Views, Group, Sort and Filter content.
Should you be familiar with the Engage Process Modeler, you will know that you can view processes from different angles. This is possible by showing a different view of the process, namely a swim lane view based on roles, applications, or other metric. We have developed this same principle in the Engage Process Teamboard. In other words, different views are provided to visualise the information on a board slightly differently based on your information needs.
This article explains the different views and options for looking at your board content differently, such as through groups and filtering.
Which views can I choose from?
Within Teamboard, the following views are available to you:
- Standard: you might have guessed it, but this is the default view of Teamboard. In this view, work items are shown as cards and any tasks can also be viewed by expanding the work item. You do this by clicking on the black triangle at the top left of the work item card.
- Kanban: this view is similar to the standard view. The main difference is that here, it is not possible to show underlying tasks on the board. However, more information can be placed on the cards themselves compared to the standard view.
- Task board: in this view, the first column shows all the cards of the work items with any tasks present and the status of their execution to the right.
- Table: in this view, all work items are shown as separate lines. If necessary, the line can be expanded so that any tasks present under the work item are shown as lines. This view comes closest to a view you might be used to seeing in Microsoft Excel.
- Calendar: if you want to see the various work items and any underlying tasks projected onto a calendar, choose this view. At the top right of the application, you can select whether you want to see a yearly or monthly calendar or zoom in on a 1-week or 2-week period. At the top left, under ‘Use’, you can indicate on which day the work items and tasks should be shown.
Note!
Not all types of views are always present within each board.
At the top left of the application, directly below the main menu (hamburger icon), you will see the name of the active view. Click on the name to switch views. You can easily change the order of the available views by clicking on the six dots behind the name, holding down your mouse button and moving up or down. By default, when starting Teamboard or opening a board, the top view is always shown immediately.
Next to the name of the displayed view, you will find three horizontal dots. If you click these, you have the option to add a new view or rename, duplicate or delete an existing view. If you want to add a new view, a window will appear to guide you through this process.
How can I structure the work items and tasks on a board differently?
To ensure that as an individual, team, or department you spend time on the right things, you want the ability to focus on the work that is most important right now. This can be based on priority or feasibility. In addition, a board may contain many work items that have accumulated over time. In this case, you may want to have quick insight into your own work items or tasks, or conveniently search for certain information on the board.
Below, we explain the options Teamboard offers to provide the relevant insights you seek.
Group
In the Standard, Kanban and Task Board views, you can also group work items/tasks on a board in a different way. By default, work items/tasks are grouped together based on their status (such as ‘to do’, ‘doing’, ‘done’). You can also group based on other fields. In that case, click on the name of the field currently driving the groups in the top left of the application behind ‘Group by’, and select another field.
The fields on which you can group work items are those that are of the ‘Pick List’ type and appear on the work item form(s). In other words, there is a list behind it from which a value must be selected. Tasks can be grouped based on the drop-down list fields on the task form.
Sort
Besides ‘grouping’, work items and possibly tasks can also be ‘Sorted’. This option can be found at the top of the application to the right of ‘Group by’ and is only available in the ‘Standard’ and ‘Kanban’ views.
To activate sorting, click on the ‘Sort’ button. Some additional choices appear to the right. Choose descending or ascending, and which field you want to sort on. If your chosen field is a text field, ‘ascending’ will put the work items and tasks in alphabetical order. If you want to sort on a date field, ‘ascending’ will sort the work items and tasks from earliest to latest.
Click ‘Sort’ again to turn sorting off.
Filtering
In addition to ‘grouping’ and ‘sorting’, there is a final option for displaying the information on the board in another way; using one or more filters.
The easiest form of filtering, is filtering on one's own work items and/or tasks' or those of a colleague. To do this, click on ‘All’ in the top right-hand corner behind ‘Owner’ and select the user whose work items and tasks you want to see.
At the top right, you will also find a ‘Filter’ button. Click this to open the ‘Filters’ window. In this window you can turn filtering on or off and create one or more filter rules. Finally, click ‘Apply’ and you will only see those work items that meet your criteria.
Finally, you will find a search field at the very top right. Enter a search here and the board will only display those work items and tasks that contain your search in one of the text fields on the work item/task form.