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How to use Filters in Boards
How to use Filters in Boards

Quickly find tasks with the help of filters

Évilin Matos avatar
Written by Évilin Matos
Updated over a week ago

Reading time: 9 minutes

In this article, you will read about:

1. Label settings

Labels are markers that can be added to each task to help sort them and make it easier to identify them on boards. You can find the tags by clicking on the gear icon next to View, as below: has the following possibilities for labels:

  • Client: indicates the client to which the task is linked;

  • Group: shows which group or team is involved in the action;

  • Sub-group: displays the sub-group into which the task has been categorized;

  • Project: highlights the project to which the task belongs;

  • Type: shows the task type;

  • Tags: keywords used by the team to help filter demands;

  • Points: used in the Scrum methodology to define milestones according to the task’s complexity.

Each user can customize the label view, defining which items to show or hide on their cards. To do so, select the items you want to display and click Save:

Your preferences will be saved and applied to all of the cards on your boards. Note that when you select an item, you will see a preview of how your cards will appear:

2. Show or hide play in tasks

Besides choosing labels, there is a shortcut in the Display Configuration to select whether to display the Play icon, which starts the time log (by selecting this option, the stopwatch and the progress bar will also become visible).

You can also select this setting in the Me tab by clicking on the gear icon, as shown in the image below:

3. How to use filters on Boards

A board shows all the workflow steps within In other words, it’s the best place for you to keep track of tasks.

To view and categorize tasks, use the filters in the column on the left, below Sub-tasks:

We will explain below the uses for the filters available on your Board.

3.1 Quick filters

The quick filters help you locate, in a just few clicks, tasks with the following statuses:

  • Tasks in progress: mark to show the activities that have the play on (timer running). In other words: this filter indicates which demands the team are executing at that moment;

  • Delayed tasks: displays the items that have not been completed and are past the desired delivery;

  • Urgent tasks: shows the jobs that have been flagged as urgent and should be prioritized.

Take a look at the example below of three quick filters:

3.2 Advanced filters

If you are looking for just one client, a specific project, or a type of task such as “Layout”, you can use the Advanced Filters by entering the title or selecting the option you are seeking. You can also view all tasks that need your approval, for example.

According to your management needs, you will be able to analyze the whole or only specific cases on just one screen.

It is important to remember that the filter parameters can be combined to refine your searches. You can, for example, filter the name of the project and, under the Assigned Users option, view the tasks that haven’t been assigned.

Take a look at the types of advanced filters below:

  • Grouping and labels: items used in task categorization;

  • Assigned users: tasks that have been assigned to one or more team members;

  • Created by: filter by the name of the person who created the task;

  • Desired delivery: desired task delivery date;

  • Task status: the task’s current approval status, delivery time, or whether it’s been shared with external users.

We will explain each item so you can choose the best configuration for you.

3.2.1 Groupings and labels

You can filter tasks by the following parameters:

  • Task title: when selecting this option, search by entering a word or the task’s full name;

  • Task ID: locate the task by the number that appears next to its name;

  • Clients: choose the desired clients to filter;

  • Groups: if this item is enabled on your account, select the groups you want;

  • Subgroups: if sub-groups are enabled in your account, you can decide which ones you want to view.

  • Projects: you have two options for this filter. Select Choose projects and pick a project from the list or No project to view the tasks with no linked projects.

  • Teams: filter by the name of the team you want;

  • Task types: choose the task types to view;

  • Tags: select by the tags registered in the account.

To add more than one group to the filter, click on the selection box and choose as many as required.

3.2.2 Assigned users

The Account Manager or Administrator can register team members to receive tasks automatically.

To filter the tasks by the people they are allocated to, you can use the following parameters:

  • User-name: your name will appear here, and you can select this item to check which tasks you have been allocated;

  • All: display all of the tasks, without separating by the assigned users;

  • Unassigned: unassigned tasks;

  • Select assigned users: use this option to view tasks assigned to a particular user.

3.2.3 Created by

Use this feature to filter from the team members’ names who created the tasks on the Board. Check out the options below:

  • User-name: use this item to filter all the tasks you have created in this Board;

  • All: in this option, all the tasks created on this Board can be viewed;

  • Select creators: choose this item to customize and indicate which collaborators you wish to filter.

3.2.4 Desired delivery

Organize the display according to the desired delivery dates:

  • All: all the tasks on the Board;

  • No dates: tasks with no set desired delivery date;

  • Last 7 days: tasks delivered over the previous seven days;

  • Today: tasks scheduled for delivery today;

  • Tomorrow: tasks scheduled for delivery tomorrow;

  • Next 7 days: tasks scheduled for delivery within the next seven days;

  • Next 30 days: tasks scheduled for delivery within the next 30 days;

  • Choose date: choose the desired task delivery date from a calendar;

  • Choose period: use the calendar to select a certain range of dates to view tasks scheduled for delivery.

3.2.5 Task status

Filter the tasks by the status indicated in each item. Currently, there are the following possibilities:

  • Shared: tasks that you share with teams outside your account (e.g., customers and partners);

  • Effort exceeded: tasks that have already exceeded the estimated effort (effort determined by task type);

  • Awaiting approval: tasks on the Board awaiting approval;

  • My approvals: on the Board awaiting your approval.

4. Creating filters

Select the desired conditions according to the options listed above to create a filter. Then click Save. Name your filter and click Confirm.

The saved filters will be available under My Filters.

Keep in mind that creating filters on the Board works in the same way as creating metrics on the Dashboard.

Each user can create their own according to their viewing permissions, while other users won’t have access to the filters you’ve created, regardless of their profile within (administrator, manager or leader).

5. Examples

How to filter tasks for a specific project:

Filtering by task type:

How to filter my tasks with the desired due date for today:

How to filter the tasks that are waiting for my approval:

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