Sort and Filter Tasks

 

Gantt and sheet views are only available on Team and above, learn more.

You can sort and filter on the Gantt, sheet, list, board, and calendar to customize your view and find important project information quickly. Here’s how to sort and filter on the List, calendar, Gantt and portfolio projects.

Sorting the Task List View

You can sort columns on the task list by hovering over the column name and clicking the down or up arrow. On the first click, the column will sort by descending. On the next click, the column will sort by ascending.

 

 

This functionality works on the project, task name, assignee, progress, due date, priority and tags columns. You can move columns on the list view by clicking on the task that you wish to move and dragging it to the preferred location.

You can also sort the list manually by moving tasks up or down. When a column is sorted, a down arrow will appear to the right of the column indicating that the list is sorted. The columns are sorted in the following ways:

• Project: The project names are sorted in alphabetical order.
• Task name: The task names are sorted in alphabetical order. 
• Project name: The project names are sorted in alphabetical order.
• Assignee: The tasks display in order by assignee, beginning with all single assignees by first name, then all dual assignees, followed by triple assignees, and so forth with unassigned tasks appearing last.
• Progress: Tasks are sorted by the amount of progress made on the tasks from highest to lowest, with 100% being the highest and 0% being the lowest.
• Due date: The tasks will sort in order of their due date, with overdue tasks appearing in red.
• Priority: The tasks are sorted by priority, starting at critical and going down to very low.
• Tags: Tasks display alphabetically by tag, beginning with tasks with a single tag, then two tags, three tags, and so forth, with untagged tasks appearing last.
• Parent task: You can sort by parent (summary tasks) on the list. When sorted, tasks with a parent task will appear at the top of the List.

Filtering the List & Kanban View

Use the filter icon in the top right to filter for specific tasks in the List and Board view. Filter by people, due date, progress, priority, tags or tasks. You can also click the "eye" icon in the top right to hide completed tasks.

 

Filtering the Calendar View

Use the "view options" icon in the upper-right-hand portion of the Calendar view to show due date, duration, task, assignee, or to change the colors on the calendar. 

 

Filtering the Gantt and Sheet Views

You can filter tasks on the Gantt and sheet views by clicking the filter icon and selecting from the dropdown list. You can choose a single filter or select multiple from the list.

 

 

Here are the parameters you can filter by on the Gantt:

• Tasks due today

• Tasks due this week

• Tasks that are late (Overdue)

• Incomplete tasks (Progress is less than 100%)

• Task assigned to X (You will be prompted to select “X” from your project resources when selected)

• Summary tasks

• Milestone tasks (The diamond symbol on the Gantt indicates a milestone)

• Critical path tasks (A critical path is defined as the longest set of linked tasks within a project)

Once you’ve applied the filter, the subtasks will automatically be narrowed down to represent your choice. However, the summary tasks will retain the total values displayed.

Let’s say you want to filter by milestone tasks. You have a summary task and several tasks below it. Three of these tasks are milestone tasks. Once you choose the milestone filter, the summary task will display the value for the total amount of sub-tasks, not just the filtered tasks.

 

Editing the Gantt When the Filter Is On

If the Gantt filter is on, you will still be able to edit default and custom columns on the Gantt. These include:

• Planned and actual cost

• Planned start date, planned finish date and planned duration

• Linked to and linked from

• Baseline dates

How to Use Filters on Portfolio Projects

You can filter projects by status, priority, customer, charge code or manager on the Portfolio Projects page.

 

 

You can also filter by more than one parameter. (For example, open projects for a certain customer) If you have not added a customer or a charge code, you won't be able to filter until you add a new customer or charge code. You will be able to select any active user when filtering by manager.

Search for open or closed projects by typing the partial or full name in the search bar.

Questions on Task Filtering?

Please email support@projectmanager.com with any unanswered questions.