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If you are using Gluu on regular basis, you most likely have hundreds of activities, tasks, and cases. As a user, you may want to see only the activities, tasks and cases that are relevant to you. Once you have the information filtered, you can create detailed reports on (almost) everything! Let's go one by one and see how the filters work for activities, tasks and cases.
FYI, all filters are saved and will be applied until the user changes them. This way you can stay focused on the things that matter to you.
TIP! When applying filters, it is good to know that adding additional filters in the same category automatically adds an 'AND' between each entry, whereas choosing 2 or more categories as part of your filter automatically adds an 'OR' between each category.
'Categories' - show only activities from selected category.
'Group' - show only activities from selected group.
'Process' - show activities relevant to a specific process.
'Role'' - activities that involve a specific role or roles.
'Label' - show only activities tagged with specific label.
'Activity types' - see activities marked as Risks, Customer Touch Points, etc.
'Outcome' - filter your activities based on their outcome.
'Last modified' - filter based on when the activity was last modified.
The example below shows a filter of all activities under the group 'Human Resource' where the role of 'Regular employee' is included:
'Roles'' - tasks that involve specific roles.
'Process' - show tasks relevant to a specific process.
'Activity' - filter tasks belonging to a specific activity.
'Activity types' (example below) - see tasks belonging to activities marked as Risks, Customer Touch Points, etc.
'State' - tasks that are not started, in progress, or completed.
'Assignee' - tasks assigned to or picked by a specific user.
'Commented by' - show task comments made by one (or more) specific user(s)
'Form' - find all tasks that contain a specific form.
'Task type' - choose between schedule-based or case-based.
'Started' - Select the start and/or end date.
'Completed' - Select the start and/or end date.
'Task due' - Select a set date range or a relative date for task deadlines.
The video below is on how to filter the task log to show us all completed tasks on one specific process assigned to user Elisa.
To make things as easy as possible for you, we have designed some preset filters, you can use as your starting point. You can add additional filters to them, if you wish. They will filter your task list based on a certain time period like 'Today' or *Last month'.
The 'Task due' filter utilizes the new relative date filtering option, which allows you to set a date target that automatically updates, so that 'Today' will not only be for right now, but if you log in the following day, it will automatically return that date instead of yesterday's date.
You cannot alter the 'by Gluu' preset filters, but if you add additional filters of your own choosing, you can save the filter and make your own preset.
When it comes to tasks, you can filter your personal tasks, your role's tasks and the task log.
'Process' - show cases relevant to a specific process.
'Case template' - filter cases belonging to a specific activity.
'Role' - cases that involve specific roles.
'Label' - Show only cases tagged with specific label.
'Form' - find all cases that contain a specific form.
'Creator' - cases created by specific employees.
'Assignee' - see cases assigned to specific users.
'Picked by' - find case tasks picked by specific employees.
'Commented by' - show cases with comments made by one (or more) specific user(s)
'Created' - Select the start and/or end date.
'Completed' - Select the start and/or end date.
The example below shows the filtering of cases created by Tor Christensen in a set time frame.
Category - show only components allowed for use in certain process category(-ies)
Group - show only components allowed for use in certain process group(-s)
Process - show only components used in specific process(-es)
Activity - show only components used in specific activity(-ies)
Filtering based on forms
Tasks and cases can be filtered based on forms, meaning that if you want to see only cases or tasks where a specific form is used, you can apply that specific form as a filter.
Furthermore, your form filter can be used to show form data on your overview page, if you save that filter. Take a look at our presets article for more info on how to set that up.
Saving your custom filters
If there are certain filters that you keep reusing, you can save them so you don't have to fill out the same criteria over and over again! To save a filter:
Click on the filter setting icon in the right corner.
2. Select to 'save filter'
3. Give your filter a name
4. Decide whether you wish to save the filter with your colleagues (Only users with 'Manage account' rights can share filters with everyone)
5. Save your filter!
Tip!: Share all general filters with your colleagues so everybody has quick access to the information they need. Don't share filters that are only relevant to you, so you don't spam your colleagues 😊
Viewing your saved filters
To view your saved filters click on the filter setting icon. The list of your saved filters will show there.