Transcript:
Work views is the way you view your information in OneDesk, and is what you see here on the left side panel. Work views are available in each of the main OneDesk applications, for example in our tickets, tasks, projects, timesheets, customers and users, analytics, and financials app. Let’s talk about how views work. First we have the project-level selector. If you are not seeing an item be sure you are in the right project AND that the project is shared with you. Remember that you won’t see items in projects not shared with you. See our videos on sharing projects for more information.
Second, is what we call the system views. These are essentially the base layouts of how your information is organized. The folder tree is a hierarchical view grouped by folder. The subtask tree is a hierarchical view with the parent task and child subtask grouped together. Because subtasks are designed to be full-featured tasks, they can be moved around independently. Therefore in the folder tree they may not appear beside their parent task. The subtask tree shows the subtasks beside its parent task regardless of where each is located. The flat view is a list view. The status board is a Kanban board that lets you drag your items into another column to update its status easily.
Below that are ‘My views’ which are your custom views. In a new account there are a number of pre-built custom views for you. Hover, over to easily see what this view is made of. Click the pencil icon to edit the view. Now let me explain how custom views work. Lets edit the ‘My Open’ view. Here you can see this view uses the flat layout. And is adding a filter called ‘ lifecycle state is not started.’ In other words this view is a list of tickets which have not been marked as in progress or closed yet. You can add additional filters to narrow what you’re seeing. Let’s close this panel for now.
Instead of editing this view I want to create a new one. How do I do that? Lets hover over my views and we can see the add button. Click it to create a new custom view. So to create a new view let’s first select the layout we want. In the folder tree we can choose groupings in addition to filters. The card view as well we can change the grouping. In the card view changing the grouping will change what the columns are. For example if I group by priority, instead of the item’s status I can drag and drop to change priority. Lets add that grouping and also add a filter to this. Let’s say, filter the tasks assigned to me. When done click save. You can save your new view with whatever name you choose. As an administrator you can choose to share your view. This can help create unified views across your team or organization.
Let’s create a few common example work views to illustrate how everything works.
Let’s create a personal to-do list. Let’s select the Folder Tree layout. Next select Add Filter > Assignee > Is > Me. Let’s Add a second filter. Lifecycle State is not Finished. Finally, Select a grouping. Group By > Priority for a hierarchical view. Save and name your view. Here’s how our new view looks.
Let’s try another type of to-do list. Create a new view, select Flat Layout. Add filter Lifecycle state > is not > finished. Click on Sort High-To-Low priority under the Priority column. We can then save this view. Now we have a prioritized list of our tickets we need to work on.
In that last view we created is another aspect of custom views that is important to illustrate, which are columns and searches. Click on the cogwheel. Here you can see a list of all my ticket properties. Maybe certain properties are important for my to-do list and others not so much. For example, maybe I don’t care about the ID or the ticket in my view, and I care about the description. I can uncheck ID and check on description. When I make these changes, you can see I am now in an unsaved view. This is because column modifications can also be saved to your views. If I click the save icon, I can save a new view or update my last view to reflect this change. Of course, you can also configure columns in other layouts such as the card view. Let’s go to our custom card view again. If I click the column here you can see a list of my priorities. Let’s say I don’t want to see the 5 star priority column. Once again I can save a new view or update my view to reflect this change. The same logic applies to searches. I can search within this view here. You can see the search term reflected in the breadcrumbs and that I am in an unsaved view. If I want to I can save whatever search I applied to a custom view.
The last thing I want us to do is look at managing custom views. We’ve created a lot of views today. Maybe they are not all ideal. We can delete, organize or rename these custom views. To do so let’s click the cogwheel beside Views. At the top are our system views. These cannot be deleted but they can be turned off or on. For example, for tickets some companies prefer the flat view and may turn off the folder tree. Below this are once again our custom views. There’s a few things we can do here. We can turn a view off without deleting it. We can edit the view. If you are an admin user you can share your view. You can delete the views you do not want anymore. And finally you can reorder or re-name your views. Custom views are flexible and powerful tools for organizing your work. If you have any questions about creating or managing your views feel free to reach out through live chat or support@onedesk.com. Thanks.