Create and Assign Project Filters

Project Filters let you decide which sets of projects your users can pick from in Portfolio View and the TaskRay Projects Lightning component. Each Project Filter represents its own project dataset, so you can make it as broad or as specific as your use case needs. Project Filters stand on their own: they're separate from Board Filters and don't combine with Flex Filters.

There are two types of Project Filters:

• Standard Project Filters come with TaskRay and cover the most common project views, like My Projects.
• Custom Project Filters handle more specific project datasets. A TaskRay Admin or a User with the Enhanced Filtering Admin custom permission sets them up.

In this article:

• Standard Project Filters
• Custom Project Filters
• Assigning Project Filters
• Assignee Hierarchy

Standard Project Filters

TaskRay comes with these standard Project Filters, covering the projects users most often need to see:

• All Projects: all projects the running user has access to
• Archived Projects: projects marked as archived, and only those. Archived projects aren't deleted. They're kept out of active TaskRay views and stay available in Salesforce for reporting. Archived Projects is assigned to the Org-Wide Default out of the box, so every user can select it unless an admin removes that assignment.
• Completed Projects: projects marked as completed but not archived
• Favorite Projects: the running user's starred projects
• Forecast Projects: projects marked as forecast that aren't archived
• In-Flight Projects: active projects that aren't marked completed, on hold or archived
• My Projects: projects where the running user is on the project team
• On-Hold Projects: projects marked as on hold
• Projects I Own: projects owned by the running user
• Template Projects*: projects marked as templates for cloning or stitching

*Template Projects appears only in orgs where Template Versioning is neither enabled nor enforced. It doesn't appear in the TaskRay Projects Lightning component's filter list.

Custom Project Filters

Custom Project Filters are created in Tools and Settings. Under Filter Management, click Project Filters to open the Project Filter configuration area, where you create and assign Project Filters.

Setting up Project Filters

To set up a new Project Filter, click +New Project Filter. The Project Filter setup screen opens with these fields:

• Project Filter Name
  • Enter the name of the custom Project Filter. This field is required.
• Project Filter Description
  • Enter a description. It's optional, and users assigned the filter can read it through the info icon above the filter dropdown.
• Select Project Filter Scope
  • Choose the standard filter scope to use as the base. The criteria and logic you add next narrow it down.

• Add Filter
  • Adds a criteria row with Filter By, Operator and Value.

• Add Filter Logic
  • Adds logic across your criteria. It defaults to "and", and you can use "or" as well.

Save the Project Filter, and it's ready to assign.

Assigning Project Filters

The Project Filters screen is an assignment grid. Project Filters run across the top as columns, and assignees run down the side as rows. To assign a filter, tick the checkbox where the assignee's row meets the filter's column.

The Org-Wide Default assignee is standard in every org and can't be removed. To add another assignee, click the dropdown under Add New Assignee and choose an assignee type.

Once you've picked the assignee type, use the Search Salesforce field to find the group, role or individual user to add. When the assignee is in the grid, tick the Project Filters you want them to have. An assignee can have as many Project Filters as they need.

Each change saves as soon as you tick or untick a box, so there's no save button to click. TaskRay prompts you to reload when you close Tools and Settings, and the change takes effect after that reload.

Only custom Project Filters have a dropdown on their column header, with Edit Project Filter, Duplicate Project Filter and Delete Project Filter. Standard Project Filters can't be edited.

Example: Limit the Archived Projects filter to specific teams

Because Archived Projects is assigned to the Org-Wide Default out of the box, every user already has it. If you'd rather offer it only to the people who need archived work, such as a leadership group and a compliance team, take it off the Org-Wide Default first:

1. Go to Tools and Settings > Filter Management > Project Filters.
2. On the Org-Wide Default row, untick the Archived Projects column. While the Org-Wide Default has the filter, every other row inherits it, so this step comes first.
3. If the people who should keep the filter aren't listed yet, add them with Add New Assignee.
4. On each of their rows, tick the Archived Projects column.

That's it! After the reload, only those assignees see Archived Projects in their Project Filters dropdown. Removing a Project Filter changes which filters a user is offered. It doesn't change their Salesforce access to the archived project records.

Assignee Hierarchy

Project Filter assignments follow a hierarchy. A Project Filter assigned to a broader assignee is inherited by every narrower one, and the Org-Wide Default is the broadest of all. To take an inherited filter away from someone, remove it at the level where it was assigned.

For example, say Jane is in the "Director of CS and subordinates" assignee and has also been added as an individual user. Her individual row inherits every Project Filter assigned to "Director of CS and subordinates", and those filters stay in her view until they're removed from that role assignee.

The hierarchy of assignee types, from broadest to narrowest, is:

• Org-Wide Default
• Public Groups
• User Roles and Subordinates
• User Roles
• Individual Users

An inherited filter shows as a ticked checkbox that's greyed out on the narrower row, because it can only be removed where it was assigned.

Where to go next

• Using Project Filters: how users pick and work with the Project Filters assigned to them