Spreadsheet View

Spreadsheet View presents a familiar and intuitive interface for managing work in TaskRay. Here, the project tasks are visualized in a table format, where every row represents a task and columns represent fields from tasks. This view makes it easy to stay productive by presenting options to work on individual tasks, as well as to manage task data in bulk.

In this article, we provide an overview of the main functionality of Spreadsheet View and showcase how users can incorporate the view into their daily workflows.

Spreadsheet View | Functionality Review

Organization

Visualization

Spreadsheet View presents a simple-to-use interface to manage tasks. Here, every row represents a task and columns represent fields from the task object. 

Using the column headers, you can sort the table based on column field values.

Filtering

Spreadsheet View incorporates a robust filtering mechanism, allowing you to stay organized and quickly refine visible projects and tasks. The filtering mechanism can help streamline your workflow by providing efficient ways to locate your work or view needed subsets of projects and tasks.

Work Management

Create Tasks

Follow the steps below to create a task in Spreadsheet View:

1. With the applicable project selected in Spreadsheet View, click into the New task name field in the top left corner of the view.
2. Type the task name.
   • For quick add hit the Enter key on your keyboard. The new task should appear in the table and you can fill in details by editing the cells in the new task row (more info on editing cells below).
   • For detailed add click on the Add Details button. This will open the new task Detail modal where you can fill in task information. When you are done, click Save.

Visualize Task Details (Spreadsheet View Columns)

By default, the Spreadsheet View columns are configured to display basic task information, such as Task Name, dates, and status details. It is possible to add and remove columns to surface different fields for tasks, including other standard TaskRay Task fields and custom fields added to the object.

Follow the steps below to customize visible columns:

1. Click on the Settings Cog in the top right corner of the view and click on Select Fields to Display.
2. In the Configure Columns modal, locate the applicable field(s) in the Available Fields list and use the arrow button to move them over to the Selected Fields section.
3. Optionally, use the up/down arrows to the right of the Selected Fields section to reorganize the order in which the columns are displayed in Spreadsheet View. 
4. When you are done, click on the X to close the modal.

Edit Task Details

Spreadsheet View presents a simple way to edit tasks right from the board. Rather than clicking into individual tasks and updating information via the Detail modal, you can edit cells in the table to modify various task field values. Spreadsheet View allows editing fields one-by-one, as well as in bulk.

To edit individual field values:

1. With the applicable project selected and columns added in Spreadsheet View, locate the task and field that you would like to edit and double-click into the cell.
2. Select or enter the new field value. If it is a text field, hit Enter on your keyboard to save the new value.

To edit field values in bulk:

1. With the applicable project selected and columns added in Spreadsheet View, locate the tasks and identify the field that you would like to bulk edit on the tasks.
2. Single-click into that field's cell for one of the tasks.
3. While that cell is selected, add other tasks that you would like to edit to the selection:
   • If the tasks are listed together in the table, hold Shift on your keyboard and click on the field cell for the last task in the selection. 
     
   • If the tasks are not listed together, hold Command or Control (depending on your computer settings) and click on the field cells for the tasks in the selection.
     
4. Once the selection is made, double-click into one of the selected cells and enter/select the new value.
5. In the Update Records confirmation modal that appears, click on Update records.

Tip | Undo
If you need to reverse changes made to tasks in the current session in Spreadsheet View, click on the Undo button in the view's toolbar. 

Delete Tasks

Spreadsheet View allows deleting tasks individually and in bulk. 

Follow the steps below to delete tasks:

1. With the applicable project selected, select the row for a task that you would like to delete by clicking on the row number on the left.
   
   
   To multi-select tasks, hold Shift (for grouped selections) or Command/Control and select additional tasks by clicking on their row numbers.
2. Click on the trash can icon in the top right corner.
3. In the Delete Record confirmation modal, click on Delete.

Export

Spreadsheet View also provides the ability to export projects in CSV format. To do this, click on the Export button in the top right corner and TaskRay will generate a CSV file of the currently selected project.