabled. Also, the button "Make Default" (39) will appear:

You can make changes in filter criteria and click "Save" button - next time when applied, this filter will consider these changes.

If "Make Default" button is blue, it indicates that current filter is already set as default. If this button is gray, you can click it and confirm making current filter default in the proper popup (40):

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