If you often use the same filters, save them as your own planning view. A saved view restores the search criteria and display options, but does not contain a permanent copy of the task list from the time it was saved. Calendar appearance settings are configured separately.
What is saved in a view?
A view saves the main filters for service requests and tasks, the Gantt view's display mode and toolbar selections, and the users and roles selected under Search by responsible(s) in the calendar. The Search for tasks from selection in the page toolbar is also saved. The lists' own text search fields and display options set using the eye icons are not included.
The search period selection is retained, but fixed dates are not: when you apply a view, tasks are retrieved for a period around the month currently visible in the calendar. The options are the visible month, 1, 3 or 6 months on either side of it, and No time limits, apply all. For example, when October is visible, the one-month option covers the beginning of September through the end of November.
The search period affects all task views on the page. Tasks within the period are retrieved based on their due date or the start or end time of their resource allocations. Tasks in planning status without a due date can be included despite the time limits. Completed tasks are included only when their status is selected in the filters. Other filters and viewing permissions still affect the results.
Save your own view
Open Work management from the Dashboard group in the browser's main menu. These instructions apply to Work management in the browser; task views on Android and iOS cannot be saved using these controls. Manager users can create, edit and delete their own views and use global views. Administrators can also manage global views.
- Open the main filters using the Filter button in the page toolbar, set the filters you want and apply them. Also select the required period under Search for tasks from.
- Check the display mode and filters in the Gantt view toolbar and the calendar's Search by responsible(s) selection.
- In the Saved views group in the page toolbar, click the circled plus icon labelled Save view. Select Create new view from the menu that opens.
- Enter a recognizable name in the required Name field and click Save view.
If you want to keep the view for your own use only, leave the global options shown on the administrator's form switched off. For more detailed filtering instructions, see Work management views and filters.
Apply or update a view
Click the magnifying glass icon labelled Select saved view in the Saved views group. Select the row you want from the Your views or Global views list and click the window's Select saved view button. The view's saved selections replace the corresponding current filters, and the data is retrieved again.
Changing the filters does not automatically update the saved view. To overwrite a saved view, first select the correct view, change the selections you want and choose Edit current view from the plus icon's menu. Check the name on the form and click Save view. The update replaces the view's saved selections with the current ones. If you also want to keep the previous filters, use Create new view.
Verify that the view was saved by selecting it again. Check the main filters, Gantt view selections, calendar responsible-party filter and search period. The results list may change when tasks or their details are changed.
Global views and the default view
An administrator can select Global view on the save form to make the view available to everyone. Manager users can use it, but cannot edit or delete it. A shared view does not expand anyone's viewing permissions: different users may see different work in the same view.
Global default view also makes the view global. Work management can have one global default view. If you replace an existing default, the application asks for confirmation. The previous view remains, but its default selection is removed.
When you open the page, the browser first restores the Work management selections retained in the session. If there are none, the global default view is used, or the built-in defaults if no global default exists. This means that setting a new global default may not immediately change the filters for a user returning to the page.
To apply the default, click the circular arrows icon labelled Return default view in the Saved views group. This restores the global default view or, if none exists, the built-in selections: the task search period is one month on either side of the visible month, Gantt shows resource allocations at day level, and its user and name filters and the calendar's responsible-party filter are cleared. Work without a Spot is also included, and service requests with no tasks are retrieved. Completed tasks are not included in the default search. Restoring the default does not delete saved views or change your personal calendar appearance settings.
Delete a saved view
Open the view list using the magnifying glass icon. Click the trash icon on the row you want to delete and confirm the deletion. The trash icon is visible only if you have permission to delete the view.
Deleting a view removes the saved view, not tasks, service requests or calendar appearance settings. Deleting a global view also removes it from the views available for other users to select. If you delete the global default view, there is no longer a shared default; session selections may still be restored when you return to the page. After deleting the view, check that the row has disappeared from the list.
Adjust the calendar's appearance
Click the settings icon labelled Calendar settings at the right end of the calendar's own toolbar. The settings are saved for each user and applied when you return to the page. They are not included in a saved view, even if the view is global.
In the Information displayed on the card section, choose the content of task cards. The available information includes the name, description, status, priority, responsible party and the role they follow, due and completion dates, and details related to the Spot, folder, customer, work order, task template, task form and contract. Select at least one item. Hover over a card to see its detailed information, regardless of which details you have selected for display.
In the Set the colors of the cards section, choose how cards are colored:
- Random colors distinguishes task cards from one another; the color does not indicate status or urgency.
- By responsible groups cards by individual users, roles and followed roles. The followed role determines the group if the task follows a role. Tasks assigned to several individual users share a group color, and tasks with no responsible party have their own group. Colors are not permanent user identifiers, and the same color may appear in different groups.
- By priority colors cards based on the task's priority.
- By status colors cards based on the task's status.
Hover over the color palette icon on the left side of the calendar toolbar to see the color legend. Also check the card details when the meaning of a color matters.
In the General settings section, Show weekends in the calendar controls whether Saturday and Sunday are visible. Hiding weekends hides those days; it does not move their tasks to weekdays. Before you save your own settings, the defaults are the task name on the card, random colors and visible weekends.
Click the Save button in the settings window. Open the settings again and check your selections. If switching to random colors or coloring by responsible party does not immediately change the colors of cards that were already visible, reload the Work management page and check the result.
Appearance settings do not change task details, due dates, resource allocations or other users' calendar appearance. Scheduling a task is a separate action: see moving a task's due date in the calendar.
If work is missing
First check the main filters and the Search for tasks from selection, then the specific view's own filters. Also check the lists' local searches and hiding options, which are not included in the saved view, and whether weekends are visible in the calendar. If you see the message Not all tasks could be loaded, narrow the search period and other filters. A saved view does not remove loading limits or grant access to work that is otherwise hidden.