At Uspacy, you can work with tasks in the Kanban board mode. Unlike a list, it helps to visualize the work and divide it into certain stages or directions that you can define yourself.
What about the idea when the Kanban board is not just an interactive planner, but a tool that helps you keep track of deadlines ⏰.
At Uspacy, we took this into account 😉 That's why the Kanban board mode has two options (displays): My Kanban and Deadlines.
🔍You can read more about work with tasks on your own Kanban board in the following article.
So, let's take a closer look at the features of working with deadlines here.
Appearance of the board
The "Deadlines" board is a virtual planner for working on tasks, which consists of standard stages divided according to time that is planned for completion.
Therefore, each stage is a separate column which includes tasks according to the deadline specified in them. The system provides 7 of them:
Expired - tasks in this column are expired.
Today - the deadline expires with the current calendar date.
Tomorrow - the deadline for tasks expires the next day.
This week - Tasks in this column expire on any day of the week except the current day and the next day.
This month - the deadline for the tasks will expire on the days of the current month (of course, if the deadlines do not correspond to any of the values characteristic of the previous columns).
Sometime later - task deadlines do not match any of the values in the previous columns.
Unspecified - the deadline for completion is not specified ("No deadline").
💡Please note that you CANNOT rename the stages and change their display order for the deadlines board. In addition, it will NOT be possible to create your own.
Features of working with tasks
The convenience of working with tasks on the Kanban board with deadlines is that it is easier to track time needed for completion. In addition, it is easier to estimate the level of your workload in different periods. Just look at it to understand which of the tasks require immediate attention and which can be postponed for later.
But work with deadlines on the Kanban board has certain features that need to be taken into account.
Creation of tasks at the required stage
You can create a new task at any of the stages. To do this, click on the plus icon and fill out a quick form.
After saving the task, the deadline is set automatically.
It, of course, depends on the stage.
🟣 Expired - deadline: current date, 00:00 hours
🟣 Today - deadline: current date, 11:59 p.m
🟣 Tomorrow - deadline: the next day, the current time of task creation.
🟣 This week - deadline: the last day of the week, the current time of task creation.
💡The last day can be Sunday, if Monday is specified as the first day of the week in the Space settings. Or the last day can be Saturday, if the first day of the week is Sunday.
🟣This month - deadline: the last day of the month, the current time of creating the task.
💡If you create tasks at this stage on the last week of the month, the last days of which are on Sunday or Saturday (depending on which of the days is specified in the settings as the first day of the week), then these tasks will be automatically included in the This week column.
💡If you create tasks at this stage (as well as at the This week stage) on the last day of the month, then these tasks will be automatically included in the Today column.
🟣 Sometime later - deadline: in 61 days (if you count "from tomorrow"), the exact time of creating the task.
💡For example, today is 02.04.2024. We start counting from 03.04 (1), 04.04 (2), 05.04 (3), etc. Therefore, the deadline will be set for 61 days, i.e. on 02.06.2024.
🟣Unspecified - deadline: not specified, the value is set to No deadline.
Moving tasks to the required stage
You can move the task to the desired stage with one movement. To do this, just pinch and drag it.
💡A user who has the right to edit can move tasks by stages on the deadlines board.
After that, the task will automatically receive a new deadline.
It will, of course, also depend on the stage.
🟣 Expired - deadline: current date, 00:00 hours
🟣 Today - deadline: current date, 11:59 p.m
🟣 Tomorrow - deadline: the next day, the current time of task creation.
🟣 This week - deadline: the last day of the week, the current time of task creation.
💡The last day can be Sunday, if Monday is specified as the first day of the week in the Space settings. Or the last day can be Saturday, if the first day of the week is Sunday.
🟣This month - deadline: the last day of the month, the current time of creating the task.
💡If you transfer tasks to this stage in the last week of the month, the last days of which is on Sunday or Saturday (depending on which of the days is specified in the settings as the first day of the week), then these tasks will be automatically included in the This week column.
💡If you transfer tasks to this stage (as well as to the This week stage) on the last day of the month, then these tasks will be automatically included in the Today column.
🟣 Sometime later - deadline: in 61 days (if you count "from tomorrow"), the exact time of creating the task.
💡For example, today is 02.04.2024. We start counting from 03.04 (1), 04.04 (2), 05.04 (3), etc. Therefore, the deadline will be set for 61 days, i.e. on 02.06.2024.
🟣Unspecified - deadline: not specified, the value is set to No deadline.
💡If you drag the task from this stage to any other, the hours specified in the deadline will match the current time.
Displaying tasks by status
The deadlines board contains tasks that have the following statuses: Not scheduled, Scheduled, In progress, Ready for review, Stopped.
That is, it will NOT be possible to display completed tasks, i.e. in the Done status, even if you specify its value in the corresponding filter.
📌 Example
You have completed the task. That is, it receives the Done status.
It disappears from the deadlines board. Even if you select to display the additional Done status in the filter.
It will not appear on the deadlines board.
It will be possible to find it in the list mode.
And, of course, it will be displayed on your own tasks board.
Using filters
Filters help to find a certain group of tasks that are united by common features. For example, you can use quick standard filters and configure the display of tasks on the Kanban board for which specific employees are responsible.
Or go to advanced filters and use additional fields.
🔍You can read more about the principles of filters and search in tasks in the following article.
But pay attention that working with tasks on the deadlines board, filtering can only be carried out by all conditions at the same time. Other options are not available for use.
That is, this condition ensures filtering by all conditions, without exception, the fields for which the values are set, is carried out according to the logic "And". And the tasks found must meet only all the specified parameters together.
For example, simultaneously AND have the status Scheduled, AND specific persons responsible, AND high priority, AND active control after completion.
💡Also note that the My Tasks filter with system settings has the Without change filter condition set.
Accordingly, if it is applied, it will not work.
Any other created and saved filter that uses the At least one condition option will NOT work as well.
So if you want your custom filters to work for the deadlines board, select All conditions at the same time when creating them.
If you have additional questions or you need to contact the support, send a request to this email [email protected]