💫 Advanced search & the best reports

The advanced search (and the reports) is one of the most underestimated and underused feature. Organizing tasks in projects is one thing, building searches (and save them as reports) is another. With reports, you give even more value to your data. You can do your work more efficiently. You can detect issues earlier.

Here are the best reports I could think of, helped by the community! Don’t hesitate to submit your own using the comments.


1. All subtasks in given projects by @Bastien_Siebman
Subtasks are not always easy to see from the main list
:hammer: Add filter > More > Subtask > Subtasks only
:hammer: In projects
:hammer: Completion > Incomplete

2. Overdue milestones by @Bastien_Siebman
Milestones are important to measure progress, especially in Portfolio and Timeline
:hammer: Add filter > More > Milestone > Milestones only
:hammer: Due Date > Within the last > 1 day
:hammer: Completion > Incomplete
:memo: Also shows today’s milestones

3. Overdue tasks by @Bastien_Siebman
To avoid the overwhelming feeling and make sure the account stays clean
:hammer: Due Date > Within the last > 1 day
:hammer: Completion > Incomplete
:memo: Also shows today’s tasks

4. Incomplete project status update by @Jerod_Hillard
To find any status update reminder that was not completed
:hammer: Search terms “Please update the status of”
:hammer: Completion > Incomplete

5. Tasks without a project by @Jerod_Hillard
If your policy is to always attach tasks to a project
:hammer: In projects > No project
:hammer: Completion > Incomplete
:hammer: Add filter > More > Subtask > No subtasks

6. Incomplete tasks without a comment by @Jerod_Hillard
Those tasks might be list
:hammer: Completion > Incomplete
:hammer: Add filter > More > People > Commented on by > Nobody

7. Incomplete and overdue high priorities by @Bastien_Siebman
Those are the tasks you should focus on first
:hammer: Completion > Incomplete
:hammer: Add filter > More > Custom Fields > Priority has value High
:hammer: Due Date > Within the last > 1 day
:memo: Also shows today’s tasks

8. Last week team’s work by @Bastien_Siebman
To have an overview of what your team worked on
:hammer: Add filter > Date > Completion date > Last week
:hammer: Assigned to > team member

9. Manager delegation “volume” by @Bastien_Siebman
To have a sense of how much a manager is delegating
:hammer: Add filter > People > Assigned By > Manager
:hammer: Add filter > Date > Creation Date > Within

10. Overdue but blocked tasks by @Bastien_Siebman
Actually, those are the tasks you should focus on first :slight_smile:
:hammer: Add filter > More > Dependencies > Blocked
:hammer: Due Date > Within the last > 1 day
:memo: Also shows today’s tasks

11. Laser focus tasks by @TylerNow
What you should focus on when overwhelmed.
:hammer: Assigned to > You
:hammer: Completion > Incomplete
:hammer: Due Date > Within the next > 14 days
:hammer: Add filter > Add custom field > Approval stage > Is not > Ready for Review
:hammer: Add filter > More > Dependencies > Not blocked
:memo: You can also filter on “Not waiting on client” if you have such a custom field

Any suggestion for more?!

2 Likes

I am not sure if this is a good one, but I have a “Target task report” I use when I feel overwhelmed and need to really drill down on just a few tasks to focus on.

We are a TV studio, so these are creative requests from other departments, but it could work with any team.

Targeted Focus Tasks
:hammer: Assigned to > You
:hammer: Completion > Incomplete
:hammer: Due Date > Within the next > 14 days
:hammer: Add filter > Add custom field > Approval stage > Is not > Ready for Review
:hammer: Add filter > More > Dependencies > Not blocked

We also have a specific custom field called “TV Stage” (Waiting on Client, Changes Needed, Ready to send to TV server, Blocked) and I also have a custom qualifier added to these reports to add tasks that are not waiting on a client (basically an old way of “Blocked” and “Not blocked”).

:hammer: Add filter > Add custom field > TV Stage (custom field) > Is not > Waiting on Client

Tyler this is a great one, I just added it! Do you agree with my title?