When you need to know what work is due or see how a project is progressing, jumping from board to board can be a real productivity killer. To see all your tasks in one place, you can use All Tasks.
All Tasks is much like a Master Board, you can pull in tasks from anywhere in the platform. The Team filter options make it the perfect place to run your Weekly WIP, and the Status icon on your Tasks is the simplest way to show what stage your work is in.
How it works:
While All Tasks appears as a normal Kanban board with Lists (see image above), these Lists will appear as a Task's Status every where else in the platform.
New Projects will automatically assigns Statuses to matching Lists and all the Tasks will update accordingly. Automation will then make sure any changes you make in the All Tasks, will happen in the original board as well.
If you add a new List or would like to change the order of them, you'll need to ensure statuses are assigned.
See below, I've come into a Project and assigned the status New to the Allocated List, Working on status to the In Progress List and For Approval Status to the Workflow Approval List. Now all the Tasks have those statuses.
Now when we look at All Tasks, those Tasks appear in their relevant Statuses.
So when you move a Task in All Tasks from the New list to the Working on List, the Task Status will change and it will also move to the next List.
This means you'll get instant oversight of your activity without interrupting your regular workflow.
Changing the Lists in All Tasks.
The first thing you'll need to do is create a flow of Statuses. To do this
- In the Menu select All Tasks
- Select the ... next to All Tasks
- Select Manage Status
Note: These will appear like Kanban lists on All Tasks and they are universal, so it makes sense to create a work in progress flow that suits your entire organisation. But don't worry, you don't have to use every Status.
You can change the colour of each status by selecting the arrow dropdown next to the status.
See how the Statuses above appear on the board below.
Pulling Tasks into All Tasks
To get started, you'll need to assign these Statuses to the Lists on your Project Boards.
- Open a Board
- Select the ... to edit the Board
- Select Automate Task Status
Next, you'll see the Lists in that board appear on the left and a dropdown that allows you to choose the Status you want to map it to. Choose the closest status as possible.
You don't have to map every list.
Map your Lists and select Save.
You'll see all the Tasks will now have a Status on it and each List will have a colour next to it to represent which status it is.
Then, when you come into the All Tasks, you'll also see those Tasks in their relevant Status/list.
Continue doing this for all the Boards you'd like to pull in to All Tasks.