Workload view displays a table of tasks over time. Each row of the table represents one value of the selected group by option.
Feature availability and limits vary by plan and user role. Learn more
Primary and secondary groups
Workload supports a primary group and, when available, a second-level group. Default grouping depends on the view location. For example, Workload views at the List, Folder, and Space level open grouped by Assignee, with no second-level group selected.
The available second-level options depend on the primary group. The grouping menu shows a separate toggle for each one: Also group by Assignee and Also group by List.
When the primary group is Assignee, only Also group by List is available. When the primary group is List, only Also group by Assignee is available. Every other primary group offers both.
When grouping by Assignee, each individual's workload displays as a separate row. Tasks assigned to Teams or more than one person are displayed in each assignee's workload.
When grouping by Team, tasks assigned to Teams or one or more members of that team are displayed in each team's workload.
When you only group by fields other than Assignee or Team, capacity isn't measured. You can group tasks by any field, then apply second level grouping by assignee to measure capacity.
Group tasks in your Workload view
To group your Workload view:
- In the upper-right of the Workload view, click the grouping button. This button displays the current grouping, such as Assignee.
- Select the primary group.
- Choose the sort order for the selected group options.
To add a second-level group:
- Turn on Also group by Assignee or Also group by List. Only the options that work with your primary group are shown.
- Choose the sort order for each group.
- Click Save view.
Nested groups create parent and child rows. Click the expand icon on a parent row to expand or collapse it.
Available grouping options
You can use the Group menu to choose how your tasks are organized in your view from the following options:
- Assignee
- Status
- Priority
- Tags
- Task Type
- Team
- List
- Available on Folder, Space, and All Tasks level views.
- Custom Fields
- Each field is listed by its own name.
Work with tasks in each group
Click each group, such as assignee, to show or hide their tasks.
Tasks within each group are sorted by start date, with the earliest start date displayed at the top.
Multiple tasks with the same start date are organized alphabetically.
Group sidebar
Each row of the Workload view represents your selected grouping.
For example, when grouping by assignee, the group sidebar displays each person who has at least one task assigned to them.
When grouping by assignee:
- Click on Unscheduled or Overdue tasks below each assignee's name to see their tasks in the tasks sidebar on the right.
- Click the Unassigned group to display scheduled tasks that have not been assigned to anyone.
Group date range
From the left sidebar click the date range to:
- Choose a time period to review, including This week, Next week, Last week, This month, Next month, or Last month.
- Display utilization as a percentage, available hours, or scheduled out of capacity.
Show empty groups
From the left sidebar, click the Show empty groups eye icon to display rows for each group by option with no matching tasks.
For example, when grouping by assignee, this option displays everyone with access to the location of the Workload view.
Expand and collapse all groups
From the left sidebar, click Expand all to display the tasks for every group. Once expanded, you can click the same button again to collapse all groups.
Filter tasks by assignee
When your Workload view is grouped by Team or assignee, not including second level grouping by assignee, you can filter the groups that are displayed using the Assignees sidebar.
To filter the Teams or Assignee groups:
- In the upper-right corner, click Filter tasks by assignee.
- From the Assignees sidebar, select one or more assignees or teams.
- Click Save view.
The Workload view displayed below is grouped by Team and has an Assignee is Accounts Payable filter applied.
Teams other than the Accounts Payable team are displayed as groups.
Tasks assigned to Alex are displayed in both the Accounts Payable and Finance Approvers groups, because Alex is a member of both teams.
Tasks assigned only to Alex meet this filter criteria, as they are assigned to any member of the Accounts Payable team. They are displayed separately because second level grouping by assignee is active.
Using the Assignees sidebar
After filtering tasks by assignee using the Assignees sidebar, now only the Accounts Payable group is displayed:
Tasks assigned to Alex directly are still displayed because:
- The tasks meet the filter criteria of being assigned to any member of the Accounts Payable team.
- Second level grouping by assignee is active.