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Filtering App References -or- 'Archiving' app items

Within podio can I filter an app reference by a category in the referenced app? (For example, I want to only see (and be able to use) jobs marked as "active" in my time-sheet app - not the ones I have categorised as "closed").

This would prevent users adding time against closed (or archived) jobs.

An alternative solution would be to be able to "archive" App items in some way, so they still exist for reference purposes, but are not active - so do not appear in app-reference lists.

This is the only feature that is stopping us moving everything to Podio. As it stands, a mature project may have 200+ deliverables, 150 may be closed but a user would still see 200+ in their timesheet dropdown when adding time.

Upon further thinking we can see three solutions to this issue:

1) Allow app lists to be filtered (by status, or category for example) so only show items which are 'open'

2) Allow app items to be 'archived' (off/complete/done state) and hence not appear in app reference - so only show non archived items

3) Allow app items to be moved from one app to another (so I could clone 'deliverable' to ;archived deliverables' for example and put dead deliverables in - so only show items from one app

Out of interest, do you guys delete stuff when it is completed (rather than keep them for archival reasons)?

Eddie Completed

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89 comments

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Hey guys,

Just a small update from here. This feature is currently not in the short-term roadmap however we are looking into how we can improve the core of Podio, the apps and the items. You will see changes in the way the app builder and the items works in the future.

Again, I cannot promise when this exact feature is prioritized but we are monitoring all inputs closely and will update you here when we have news.

In terms of product roadmap we also plan to move the Podio Help Center to a new format soon and improve the transparency around feature requests in 2014 (and share more about what is planned/what is not planned). Unfortunately we rely on a third-party (we use Zendesk for this Forum) to make it possible. 

@Stephen - Gustav is still with us (he is sitting next to me actually and says Hello). You can meet the team here: https://company.podio.com/team. You can follow updates and product news via the Blog: http://blog.podio.com/category/product-news/ - I don't agree that 2013 has been a dead zone, to me, it has been busy as usual :)

Thanks to all of you for sharing feedback and use-cases - much appreciated!

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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I should also share that you can submit a private feature request via the link https://help.podio.com/tickets/new and the function "idea for Podio". All private ideas submitted via "idea for Podio" will go directly to our Product Manager and co-founder Anders Pollas. 

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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+1.  

I have a recruiting Webform where  the pull down list to select the position to apply for shows all of  the previously filled positions.  Not Ideal. Hope to see some positive changes around this item soon.

 

Martin DeVillers 0 votes
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+1, seems very useful to have this functionality, especially because it makes working with references and webforms much more professional.

I'm yet not familiar with webforms but if I read the post of Martin, I wonder how Podio can say it's fit for hrm-works from externals. Any test with real users would result in adding a filter for the drop-down. Does Podio actually use the system for their own activities in this area?

Ron van der Plas 0 votes
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Maybe it's good to remember what the opening post also suggested: a request for the possibility to copy an app-item to another app. This could 

be a great feature and solves partly the archiving issue. I have found myself already several occasions where I needed this copy to another app function.

 

As it is already possible to clone an item I suppose it isn't a huge step to build this functionality.

Ron van der Plas 0 votes
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With "copy an app-item to another app" I mean just like the OP suggestion 3: "move an app-item to another app".

Ron van der Plas 0 votes
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Hi Sara,

The keyword in your answer is 'open'. I assume that Podio has all the information about the positions in one app. So very likely also positions that are closed. How do you filter the open positions in the webform for the candidates?

Kind regards,

Ron

Ron van der Plas 0 votes
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As far as I know this is not possible right now.

We have been using a webhook to remove the item from one app, and add them into another, like mentioned here.

For instance, people who cancelled for a meeting. You don't want them to be selectable in an app which you want to relate to people who actually participated.

This filtering possibility feels like a very important one, or, end up with lots of separate apps instead of categories, and a few webhooks (which does work, but well...).

Riël Notermans 0 votes
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@Riël - any chance you can give an example of the webhook you are using to dupe an item into another? what is the process / plugin you use for this? (I.e - is it a greasemonkey script?)

Eddie 0 votes
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I use Google Apps Script for that: Google Apps Script can be deployed as 'webapps' to catch the hooks, do some JavaScript things with it and respond (like updating the item of adding an item).

You can do it quite simple using the PHP examples: fetch item, fetch all it's fields, and then POST those fields to a new item in another app, if it is okay, remove it. 

I added a field-hook, where I set a category 'finished', and if the category changes to 'finished' it calls the hook. The field hooks are quite nice and can make you do practically everything. 

We do a lot 'inside podio' work, like project numbering (our project are numbered : client#.project#) so we take the client# off the referenced client when adding a new project, and find the last project number, and generate our project number and update the item.

Riël Notermans 0 votes
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I would like to reiterate that achiving App items is absolutely essential for a decent Podio workflow. I run a studio for architecture so we have many projects which run for many months at a time. App items such as 'deliverables' keep showing up in the reference screens, making the use of Podio in general very prone to error.

There might be workarounds for this function, but I consider this to be a very basic and necessary functionality for Podio. Please, please fix this!

Auguste van Oppen 0 votes
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+1 for this.

I can not believe Podio has not addressed (even scheduled!) this issue after two years of being reported by Eddie.

Sergio Nadal 1 vote
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This is one of the missing pieces on the way to god mode podio :)

We can filter what ever we want in our apps and workspaces, build reports, use java script in calculated fields. but the only feature with zero flexibility seems to be the app reference field. there are hundrets of use cases, where it would be usefull to set a filter criteria, based at the linked app. why not also use java script to create complex filters?

1) List Milestones in an project, without closed milestones
2) list requests in product management without requests that are market as "accepted"
3) list active service contracts in an contact app, without contracts that are outtimed

and so on and on and on and on

but over all: I LOVE PODIO SO MUCH :)

Rene Rose 0 votes
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A workaround regarding archive / reference field bloat using GlobiFlow:

I was on the verge of breaking up with Podio over this until I realized their friends at GlobiFlow have a viable workaround. The relevant lab sample is called "Managing Long Task Lists in Podio" and can be found at http://www.globiflow.com/blog/managing-long-task-lists-in-podio.php

Specifically you want to look at the second half of the lab. They detail how to use GlobiFlow to automate the transfer of items from an XYZ app to an XYZ-Archive app after it's outlived its usefulness. This process can be tied to a category such as "Stage" and activated when the stage is marked "Deal Won"... or whatever your imagination comes up with. You basically clone the app and GlobiFlow handles the transfer when called upon to do so. It can also delete the original item after transferring it to the clone. I think this is the best that can be hoped for regarding archiving at this time as Podio has no native archive function... or interest in solving this problem.

The reference field bloat issue solves itself when those outdated items are moved to the archive. Yes you get another "related items" link at the bottom of certain records called XYZ-Archive, but that's okay because you presumably won't need to go there often. This also eliminates the need to filter views quite so often in Podio because only the open items will be in your main app.

You can do all this yourself without GlobiFlow but it will require a lot more effort... or really good programming skills. They just automate the entire process for you. Frustrating that one must go to such lengths to accomplish what should have been baked into Podio on day one.

Mark Bagley 0 votes
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@Charlie Lindstrom - I think that feature existed for quite a while now ever since filtering came out. Is there a doc on what changed? I still need to archive things to eliminate choices on a web form. Does your announcement solve that?

Tanner Chung 0 votes
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Charlie,

What about the system generated "Related items" references? How do we apply a filter to those, since they are put in by Podio and not accessible in the form designer? I don't see an app setting that addresses that yet.

Thanks.

Mark Bagley 0 votes
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That is nice. I felt it was a little clunky to have go make a custom view, then jump back to mess with the relationship. Then I also start building up saved views that are only needed for a particular relationship. It would be nice to be able to set this in the field definition itself. Maybe a light box that would allow you to play with the filter and see the results on the fly.

Greg Zimdahl 0 votes
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Hi,

I spotted a weird behaviour regarding the filter relationship fields feature: it seems to be only working in the app that references another one, but not the other way around (the app that is referenced within another app cannot get the related items filtered).

Let me put it more clearly with a use case:
- I have "App A" which is a "container type"
- I have an action app type "App B" that references App A.

Each time I create an action item in App B, it appears in the container item from App A from which it is related.

I now want to archive some of the App B items, using the filtering feature. So I create the filter in App B, I filter out the archived items and save the view in App B. Filtering archived items means to me that all those archived items from App B won't appear anywhere anymore in Podio.

But it seems that the filtering feature only enables to remove the archived (filtered out) App B items from the dropdown menu of the app builder but not from all instances in Podio that references those items since I still can see them all as related items in App A - included the archived ones.

Is there any reason for this, or could this be considered as a technical issue?
Many thanks for your answer!
Cheers

Grégoire Chailleux 0 votes
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I just read the answer from Mark 1 months, he seems to be pointing out the same issue....
Thanks.

Grégoire Chailleux 0 votes
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Hi, has anyone experienced the same issue that I have regarding this feature? The fact that an "archived" item will still appear as a related item in other apps?
Thanks for sharing your thoughts about it!

Grégoire Chailleux 0 votes
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Hi Grégoire,

I understand that you were expecting not to see the archived items anymore. But that is not how the filter on references is meant to work. The purpose of this filter is to limit the search options within the chosen view. Once you've chosen an item from the related app, let's say App B from your example, then Podio doesn't register any other changes you may make to that item in App B, so it will still appear even though you have changed the category to Archived. If you want another behaviour when archiving your item, then you could consider using the API for this, but it does require some development resource. You can read more here: https://developers.podio.com/

//Morten - Podio

Morten Josefsen 0 votes
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Thanks Morten for your clarification about this feature's behaviour.
I do think, though, that for many use cases it would be very helpful to have a built-in option to filter the way "related items" appear within another item. This could be implemented as a parameter inside the "container" app that is referenced by the other one: you could choose to display all related items, or only a specific view of them, exactly like it works to limit search options! As an exemple, let's say I have an app "proposal" related to an app "lead" in my CRM, I could choose to display on each lead only the proposals that are in process, not the one that were rejected or archived... Maybe a feature to be developed for a future version of Podio ;-)

Grégoire Chailleux 0 votes
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Hi Grégoire,

I think it's a great idea to see a related app's view by applying that as a filter when in app view so I will pass it on to the product team as a new product input :)

Thanks again,
Morten - Podio

Morten Josefsen 0 votes