Viewing and Filtering Tasks

Overview

The task list is the central workspace for viewing and managing tasks in Flywheel Tasks Manager. The task list provides different capabilities depending on your role and permissions.

Task List for Assignees

Users with read permissions on a project see tasks that are:

• Assigned directly to them
• Assigned to staffing pools they belong to

Assignees use the task list to:

• View their assigned work
• Sort and filter tasks to prioritize their work
• Access tasks to begin working on them in the viewer
• Track task status and due dates

Task List for Assigners

Users with Manage Tasks permissions see all tasks at the site level across all projects.

Assigners use the task list to:

• Monitor all tasks across projects
• Create and assign new tasks
• Edit task properties like priority and due dates
• Reassign or cancel tasks
• Track team progress and workload

Accessing the Task List

To access the task list:

1. Navigate to Tasks from the main navigation (left sidebar)

The task list displays in a table format showing all tasks you have permission to view.

Understanding Task List Columns

The task list displays tasks in a table with customizable columns. Each column provides specific information about the task.

Available Columns

Task ID

The unique identifier for the task (mandatory column). Task IDs are composed of a letter indicating task type (R for Reader tasks, F for Form tasks) followed by a batch number and item number. Example: R-17-1

Status

The current state of the task:

• To-Do: Task has been created but not yet started
• In Progress: Task has been opened and saved as a draft
• Completed: Task has been submitted with all required data
• Cancelled: Task has been cancelled and is no longer active

Priority

The urgency level assigned to the task:

• Blocker: Critical tasks blocking progress
• High: Urgent tasks requiring immediate attention
• Medium: Standard priority for routine work (default)
• Low: Tasks that can be completed when time allows

Form/Protocol

The protocol or form template used for the task. For Reader tasks, displays the viewer protocol name and version. Example: "Tumor Assessment v2"

Assignee

The user or staffing pool assigned to complete the task. Shows individual user avatars for assigned users or staffing pool member avatars for pool assignments.

Creator

The user who created the task.

Created

The date and time when the task was created.

Due Date

The target completion date for the task. Tasks past their due date may be highlighted as overdue.

Container Type

The type of Flywheel container the task is associated with:

• Session
• Acquisition
• File

Container Label

The specific label of the container (session, acquisition, or file) the task relates to. Example: "MRI-001_baseline"

Project

The project label where the task container resides.

Subject

The subject label associated with the task container.

Session

The session label associated with the task container (for acquisition-level and file-level tasks).

Acquisition

The acquisition label associated with the task container (for file-level tasks).

Task Tags

Custom tags applied to the task during creation for organizational purposes.

Default Columns

For new users, the task list displays these columns by default:

• Task ID
• Created
• Status
• Priority
• Form/Protocol
• Assignee
• Project
• Subject
• Container Type
• Creator

You can customize which columns appear in your task list view.

Managing Task List Columns

You can customize your task list by adding, removing, and reordering columns to match your workflow needs.

Adding and Removing Columns

To customize which columns appear:

1. Click the Edit Columns button above the task list
2. The Column Editor dropdown opens, displaying all selected columns

1. At the bottom of the Column Editor, there is a dropdown to add columns
2. Select columns you want to add from the available options

1. Click the delete icon (X) on columns you want to remove
2. Your changes are saved automatically
3. Click anywhere outside the Column Editor to close it

Reordering Columns

To change the order of columns:

1. Click the Edit Columns button
2. In the Column Editor, drag columns up or down to reorder them
3. The table updates to reflect the new column order
4. Your preferred order is saved automatically
5. Click anywhere outside the Column Editor to close it

Column Preferences Persistence

Column visibility and order preferences are stored in your browser's local storage. Your column configuration persists across sessions when using the same browser and computer.

If you use different browsers or computers, you will need to configure columns separately for each environment.

Sorting Task List Column Data

You can sort the task list by the data in any column to organize tasks in the way that works best for you.

How to Sort Columns

To sort by a column:

1. Click the column header you want to sort by
2. The list sorts in ascending order (indicated by an up arrow)
3. Click the same column header again to sort in descending order (indicated by a down arrow)
4. Click a different column header to sort by that column instead

Sortable Columns

All columns in the task list are sortable:

• Task ID: Sorts alphabetically by identifier
• Status: Groups tasks by status
• Priority: Sorts by priority level (Blocker > High > Medium > Low)
• Assignee: Sorts alphabetically by assignee name
• Creator: Sorts alphabetically by creator name
• Created: Sorts by creation date (newest or oldest first)
• Due Date: Sorts by due date (earliest or latest first)
• Container Type/Label: Sorts alphabetically
• Project/Subject/Session/Acquisition: Sorts alphabetically

Sort Preferences Persistence

Your sort preferences are stored in your browser's local storage and persist across sessions. When you return to the task list, it displays with your last-used sort order.

Filtering Tasks

Filtering helps you focus on specific subsets of tasks based on various criteria. You can apply multiple filters simultaneously to create precise task views.

Accessing the Filter Panel

To access filters:

1. Click the Filter button above the task list
2. The filter panel opens, displaying available filter options
3. The filter button shows a count of active filters when any filters are applied

Quick Filters

The filter panel includes preset filters for common scenarios:

Due this Week

Shows tasks with a due date in the current week that are in To-Do or In Progress status. Use this to focus on work that needs to be completed soon.

Urgent Past Due

Shows tasks past their due date with Blocker or High priority that are in To-Do or In Progress status. Use this to identify critical overdue work requiring immediate attention.

Filter by Status

Filter tasks by their current state:

1. In the filter panel, expand the Status section
2. Select one or more statuses:
   • To-Do
   • In Progress
   • Completed
   • Cancelled

1. The task list updates to show only tasks with selected statuses

Filter by Priority

Filter tasks by priority level:

1. In the filter panel, expand the Priority section
2. Select one or more priority levels:
   • Blocker
   • High
   • Medium
   • Low
3. The task list updates to show only tasks with selected priorities

Filter by Assignee

Filter tasks by who they are assigned to:

1. In the filter panel, expand the Assignee section
2. Start typing a name to search for specific users
3. Select one or more users from the list

1. The task list updates to show only tasks assigned to selected users

Filter by Staffing Pool

Filter tasks assigned to specific staffing pools:

1. In the filter panel, expand the Staffing Pool section
2. The section displays all available staffing pools
3. Select one or more staffing pools from the list
   • You can select multiple pools to see tasks from any of the selected pools
4. The task list updates to show only tasks assigned to selected pools

This filter is useful for coordinators managing work distribution across reading teams.

Filter by Protocol

Filter tasks by the protocol they use:

1. In the filter panel, expand the Protocol section
2. The section displays all protocols in use by tasks you can access
3. Select one or more protocols from the list
   • Protocols display with their version numbers (for example, "Tumor Assessment v2")
   • You can select multiple protocol versions to see tasks using any of them
4. The task list updates to show only tasks using selected protocols

This filter is useful for focusing on a specific type of review or comparing tasks across protocol versions.

Filter by Due Date

Filter tasks by when they are due:

1. In the filter panel, expand the Due Date section
2. Select a date range option:
   • Next 7 Days
   • Next 14 Days
   • Next 30 Days
   • Last 7 Days
   • Last 14 Days
   • Last 30 Days
   • Custom Time Period (specify start and end dates)

1. The task list updates to show only tasks due in the selected timeframe

Filter by Creation Date

Filter tasks by when they were created:

1. In the filter panel, expand the Created section
2. Select a date range option:
   • Last 7 Days
   • Last 14 Days
   • Last 30 Days
   • Year to Date
   • Custom Time Period (specify start and end dates)
3. The task list updates to show only tasks created in the selected timeframe

This filter is useful for tracking task creation patterns, identifying recently added work, or finding older tasks that may need attention.

Filter by Container Type and Label

Filter tasks by the type of container they are associated with:

1. In the filter panel, expand the Container section
2. Select one or more container types from the All Types dropdown:
   • Session
   • Acquisition
   • File

1. The task list updates to show only tasks for selected container types

Filter tasks by specific container label:

1. Use the Label Search field to search for specific containers
2. Select one or more containers from the results
3. The task list updates to show only tasks for selected containers

This filter is useful when you want to see all tasks associated with a specific subject or imaging session.

Filter by Group, Project and Subject

Filter tasks by project and subject hierarchy:

1. In the filter panel, expand the Group, Project & Subjects section
2. Select a Group to see tasks for all projects and subjects in that group
3. Optionally select a specific Project to narrow to that project's subjects
4. Optionally select a specific Subject to see only that subject's tasks

1. The task list updates based on your hierarchy selection

Combining Multiple Filters

You can apply multiple filters simultaneously. All filters use AND logic - tasks must match all selected criteria to appear in the results.

For example, to find overdue high-priority tasks assigned to a specific reader:

1. Status: Select "To-Do" and "In Progress"
2. Priority: Select "High" and "Blocker"
3. Due Date: Select "Custom" and set end date to yesterday or earlier
4. Assignee: Select the specific reader

The task list shows only tasks matching all selected criteria. The filter button displays the total number of active filter sections.

Clearing Filters

To clear all active filters:

1. Click Clear in the filter panel header

Alternatively, deselect individual filter options to remove them one at a time.

Saving Custom Filters

You can save frequently used filter combinations for quick reuse in your workflow.

Creating a Saved Filter

To save a custom filter:

1. Apply all the filters you want to save
2. Click Save Filter in the filter panel header
3. Enter a descriptive name for your filter in the text field
   • Examples: "My Overdue Tasks", "High Priority Neuro Tasks", "This Week's QC Reviews"

1. Click Save

The saved filter appears in the Saved Filters section at the top of the filter panel.

Using a Saved Filter

To apply a saved filter:

1. Open the filter panel
2. In the Saved Filters section at the top, select the radio button for the filter you want to use

1. The task list updates with all filters from that saved view
2. The filter button displays the active filter count

Deleting a Saved Filter

To remove a saved filter:

1. Open the filter panel
2. In the Saved Filters section, locate the filter to delete
3. Hover over the filter row to reveal the delete button and other action icons

1. Click the Delete button
2. The filter is removed from your saved filters list

Task List Actions

For Assignees

From the task list, assignees can:

Open Task in Viewer

To open a task in the V3 Viewer:

• Click the Launch Viewer button in the task row, or
• Click anywhere on the task row to open the task details panel, then click Launch in Viewer

The viewer opens with the task and associated imaging data.

For Assigners

From the task list, assigners can perform all assignee actions plus:

Edit Task Priority

For tasks in To-Do or In Progress status, you can quickly change the priority:

1. Locate the priority indicator in the task row (displays as an icon with the priority level)
2. Click the priority dropdown

1. Select a new priority level:
   • Blocker
   • High
   • Medium
   • Low
2. The priority updates immediately

Priority cannot be changed for Completed or Cancelled tasks.

Edit Task Details

For tasks in To-Do status, you can edit additional task properties:

1. Click anywhere on the task row to open the Task Details panel
2. The panel opens on the right side, showing all task information

1. Edit any of the following fields:
   • Status: Change task status
   • Assignee: Reassign the task to a different user or staffing pool
   • Priority: Update the priority level
   • Due Date: Set or change the due date
   • Task Description: Add or modify additional instructions
   • Task Tags: Add or remove organizational tags
2. Click Edit next to the Task Description field to modify it
3. Changes are saved automatically

Task location (container) and protocol cannot be changed after creation.

See Managing Tasks for complete details on task management actions.

Best Practices

For Assignees

Organize Your Work

• Use the default task list sorted by Due Date to prioritize upcoming deadlines
• Create a saved filter for "My Urgent Work" combining your assignee with High/Blocker priority
• Check the "Due this Week" quick filter regularly to stay on track

Track Your Progress

• Sort by Status to see your In Progress tasks and resume work
• Use Creation Date filters to identify tasks that have been waiting too long
• Create columns showing Project and Subject to understand your workload distribution

For Assigners

Monitor Team Performance

• Sort by Assignee to review workload distribution across team members
• Use the "Urgent Past Due" quick filter to identify bottlenecks
• Filter by Staffing Pool to see team-based work allocation

Manage Project Priorities

• Sort by Due Date to see which tasks are approaching deadlines
• Filter by Project and Status to track progress on specific studies
• Create saved filters for each active protocol to monitor different workflows

Plan Resource Allocation

• Sort by Created date to identify aging tasks
• Filter by unassigned tasks to see work needing assignment
• Compare task counts across assignees to balance workload

For Multi-Site Studies

Track Site Progress

• Create saved filters for each participating site using task tags
• Monitor site-specific tasks by filtering Project and Subject
• Compare completion rates by filtering Completed status with Creation Date ranges

Ensure Consistency

• Filter by Protocol to review tasks across sites
• Sort Completed tasks by assignee to identify training needs
• Use Container Type filters to track specific data collection milestones

General Best Practices

Keep Your View Focused

• Show only the columns you actively use to reduce visual clutter
• Use saved filters instead of repeatedly applying the same filter combinations
• Take advantage of column sorting persistence to maintain your preferred view

Regular Review Cadence

• Check the "Due this Week" filter at the start of each week
• Review the "Urgent Past Due" filter daily
• Filter Completed tasks weekly to track productivity trends

Customize for Your Workflow

• Experiment with different column orders to optimize your scanning pattern
• Create multiple saved filters for different aspects of your work
• Adjust default columns based on what information you reference most often

Troubleshooting

Task list appears empty

• Check your active filters - you may have filters applied that exclude all tasks
• Verify you have the correct permissions on the projects containing tasks
• Confirm you are assigned to the tasks or staffing pools for the tasks you expect to see

Cannot find a specific task

• Clear all filters and use search with the Task ID
• Check if the task status is Completed or Cancelled (filtered out by default)
• Verify the task is in a project you have access to

Column settings not persisting

• Column preferences are stored in browser local storage
• Clearing browser cache/cookies will reset column preferences
• Use the same browser and computer to maintain consistent settings

Saved filters not appearing

• Saved filters are user-specific and do not sync across accounts
• Saved filters are stored in browser local storage
• Check you are logged in with the correct user account

Related Topics

• Task Lifecycle
• Creating Tasks
• Managing Tasks