Finding jobs: filters, quick filters and shared views

A busy workstream holds hundreds of jobs. The Jobs toolbar cuts the table down to the ones you need now, and a saved view brings the same cut back with one click — for you, or for everyone in the office.

The toolbar

From left to right on a workstream tab:

• View: — which saved view the table is showing. All jobs means unfiltered. The menu lists your own views and the office's, and Manage views once you have saved one.
• Search jobs — matches the title, client, assignee, notes and custom field values.
• Group by — None, State, Status category, Billing, Client, Assignee, and Workstream on the All tab.
• Dates — Choose dates… for a range, or Clear dates.
• Client — shown when the tab has jobs for more than one client. It offers only the clients the other filters leave reachable, so choosing a client never empties the table by surprise.
• Quick filters, Filter and Sort — each shows a count once in use (Quick · 2, Filter · 3).
• Columns — the workspace's column layout; see Custom fields and columns.
• Save view.

Dates

Dates keeps a job when one of its published visits falls in the range — not when the span from its first visit to its last does. A route job attended a fortnight ago and again last week doesn't count as worked in the week between. A job booked once is judged on its scheduled start and end. For a job with more than 50 visits, Maliru falls back to the span.

Quick filters

Quick filters lists the columns with a set list of values — State, Status category, Billing, Client, Team, Assignee, Notes, and your text, link, dropdown and checkbox fields. Tick values to keep only those jobs. Each value shows how many jobs you would get, and the heading reads Showing 12 of 140. Clear all removes every tick; Done applies them.

Filter: conditions

Filter opens Filter jobs — "Narrow down the jobs shown in this view using filters." Add a Condition (a column, an operator and a value) or a Group of conditions, and set each group to Match All conditions or Any condition.

Operators depend on the column. Text and dropdown columns offer is any of and is none of as well as is, contains and is empty. Values are picked from what the field actually holds, or from its option list. Number and date columns offer greater than / is after and less than / is before. Spent can be filtered as a number (Spent greater than 5000).

If your conditions contradict each other — Status is Planned and Status is Completed under All conditions — Maliru warns before you apply: "No job can match these conditions", with a Match any condition button. Put several values in one is any of condition instead. A table filtered to nothing that way reads "These filters ask for conditions no job can meet at once."

Apply filters applies them; Reset clears them.

Billing and status category

Two columns help the commercial desk:

• Status category — Open, In progress, On hold, Done or Cancelled, whatever each workstream calls its own statuses.
• Billing — Not measured, Awaiting approval, Ready to invoice, Invoice drafted, Invoiced or Paid.

For an invoicing view, filter Status category to Done and Billing to Ready to invoice, and group by Client.

Saving a view

Save view keeps the search, grouping, dates, quick filters, conditions and sort under a View name. Then:

• Who is it for? — Just me ("Only you see it.") or The office ("Everyone who uses Jobs sees it. Only you can change or delete it.").
• Open this workstream on this view — the tab opens on this view from now on. A view just for you opens it for you; an office view opens it for everyone who has not picked a default of their own.

A workstream has one office default and one default per person. Making another view the default takes over from the one before, which stays saved as an ordinary view.

Views belong to the workstream tab they were saved on. The All tab has no saved views. Column order and widths are not part of a view — they are the workspace's layout for that tab.

Change anything after choosing a view and the View: label goes back to All jobs: your changes stay on screen, but the table no longer matches the saved view.

Managing views

Manage views (in the View: menu, or Jobs set-up › Manage views) opens Your views. For each of your views, switch between Just me and Office, turn Open the workstream on this view on or off, or delete it with the bin. Only the person who saved a view can change or delete it; an office view is read-only to everyone else.

The other office registers save views the same way — see Saved views: for you or for the office.

From the dashboard

The dashboard's Overdue jobs and Unscheduled open jobs cards open the Jobs list already filtered, with a banner saying so. Clear the banner to see everything again.