Efficient Task Management with Quixy

Quixy Editorial Team

August 9, 2023

Getting too many Task Notifications??

Missing out on your day-to-day Tasks??

Quixy’s Task Organization is your saviour!!! 

Why task organization is required?

Quixy has a very flexible and easy approach to task management. When automating a business process flow in Quixy, tasks are created for various users to take action on them according to the process flow.

Now each user could have various roles in a process, or he could be responsible for various processes. So, he will have multiple tasks generated for him in Quixy on a day-to-day basis.

In such scenarios, it is very much likely to miss the deadlines of important tasks and this might lead to business process disruption or even a financial loss.

To avoid such scenarios Quixy has a wonderful extension for Task Management where users can design their own view of Tasks with the help of Grouping, Filtering, and Sorting based on different criteria. This will help them see and acknowledge the assigned tasks in an organized way. This will also increase the visibility of the process for a user.

Some of the important highlights of Task Management are:

• Sorting and Grouping on selected fields
• Logged in user can drill-down and see all task details of his team
• Filters to monitor tasks which are completed, pending, overdue, task aging
• Color indicators based on due dates, overdue, aging, status of the task

Task Management with Quixy

The article will highlight three major pillars of creating task views for better management: 

1. Grouping

Group the tasks based on different criteria like Application based, workspace-based, etc. to create a drill-down view of the Tasks with groups and subgroups. 

2. Filters

Apply different filters (based on Created Date, Initiators, etc.) to see only desired Tasks in your Task View

3. Sorting

Sort your tasks based on different Fields to Quickly find and take action on Priority Tasks

Let’s have a look at them! 

1. Group your Tasks

i. Grouping Icon is present on the top right corner of the Task Screen.

ii. If the user clicks on it, then the system provides columns to select Columns for grouping: Status, Created Date, Created By, Due By, App Name, Workspace Name, Tag, Field1, Field2, Field3. 

iii. If the user chooses a column and adds a group, then the system will show it by Group by - column name dropdown  

iv. After adding the required groups, the system will display the number of groups added in braces beside the Group button. As soon as a group is added/removed, the count will be updated , and the grouping effect on task results should be applied.  

Also Read: Get quick help with Quixy’s Feedback feature

v. System will display the number of records for each group of records created. 

vi. If the 2nd level of grouping is applied then, the system would display nesting groups with steps inside.

vii. The user can expand/collapse the Groups as per his requirement to see the number of tasks under each group.

Also read: Quixy’s Custom Notifications to Fast-track your Workflows

2. Apply filters

i. You will find the Filter Option in the top right corner of the Task Screen.

ii. Add a field to filters with the help of a select dropdown with the list of columns. 
Columns available in Filters:   

• Name of the Task 
• Status of the Task (Completed/New/Over Due) 
• Due Date of the Task 
• Created By (According to the Task Initiator)
• Created Date of the Task: (Tomorrow, Yesterday, Current week etc.) 
• App Name
• Workspace 
• App Fields (Field 1, Field 2, Field 3) 

iii. If the user is applying filters based on App Fields, then the System will provide operators based on the type of the field. For example: 

• Text: Is, Contains with provision to enter text. 
• Number: Equals to, Not equals to, greater than, less than, greater than or equal to, less than or equal to with provision to enter a numeric value.  
• Date: Is operator with given values as mentioned in Due by.  

iv. As soon as the user adds filters for tasks, the system will display the number of filters added in braces beside the Filter button. The system will refresh the screen and update the task list after applying filters.  

Watch Webinar: Promote Accountability and drive Performance with Quixy Tasks

3. Sort Your Tasks

i. Sort Icon is present on the top right corner of the Task Screen. 

ii. Add a field to sort by with the help of a Single select Dropdown to choose columns. 

iii. Tasks can be sorted based on the following fields: Task Name, Status, Due By, Created By, Created Date, App, Workspace, Field1, Field2, Field3  

iv. As soon as the user selects a column, the system should display sorting options based on the type of element. (The Ascending order is selected by default) 

v. Text: A-Z and Z-A  

vi. Number: 1-9 and 9-1  

vii. Date: 1-9 and 9-1  

viii. System should provide a provision to change the sorting order based on the type of column chosen.  

ix. As soon as the user adds fields for sorting, the system will display the number of sorts added in braces beside the Sort button. The system will refresh the screen and update the order of tasks as per the applied Sorting.  

4. Save Task View 

i. User will be able to make customizations in the task screen and save it as a custom view.  

ii. If the user makes any of the following changes, then the system will enable the Save button beside the My Tasks title .

iii. If the user clicks on the save button, then the system will provide a popup with a provision to enter the name of the view.  

iv. System will disable the save button in a view till the user makes any change in view.  

The Saved View will be Visible in the List of Task Views 

Brownie Tips!!

The Saved View can be tagged on the User’s Dashboard for better accessibility.

One User can create multiple Views and tag them on multiple Dashboards. 

The Organization Admin and Workspace Admin can manage their own as well as their Team’s Tasks from the Task Management Window itself.

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