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Hide Completed Tasks in an Item

We are happy to announce an improvement for item-level tasks available to customers this week. 

Issue being targeted with this release:

Podio currently has the restriction of showing only upto 50 tasks within an item, without any option of sorting or filtering the tasks. The tasks are shown in chronological order with the earliest due task (oldest) on the top even after it is completed. This leads to the new and pending tasks being pushed to the bottom of list and often hidden if the item has more than 50 tasks associated with it.

New Feature:

We have included a "Hide Completed Tasks" link at the bottom of the task list. Clicking this link will save your choice of hiding completed tasks for all items. So, as a user, you can get a focussed view of the pending tasks only. If you need to view completed tasks sometime, you can go to any item and select "Show Completed Tasks" to see both the completed and pending ones in the chronological order as earlier. Your selection of whether to hide or show completed tasks on any one item will be saved in your browser to give you similar behaviour across all items.

Here are images demonstrating this new functionality (Hide and Show links).

- Hide Completed Tasks

- Show Completed Tasks

This has been built in accordance with one of the most popular enhancement requests we have received over the last few years. We really hope this will improve your experience for item level tasks in Podio!

Pallabi Patnaik

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28 comments

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@Hugo - glad to hear!

@Elias - we want to ensure our customers are aware about changes and improvements to the product, both big and small :) We have a lot of customers being frustrated about the current 50 task limit on items and the missing ability to filter out completed tasks. This problem should be solved now.

Sara Høeg Højlund-Rasmussen 0 votes
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This is a very desirable improvement, I've been one of those users who asked for this enhancement, therefore I am very happy that now is available.  

Giovanni De Giovanni 0 votes
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(following my earlier comment) now it would be fantastic if you could introduce the feature of cloning tasks and task workflows. That would be really helpful. 

And, again, when setting recurrent tasks, it would be very efficient for me if I could set the default repetitiveness as "monthly" instead of "weekly"... I understand that it may seem stupid but I create tasks continuously and that would make me save a lot of time!

Maybe are you working on these issues already?

Many thanks,

Giovanni 

Giovanni De Giovanni 1 vote
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It's a small change that has a huge and relevant impact to the items. That's great.

But, I can understand @Elias Fernandes. It's not a big release comparing to many requested features that is missing in Podio. For example, the hability to hide the "All items" default in an app. So, you can hide completed tasks in a single item, but you can't restrict access to users to all items. The solution from Podio is "to create a custom view where you hide items choosing the fields you need, just filtering", as the same time people can view all items. 

ADMIN PODIO 1 vote
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This is nice but which it was set per item or per app.. some apps I want ot see completed items but other I do not... unfortunately this is a universal setting =( maybe future tweaks to it?

Tiffany 0 votes
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This really helps! Nothing worse than seeing a bunch of done todos! 

2fa, 2fa, 2fa. In a world of insane cyber security concerns I see nothing as important for your attention as this.  

That being said, thank for for a marvelous product. 

Ben 0 votes
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this great, but only if we could filter tasks in the global view

Jayraj Berde 0 votes
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Seriously THANK YOU!! We had asked for this a while back - it's AWESOME to see it now happening thank you!

Hayley Weatherburn 0 votes
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Great example how a company listens to their customers and then takes action on it. Thanks to the Podio team for making this happen. 

Chris Herbert 0 votes
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Well, in my opinion, this helps a bit. However, we all know that "tasks" is one of the weakest features of our much-loved Podio. What kills me is that here https://podio.com/tasks I can't really sort tasks by dat. If I could choose to see the most recent first, I could forget that I have hundreds of tasks not completed. https://www.screencast.com/t/BOCkV6bcZ . Or try to "mass complete them". Instead, I can only see very old, non relevant tasks, and, thus, I directly don't use tasks inside podio anymore. Are there plans to do this "simple" update? Thanks.

1Cesar Nunez 0 votes
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@Giovanni, great to hear. We are not working on these items, make sure to log it as a separate feature request so we can track votes and demand for this kind of change here: https://help.podio.com/hc/en-us/community/topics/200069188-Feature-Requests

@Admin Podio, good to hear! Make sure to track this idea as a feature request or vote on existing idea if it already exists: https://help.podio.com/hc/en-us/community/topics/200069188-Feature-Requests

@Tiffany, this will remember your choice per item, so you would need to manually select "hide completed tasks" on each item where this is relevant for you and it will remember your choice next time you visit this item (unless you clear browser history/cache).

@Ben, awesome! Yeah, you're right - we have this available for Citrix ShareFile managed accounts but we understand the need to enable this for general Podio customers in the future who is not using Citrix ShareFile.

@Jayraj, Mats, Hayley, John, Chris - glad to hear - we know this is a small change but should have big impact for projects and clients with many old completed work items and allow you to focus on what's important now :) 

@Cesar, no current plans - I would recommend you to clean up in the old overdue tasks/delete or mark as complete to get the list clear again. Thanks for sharing your ideas.

Sara Høeg Højlund-Rasmussen 0 votes
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This is very nice feature because we had to delete completed tasks if there are many tasks.

Please one more thing which is very small but big impact for managing projects that is to put a reminder on a task when someone assign it. Good point at Podio is to be able to assign a task to a team member but it can not set a reminder. Actually there is a reminder in the menu but it's for someone who assign the task instead of the team member who gets the task.

Please improve it!

ほっしぃ 0 votes
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This is very helpful   Next could we add the ability to delete many tasks at once?  

 

Thank you. 

 

 

Roberta Eastman 1 vote
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How about adding a way to delete "all old tasks" instead of clicking one at a time. 

Larry Steinhouse User 0 votes
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Super happy that this is now an option! A great move! Thank you as it is much needed! :)

Zef Zan 0 votes
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I honestly don't understand why you would choose to focus on that. We've been using a custom Podio App named "Tasks" for years now, and it works much better than the actual tasks. Here are some ideas of what you could focus on instead :

- Conditional fields !!! This feature has been repeatedly requested every year for the last 5-6 years, I cannot for the life of me figure out why you haven't implemented it yet. I know for a FACT that you've lost many, many customers just because you lack that key feature.

- When you're inside an item, having the ability to filter / order all related items at the bottom. It can get quite messy after a while and there's still no fix for that.

- An email integration which actually works, because Globimail really doesn't cut it. The interface seems to come straight from the year 2000, and the way emails are displayed in the item's comments is horrendous. It's really hard to make sense of it. You should draw inspiration from Pipedrive in that regard.

It's such a shame, you've got an excellent CRM, probably one of the best out there. If you could only focus on the features which add the most value, you would blow all your competitors out of the water.

Raphael Mizrahi 0 votes
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In reply to the comment of Raphael Mizrahi, 

Hi Raphael, could you provide me some more information about this Podio App named "Tasks"? I would like to test this App, but I cannot find it as a Podio extension nor as an external App. I looked in the internet but I could not find it. 

Actually I have a lot of problems with the Podio "native" tasks such as:

- if I have a list of tasks which are all related to a single space, and if I have to change some attribute of all these tasks, I have to do it singularly for each tasks instead of changing it massively all at one time. I would need a kind of "grouping tasks" feature, so that I can group a number of tasks and then change the attribute I need to change, taking effect for all the tasks. 

- with recurrent tasks, I cannot set the default option as monthly... every time I am setting a task as recurrent, the default option is weekly and I have to switch this to monthly... it may seem a little problem but if you manage a considerable number of tasks it may become painful.

- I cannot copy task workflows. This is really painful for me. Most of times, different workflows change for little (but important) details, and I have to manually re-entry all the workflow instead of having the possibility to copy the existing workflow as a new workflow and apply the differences.

That's why I would be happy to evaluate an integration which can help me to better manage the Podio tasks... if this exists.

Many thanks in advance for your support.

Giovanni

Giovanni De Giovanni 0 votes
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Hi Giovanni De Giovanni

I'm not sure I got that last part about workflows?

You can find an example here in the App market, except it's called Actions instead of tasks. We can keep using that term for more clarity to differentiate them from the native Podio Tasks.

The idea is simple enough : you create an App with all the desired customs fields (description of the action, team members, deadline, a category field with "To do", "In progress", "Done", etc.). Be sure to include a Relationship field to the other apps for which you want to assign Actions.

Then, instead of creating a Podio Task for an item as you normally would, you create an "Action" linked to that item with its category field set to "To do". It will appear at the bottom of the item in the "Related items" sections.

Pros :

  • You can do virtually anything you like. Create a scoring field to prioritize tasks, assign them to multiple team members, use Globiflow to set the periodicity of Actions to whatever you want it to be (monthly, weekly, dayly...).
  • You can also place hidden date fields and calculation fields in order to track important KPIs : how long does that type of Action take to complete on average, etc.
  • You can create custom views and filters for your actions 
  • It would also help with the first issue you mentioned : you can update a group of actions at once, either by using a CSV / Excel import, or by using Momentum Tools, a plug-in which allows bulk edits of items. This feature, by the way, should definitely be a Podio native feature and has been requested time and again by thousands of users... I still can't believe you have to pay extra to be able to do bulk edits. But that's just the way it is.

Cons : unfortunately there is no way to filter or hide related items, so all the Actions items will remain visible even when they are "done". This can become kind of a nuisance over time, but I found it to be manageable.

 

Raphael Mizrahi 0 votes
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Hi Raphael Mizrahi,

FWIW - your Task app CON: That's not really a CON. You can list/sort/filter related tasks/actions (like all other related items) in a calculation field. That offers many options to keep the overview. 

Rainer

Rainer Grabowski 1 vote
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Rainer Grabowski

Wow that's great ! I keep learning new things about Podio. Could you give me a link to a tutorial, or to an example of how it's done? It would be very helpful.

Raphael Mizrahi 0 votes
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Raphael Mizrahi

In the calculations help forum https://help.podio.com/hc/en-us/community/topics/200101427-Calculations you find many examples how to pull and filter data. A very simple solution is this calculation in the app where the items form the task app are related to: 

var taskTitle = @All of task title field;
var taskStatus = @All of task status field;
var result = [];
for(var i = 0; i < taskTitle.length; i++){
if(taskStatus[i] != "Done"){
result.push(taskTitle[i] + " | " + taskStatus[i]);
}
};
"Task | Status \n --- | --- \n" + result.join("\n")

That would create a table where the first column is the task title, the second column the task status, 
Displayed are only those tasks which aren't marked as "Done" (in the task status field). You can add columns for task responsible, task creation date or whatever you need, You can also link the task title with the URL of the task so that you can jump directly from the table to the task.

Rainer

 

Rainer Grabowski 1 vote
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Rainer Grabowski

Thank you for your help, that's great ! Opens up new possibilities. 

Could you possibly give me an example that includes the URL link to the item, or would that be too much to ask ? :)

And in any case merry Christmas to you !

Raphael Mizrahi 0 votes
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Raphael Mizrahi

Merry Christmas too :) 
Click some items in the task app and look at the omnibox of the browser. You can see that the URLs follow a pattern. The only difference between the items of an app is the last part of the URL - that's the Unique ID. 
Add a always hidden calculation field (named "URL") to the task app, copy the URL of an item into that calculation field (except the last part): 
"https://podio.com/..../" + @Unique ID

Then modify the code in the other app: 

var taskTitle = @All of task title field;
var taskStatus = @All of task status field;
var url = @All of URL;
var result = [];
for(var i = 0; i < taskTitle.length; i++){
if(taskStatus[i] != "Done"){
result.push("[" + taskTitle[i] + "](" + url[i] + ") | " + taskStatus[i]);
}
};
"Task | Status \n --- | --- \n" + result.join("\n")

The only caveat of this URL solution is: If you change the name of the workspace or the task app the URL breaks cause it the URL includes the workspace and the app name. The alternative is to use the Item ID instead of the Unique ID (it's longer and unique all over Podio while the Unique ID is unique in an app only). But that needs some preparation and Globiflow cause there's no token for the Item ID available in the calculation field (also: the syntax of the URL will be different).

Rainer

Rainer Grabowski 1 vote
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