Completed

Better task filtering

The end result I would like to achieve:

Filter the tasks that are relevant to what I am doing now.

Currently, I have the ability to filter tasks by category. However I would like to further refine by the nature of the task. “Admin”, “Sales”, “Marketing”, “Business Development”, etc.

So, if I have allocated time to doing “Administrative” tasks, I would like to be able to find all my administrative tasks (whether they be to do, phone calls, follow-up, emails, etc.)

If I allocated time to doing “sales” then I would like to be able to find all my sales related tasks (whether they be to do, phone calls, follow-up, emails, etc.)

I thought of a few ways:

CATAGORIES: To be able to assign multiple categories. To a task so it could be filtered  as “phone call & Sales” or “all & sales”

TAGS: Tags are ideal because you can have multiple tags per item (Insightly university 110) “tags make it easy to find groups of items in a timely manner”.

Also possible but less ideal would be custom fields and to create more task categories such as “Phone Call – Admin”, Phone call – Sales”

The issue is that tags, filters, custom fields, seem to have neglected tasks. I can not apply any of them to tasks and after all, it all comes down to tasks.

The promise of Insightly is to be better organized by being able to group similar items together. Tasks seems to be a neglected aspect of that thought. I highly recommend the application of tags to tasks.

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Comments

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  • Official comment

    Hello everyone, my apologies for not responding sooner to this important discussion. Very fair points have been brought up on tasks management and we are considering them all. What helps most is that you all provide specific examples of how, what and why you want to see these changes implemented.

    So how are we going to solve this? There are several ways this could be addressed: right on the task list view itself, through the application of custom filters as you've suggested, a different user interface for tasks altogether. The solution that is on a near-term horizon is our new advanced custom reports, which include custom tasks reports with the ability to group by a project, opportunity, etc. We are in the process of fully re-designing our reporting capabilities. It is a big undertaking with the goal of providing our users with a way to generate custom reports, group data, summarize, share, etc. Preempting a question about timing: all we can share now is that the new custom reporting is our #1 priority and that the majority of our product developers are working on it now. Given the complexity and scale of redesign it is hard to commit to a timing of release. Stay tuned for our product updates and rest assured we are reading your every comment.

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  • We appreciate your suggestions and the time you took to vote and comment.  Your votes and comments help us prioritize our product roadmap!

    Lynn Tsoflias

    Insightly

    Vice President of Customer Success

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  • I completely agree with this suggestion. When our company first signed up for Insightly, I was excited, but my excitement was crushed by the inability to manage tasks. The tools provided for sorting or filtering tasks is rudimentary and has caused me to avoid using Insightly rather than embracing it.

    Ideally, the tasks component of Insightly should be a fully-featured task management app within the service, and you should look around at some of the leading apps in that market for ideas (like Todoist, Wunderlist, and Any.DO). If you can improve this area, it will make it easier to do everything within Insightly.

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  • Ben,

    I could not have said it better myself. We were so excited to find Insightly. We found so much potential in using tasks, email templates, the project management components, email forwarding, etc, that we purchased a year of service for 1 user. Once we started really using Insightly we were simply let down. In most situations, we still needed to use outside solution to manage things. Mainly because they are not in Insightly, or are poorly integrated into Insightly already. I hope that all this community feedback helps Insightly grow this product enough that in the future (hopefully within my paid year), we can start really using it.

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  • As I input more tasks, it is becoming more difficult to manage and select what I want/need to do first. I can understand how the excitement diminished for Jeff and Ben.

    I think more so because the mechanisms (Tags, Categories, Custom Fields) are there but not available for use with tasks. I am not programmer but, it just seems like such an easy thing to apply tags (code that is already written) to tasks.

    Lynn, Are there improvements coming that would help us?

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  • Yep. We are going to need to manage Tasks by the Opportunity they relate to... ie. the Opporunity pipeline, stage, activity sets that created the tasks... and then attend to and tickk off the tasks *in a logical to-do order*.

    Opportunity 1

    Stage 1...

    TASK 1 complete

    TASK 2

    Stage 2...

    TASK 3

    TASK 4

    TASK 5

    This is what I had exepected and we need. 

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  • Searching / Filtering of Tasks by the Opportunity to which they relate....

    Each task on the task listing screen shows the Opportunity name (or Project name, etc) to which it relate.

    We need the ability to be able to filter tasks and and search for tasks by at the very least Opporunity Title. Opportunity ID, and ideally other Opportunity fields/custom fields would be great - but at the very least the Opporunity TITLE please.

    Given that the Opportunity has a pipeline, stages, and activity sets that create the tasks.... and there may be 100's of Open Opportunities with the same pipeline and same tasks for the same team, same user.. this is critical for the end user to find/manage the tasks, grouped by Opportunity for the Open opportunities assigned to them.

    The contact filters functionality is great. Similar is needed for Tasks... this being in part a workflow / task management system and all.

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  • I want to be able to filter completed tasks, by user, by date.

     

    This should also segway nicely into the Task Activity Report which needs some fleshing out better explained here --> http://support.insight.ly/hc/en-us/community/posts/203015060-Completed-Tasks-And-Events-Report-should-be-able-to-show-completed-tasks

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  • You should also be able to filter tasks by the project name.  There is a massive lack of communication between tasks and projects.

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  • It seems that if features commonly available other areas of Insghtly would be applied to tasks, we would all be better suited.

    Right now, I can't even filter my high priority tasks.

    I have figured out a work around for my needs that kind of works.

    tasks can be linked to multiple projects. So, I've created "Task Control" projects. TC = Task Control

    i.e. TC Sales, TC Admin, TC Biz Dev,, TC Marketing

    Then i can simply go to those projects and see all the related tasks.

    So, if I want to see all my sales related stuff, I go to the "TC Sales" project and view all the tasks.

    It is still very lacking but, at least a work around that may help some of you.

    I wish Insightly development would treat tasks equal among their other children (opportunities, projects, etc.) and give us some tags, filters, and custom fields to work with.

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  • I agree, the task function on Insightly is really in need of revamping. My particular desire is to be able to move around which group of tasks I see at the top. In part b/c I don't use the task function consistently for many of the reasons that have been cited, my "overdue" section is long in not very relevant at this point. It being at the top of the screen is a deterrent to getting into using this for my task management. I'd like to be able to choose to view what I want at top of screen, such as "upcoming" or "today". 

    In general the idea of looking at task management software programs that work well and trying to integrate some of those features into Insightly is a good idea.

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  • David,

    You wrote, "my "overdue" section is long in not very relevant at this point"... I am happy you shared your thoughts in the way you did because I thought I was the only one feeling this way. over and over, I keep finding "long term" information in Insightly tough to manage. In this case, my task list is pretty much unusable at this point and I am not sure how to manage it moving forward. It is full of tasks for development projects, reminders to follow-up with people (that really do not now need a follow-up) and many other things that simply need to get done, that are more important then *some* things in my system, but not all things. Trying to narrow down to things that I really need to work on this week is tough. And if I go and just remove the due date of all 200+ tasks I have, that becomes even less usable.

    ayal, 

    I too have a similar setup as you. I have specific projects just to hold basic tasks. An example is adding content to a site or writing a blog about a specific topic. I can just view those projects for specific tasks. But, as you mentioned, that is a pain and I am now viewing bits and pieces of my over all task list instead of managing them all as a whole.

    Insightly,

    I know you mentioned that tasks are new and that improvements may come. But please give this a higher priority on your list of things to do. We really need this.

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  • I think this feature is very important and should be implemented as soon as possible as it will make the Tasks so much more powerful feature.

     

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  • It is a little disappointing to see so many user comments and upvotes in here but only one brief comment from someone on the Insightly team.

    Any more word on how this feature request stacks up to others on the immediate horizon and when we might see some progress?

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  • Maria, I don't think you have actually looked at what we have all written.  None of us have asked for reporting....We are asking for the ability to sort or filter tasks.  i.e If a task is linked to a project, sort by project.  We are all aware of the custom fields, but this does not help anyone that has created 100's of task using activity sets linked to projects, which is one of the main features you promote in your YouTube channel.  Custom Reports will only serve to provide us with the information we already can see, we all need the ability to manipulate tasks with in the task screen, or the task screens within a project.  It is totally bizarre that you can go into a project, then the task tab within that project and have no ability to bulk select tasks within that screen.  Why would this basic feature just not be added, that would solve a lot of the problems for most people.

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  • I also agree with Luke.  Not really after reports, just filtering in the same way that Contacts and Organisations can be filtered so that a filter can be custom built.

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  • I'd love to be able to sort alphabetically or numerically - I have a lot of tasks that are the same for a variety of opportunities each day (send follow up email for pipeline stage 3, for example) and it would make my workflow much smoother if I could have my tasks open in one window, and my email pane in another window, then simply add the addresses to the template, and check off the tasks.  As it sits now having 50+ tasks each day to sort through means a lot of lost time trying to tabulate who I need to send what email, or sending multiple emails when I could have just sent one mass email.  

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  • @Brian- Thanks for the detailed feedback, this is really helpful for future planning.

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  • Great feedback so far, but adding my requirements to the conversation as well...

    1. Ability to do complex custom filtering (similar to other areas of the tool) with a combination of status, owner, date, category

    2. Ability to update a task from within the associated Opportunity - this is an efficiency request. The organization I support uses the Pipeline Stage report to manage Opportunity reviews. They then open an individual opportunity and update notes, expected dates. The tasks associated are visible in the opportunity, but must be opened in order to complete or update. This is an unnecessary extra step, and would be much improved by embedding task editing into the Opportunity record.

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  • I'll also add that it's really annoying that I can't complete multiple tasks at once - as in the page has to reload every time I click a task.  Sometimes if I'm quick I can click 2 or 3 complete before the page reloads, but when I need to click off 5-20 tasks at a time, I end up wasting a lot of time waiting for Insightly to reload, and it doesn't feel like it does so very quickly.

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  • I agree. I find tasks very important in getting things done but they are not extremely user friendly.  I specifically would like to sort by start date but I also like sorting by other methods.

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  • Tasks grouped by the Opportunity Date (and Opportunity Record ID) they relate to - please :)

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  • Yes, another vote for task filtering. We'd like functionality similar to Opportunity filtering, where you can define the appropriate filter for a given task, and then elect to share/not share this view with other users. In its current form, the filtering options (or lack thereof) are not helpful to us. Thanks.

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  • Agree with all the comments here. Another simple task feature I would like to see is the ability to even see things like priority, status, etc. in the task list along with filtering on those attributes.

    Right now most of the data I enter about a task can only be accessed if I actually click through to the task details which makes it essentially useless data. :(

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  • In tasks screen we have search string and filter options and this is great thing to have. Yet when we go to organization screen or project screen (and then to tasks tab) both search string and filtering are switched off. Wold be great to have these tools (search and filter) availbale in organization screen (tasks tab) and project screen (tasks tab)



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  • It would be great if you could filter according to the status of the taks. I mean, not only "open" or "all", but also "deferred", "waiting for someone else", etc. Ideally, it would be a checklist, so that you can choose one or more status.

    On the other hand, maybe including some info about the status of the task in the task list could be enough.

    Thanks.

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  • I agree. Would love to be able to have more sorting options.

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  • Hi everyone, thank you for your feedback! It's really useful and helpful information for us!

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  • Did not take the time to read the full thread here, but I STRONGLY endorse the need for more sort options for Task (and other views) , most ESPECIALLY by DATE.

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  • I want to be able to re-schedule overdue tasks in bulk rather than having to go into each overdue task and re-set a due date. Any thoughts on whether this may happen? Likewise, being able to filter overdue tasks by a keyword which I use at the beginning of every task (usually a client name) doesn't seem to be possible either. The lack of the facility to do these two basic actions has rather taken the shine off Insightly for me, especially as I upgraded to the paid version. I now dread missing any tasks that may fall overdue (i.e. yesterday's tasks) and the rigmarole of having to re-schedule each overdue task. 

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