Listing

Listing refers to a feature that allows you to view and manage entries or items within a state or workflow. Each list represents a collection record that share a specific state, category, condition.

Introduction

Listing is used to show specific or desired entries, making it easy to display and access only the information that’s relevant to you. Here's relevant function to customize the listing:

• Filter entries: Use filters to display only entries that meet certain conditions, like a particular status, assigned user, or due date

• Sort Information: Sort items by state, creation date, or any custom field to keep critical entries at the top.

• Customize Columns: Choose which columns or data fields are displayed to focus only on essential information to avoid clutter and keep workspace organized.

• Search: Quickly search for specific entries by using a search function to find exact records.

• View items and list design: Each item shows essential details, such as title, state, due ,ID and etc. All the details can be chosen to show by editing the list design.

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Usage

Multiple List Creation

In the listing section, you can create multiple lists for different states, categories, or priorities, each showing only relevant items. Different list representing different states or categories.

Multiple List created for different state or categories

Customized List design

A list design is a way to organize entry, so they are easy to read and use. You can add or remove Items that presented each entry in listing. This format helps users find and understand information quickly by arranging items in an orderly manner and keeps unrelated information out of view.

List design to add or remove items that show in the listing

Both information and default information can be selected in the list design

Filter Conditions

Each list represents a collection of items or records that share a specific states, category, or condition within a workflow. You can set up lists to represent any custom conditions you need for your workflow

Both information and default information can be selected as condition as well

e.g. Create Date, Assignees, State

Profile Only

The "Profile Only" acts as a filter that limits the visibility of information to items that the current user has created. This feature operates similarly to a "Created by is Me" filter, ensuring that users can specifically view and manage tasks, records, or entries attributed to their own profile, streamlining personal workflow and task management.

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Advanced settings

Default Filters

Default filters will list all entries according to the selected filter. However, it is a temporary filter, and the user can change it whenever they wanted.

Logic [Beta]

Advanced settings also feature a "Logic" section where users can select custom logic which has been created by the user. For more information about logic, you may click here.

Include Archive [Beta]

The feature allows users to view archived entries alongside active ones. When this option is enabled, the list will display both current and archived items, providing a comprehensive view of all relevant data. This can be useful for tracking the history of changes and revisiting past entries without leaving the current workflow.

The above "Include Archive" is incomplete and will have changes.

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Best practice

Best practices for creating effective listings

• Define Clear Workflow States: Establish clear and logical states in your workflow (e.g., In Progress, Completed). Each list should represent a specific state. This is easy for us to understand the progress of tasks

• Use Filters and Conditions: Apply filters and conditions to show only the most relevant entries in each list. This allows you to focus on tasks that need immediate attention.

• Sort for priority: Sort tasks within each list by priority or due date so the most important items appear at the top. Organizing by priority ensures that essential tasks are completed on time, keeping the workflow efficient.