In this article you will learn:
1. What is the search and filter function in the portfolio view
The portfolio view gives you an overview of all the projects in your organization. As the list of projects can be very long, you can search for specific projects or filter them according to different criteria. This allows you to put a focus on project meetings and keep an overview.
2. How to search and filter for projects in the portfolio
Navigate to the portfolio view
Type your search or filter criteria in the search input field at the top right bar and press enter
Enter # to apply a filter (e.g. #Status: done)
As soon as you enter #, a drop-down selection menu from which you can choose will appear
You can combine several filters (e.g. #Status: done & #Assigned by: me)
To include scenario projects in your search, activate show scenarios
Find out more about Allex search and filter criteria in "What can I find via Allex global search?"
In the following you will find some examples of search and filter criteria:
Search for keywords in title
You can find your projects by title
Simply enter a part of the title in the search line and press enter, the results will be displayed in the list
Tip: Use the sorting function to arrange your results list
Search with "exact" words
Use specific words to filter your projects more precisely.
Place the desired terms inside quotation marks and press Enter to display matching results.
Tip: Exact searches are also great for finding specific tasks.
Filter by custom fields
You can filter your project portfolio by your custom fields for projects
A prerequisite for filtering by custom fields is, that these fields have been created in your organization
e.g. #Budget: on track or #Customer: Global Inc.
Filter by project time status
If you want to get an overview of the health status of your projects it is recommended to filter for the #Time status. Allex defines three different time statuses. They are calculated by the due date in relation to the project progress on the critical path and the remaining buffer:
On Time: The current progress of the project suggests, that you will reach the selected due date on time. If you use flexible time buffers for your planning, the status On Time shows you, that you still have remaining buffer time.
At Risk: The project can still be completed on time, but some tasks or milestones are delayed and are currently consuming the planned buffers too quickly in relation to the progress of the project. This means that you have less slack, and the project is at risk to be completed on time.
Delayed: The due date of the project is exceeded and the project is delayed. The calculated end date is behind the planned due date. If you use time buffers for planning, the total buffer is consumed. You may need to adjust the due date of the project.
3. How to search and filter for tasks in the project view
You can also use the text search or the filter in the project as usual to specify the elements in a project.
Only project-specific filters are displayed here
For the search, it is only possible to select task responsibles from the relevant project and external persons who have responsibilities in this project.
The custom fields which are displayed from the entire organisation
You can also sort all tasks or the search result according to different criteria, e.g. by Last updated. To return to the usual view, select the Manual order option.
4. How to filter in project and task lists
You can filter projects and tasks directly in the list columns by certain details without opening the global filter dialogue. This applies to:
Tasks
Responsible
Status
Start or end date
Approver
Custom field: Single or multiple selection
Projects
Responsible
Status
Time status
Custom field: Single or multiple selection
To do this, hover your mouse over the column title and the relevant filter will appear. If required, you can also clear the column filter in this way.
If you want to specify your search, you can add further filters in the global filter dialogue. The column filter and the global filter dialogue are always synchronised.