1. TaskRay
  2. TaskRay Support Guide
  3. Enhanced Filtering

Create and Assign Board Filters

This feature is available to the following product editions: 
  • Starter
  • Standard
  • Premium

Board filters give TaskRay users the ability to select a predefined broad dataset, which they can choose to work with as-is, or further refine using flex filters. Board filters come in two flavors: 

  • Standard board filters are available out-of-the-box, and serve the most common board filter use cases, like 'In-Flight Projects'.
  • Custom board filters are designed to handle more unique datasets, like 'Enterprise Onboarding Projects', and are set up by the TaskRay Admin or user that has the 'Enhanced Filtering Admin' custom permission. 
The TaskRay - Admin Access permission set, or the trEnhancedFiltering custom permission are required to perform the operations described in this article. 

 

Standard Board Filters

TaskRay comes with several standard board filters, intended to capture the most common buckets of data users need to see.

  • All Projects: all projects that the running user has access to
  • Projects I Own: projects where the running user is the assigned owner
  • My Projects: projects where the running user has been assigned to the project team
  • My Tasks: all tasks assigned to the running user. Includes tasks that have checklist items assigned to the running user. 
  • Forecast Projects*: projects designated as forecast that are not marked archived
  • In-Flight Projects: active projects that are not marked completed, on-hold, or archived. 
  • On-Hold Projects: projects designated as on-hold
  • Completed Projects: projects marked as complete but not archived
  • Archived: projects designated as archived
  • Delegated: tasks that the running user created and assigned to others
  • Favorites: the running user's starred projects and their tasks 
  • Recent Projects: the running user's five most recently viewed projects
  • Single Project Search: find and access a single unarchived project

*Available only to Flux Capacity subscribers.

 

Custom Board Filters

In Tools & Settings, under Filter Management you will see the Board Filters option. Click on that and you will now see the board filter configuration area. Here you can create and assign board filters. 

To set up a new board filter, click on +New Board Filter. That will open the board filter setup screen. You will see Three Columns:

Board Filter Info:

  • Enter the name of the custom board filter. This is a required field. 
  • Optionally enter a description. This will be visible to any users assigned this board filter, via their left sidebar. 

Project Filters:

  • This column allows you to select a standard project scope, and add criteria and logic.

Task Filters:

  • This column allows you to select a standard task scope, and add criteria and logic. 

Screen_Shot_2021-10-05_at_2.28.01_PM.png

 

Assigning Board Filters

The Org-Wide Default assignee is standard in all orgs and cannot be removed. To add new assignee, click on the drop down under Add New Assignee. You will have a list of assignee types as options from which to choose. 

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Once you select the Assignee type you will use the Search Salesforce field to search the group, user role or individual to add as an Assignee. Once you have the assignee added you will be able to assign them the desired board filter. 

Assignees can be assigned as many board filters as necessary to meet their needs. 

Assignee types are only available in Standard and Premium editions. Org-wide default assignments may be made in the Starter edition. 

 

Note:Public Groups configured to include any of the default Salesforce Groups (e.g. All Internal Users, All Customer Portal Users) or Roles are not supported for Flex Filter Sharing. Alternatively, applicable users can be added directly to Public Groups. In other words, users must have an individual assignment in a Public Group for Flex Filter Assignment to apply.

 

Assignee Hierarchy

It is important to understand that there is a hierarchy when it comes to assignees. If board filters are assigned to the org-wide default (the highest, most broad group), all other assignees added to the table will 'inherit' those board filters. In other words, to remove those filters from assignees' view, they must be removed from the highest level group. This applies to any assignee group that is 'higher' than the row being added. 

For example, if Jane Smith is part of the 'Director of CS roles and subordinates' assignee but also has been added as an individual user, the individual user row will inherit all board filters that have been assigned to the 'Director of CS roles and subordinates'. They cannot be removed from Jane's view without removing them from the 'Director of CS roles and subordinates'. 

The hierarchy of assignee types is:

  • Org-Wide Default
  • Public Groups
  • User Roles and Subordinates
  • User Roles
  • Individual Users
Note: All assignees must have 1 direct (specifically assigned to them, not inherited via a higher assignee group) board filter assignment. By default, 'My Projects' is directly assigned to any new assignee added to the table.