Track Status Visually With Microsoft List's New Board View!
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- Опубликовано: 22 авг 2024
- Microsoft released a new view in Lists: Board View. This view allows you to see your Lists content in a board-style layout which is perfect for tracking the status of tasks, is fully customizable, and provides a clear visual of each item's workflow stage.
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0:56 How to convert an existing List
2:00 Troubleshooting Tip
2:40 Benefits of the Board View
3:50 Easy Editing in Board View
5:10 Some Drawbacks
6:58 What about Planner?
9:08 Version History
9:56 Power Automate Integration
10:20 To-Do Integration
11:10 Kanban Board
11:50 Data Visualization
#taskmanagement #taskmanager #powerapp #powerautomate #m365 #citizendeveloper
#microsoftlists #office365
Thank you. List is greatly improved since I last used it. I am starting the research on an IT project and want something to track OPEN ITEMS such as how does accounting need this to work, how do reports need to work, vendor discussions… and I need to assign the items with a due date and see progress.
No problem! It's definitely improving over time. It may be a good solution for what you're looking to do! We did an overview of all the tools in another video: ruclips.net/video/-KM3gsHTmQc/видео.html
Or one we released yesterday about Project for the Web: ruclips.net/video/lDVIrk76I40/видео.html
I like the permissions features you mention with Lists over Planner. You also mention Planner does not have a list view of tasks but if you set up Planner as a tab from within Microsoft Teams, it does provide a list view. It is strange Microsoft does not allow it when using Planner in the web. Like you, I wish the best features of Planner and Lists would become one product.
Yep, many things are different in all the different places/apps. It definitely makes it difficult for the end user. We'll see if MS does anything about it.
agree with the full 100% MS really needs to consider WHICH task planning / management tool it wants to implement and focus their efforts on that. Planner could create list items in the background to make it all function as one big cohesive flow without massive re-development... Too bad it hasn't happened so far.
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Thanks im managing a small group but with so many taks that some we forget and get delayed so you made my day thanks
Glad we could help!
Fyi, you can add the Sort / Filter ability by the "Return to Classic Sharepoint" while in the Board View.
You may be seeing the result of Microsoft's announcement at this past Ignite that all their Get Things Done (GTD) tools are amalgamating under the name "Planner", including ToDo, Planner and Project.
Yes! You are ahead of the curve! Our New Planner video will go out this week. 😉
Thanks! Really helpful. Keen to see how I can integrate with Outlook calendar - guess power automate.
No problem Nicole! Power Automate could definitely help with integrating. We wish there were a few more/better integrations right out of the box.
Nice video! Thanks! Who knows maybe in the future Planner becomes a subset of List 😁
I think for now for simple task mgmt I would stick to Planner. For non-task related or a complex task or any needs of custom column, I can use List.
We'll see! We'd love to see things get consolidated.
Thanks! Very useful!
Great summary and comparison. Even though this was meant as a update video for MS List. My suggestion is that the ease of use for List with respect to tasks be incorporated into Planner and let Lists just track stuff, etc.
Thanks wannabe! We tend to agree, too many tools, wish they consolidated some and brought some feature sets together. Otherwise each individual tool has it's downsides that people want to improve on, and then each tool starts to look more and more like another!
Wow,
This is the first video I watched on your channel, really great content.
Thanks for the kind words!
Hi, thank you for the video. Is it possible to send reminders to a person assigned to a list in Microsoft Lists?
Yes, you can do this with Power Automate!
Thank you 🙏 great content!
Glad it was helpful!
I'm working on a list we can use for tracking recurring and ad hoc tasks for our team. I have a master list of tasks with information about recurrence, duration etc - and I'm thinking that should then feed via power automate a more day to day/week to week list, so that the list sizes are more manageable and so that the daily/week view isn't overwhelming. I'm thinking a Start Date and Due Date in my master list, as well as a recurrence number should mean I can power automate both the task dropping in to my day/week team list and that the master list "next start" "next due" dates get automatically updated. Does that make sense?
We'd probably suggest using Lists as a "master" list of sorts, where Power Automate creates tasks in Planner since it is a little better integrated/useful for actually assigning something to someone.
Hi There... Great video... How do I customize the board view? I would like to see certain things in the board...
I believe it should be very similar if not exactly the same as what we walk though in this video! ruclips.net/video/t27TcfmfoLc/видео.html
Thanks a lot @@BulbDigital
Thanks for the video. As a long time coda and notion user I don't get MS' platform overlaps like this. So confusing as to which to use & I'm limited to either priority or status when making a board? No fun. I'm desperately trying to pull my team out of legacy apps and into a doc system. If we weren't already an MS customer I'd just use coda that's been able to do this for a long time.
A few of us use Notion around here too, it's pretty great. Eagerly awaiting Microsoft Loop and are hopeful it delivers something close to Notion. loop.microsoft.com/learn
Great video! Just getting started with Planner to help manage our operations that require multiple projects of varying complexity. One of the things I wish Planner could do is assign Due Date(s) to Checklist items within a card.
Which app do you recommend (have feeling it’s going to be Lists). Thanks!
There isn't a great way to keep the simplicity of Planner and having "sub-tasks". Which is sort of what you are looking for by having dates on items in a checklist.
One option would be to to convert the checklist items into individual tasks when you want to track a date. There is a button on the checklist item to do this automatically.
Another option would be to use a tool like Project for the web. This tool has a cost and is closer to a traditional project management tool. But it can create "sub-tasks".
What is the best tool for team tracking of multiple jobs? For example, the general flow is the same for bringing customers from contract to operational fulfillment to billing. One place to see all the related documents, emails, current status, who does what next in their queue...
Hey Scott, you may benefit from trying out a tool like Project for the web, which we have a video about here: ruclips.net/video/lDVIrk76I40/видео.html
Outside of that, it may make sense to investigate a "line of business" tool that may exist in the marketplace to support your process. If those don't fit, we typically build a custom solution via a tool like Power Apps or Dynamics. With those, the sky is the limit on ability to support a custom process.
@@BulbDigital I researched and now have greater clarity. I am NOT looking for project management software; I am looking for process management software. Both projects and processes include workflow. However, a project is typically more complex with more parties and is usually done once. Most projects are not identical. Alternatively, Process flows are less complicated and similar, but most importantly, they reoccur like a sales or product assembly process, onboarding employees, etc... REF: ruclips.net/video/GgiaVbwdOLs/видео.html
Good distinction to make! We've tackled these things in varying ways over the years, with the solution typically being a result of complexity of the process and budget/business value.
Feel free to reach out with any questions. If it would make sense at all to have a conversation to see if we'd be a good fit to help you tackle this, just let us know!
@@BulbDigital Thank you, for now, I am comparing several products in this space. I have years of experience programming and implementing workflow projects in companies and as a consultant. In the past, I would develop a solution; here, I was trying to keep up to date on 3ed party tools and their integrations that would best handle process management. Part of the confusion is the word *workflow* seems to be highly associated with project management at a high level and automation at a detailed level (i.e., RPA, Marcos), especially in search. Process management is more typically found as a feature in line of business software. I often find that the views in process software more clearly show work queues. If you are responsible for processes 2, 6, and 12, your screen will be clearly organized to display multiple transactions in each of those 3 queues for you to comment and act upon, pushing them to the next step. With Rev Ops emerging as a business focus, implementing process management across multiple silos in the organization will clarify common goals and allow revenue opportunities from other silos to be captured, communicated, and acted upon as a standardized part of every transaction.
Good stuff, thanks Scott!
Hi - In MS Lists, for each new item you create, can you create tasks/sub-tasks inside that? Example: I will create a list of 10 projects I'm working on, with priority, status, etc. I want to create sub-tasks within each project and track the progress of each sub-task. Any way to do this in MS Lists?
Hey John - nope, Lists is one-dimensional. You might be interested in using Project for the Web for that purpose. We have a video coming out about it in a couple weeks :)
If you're just trying to track your own tasks for projects, try Microsoft To Do List. It has that sub-tasks feature that you were mentioning. I use it to track my own progress on assignments.
I was surprised it's not possible to put the inbuilt "Title" field into the board view, unless I'm missing something?
It should show by default at the top of the card!
Wondering if you'd be able to reorder the cards by importing the data into a SP or Canvas Power App...
Seems like a painful workaround 😕
I dont have create view option in that drop down...how will i get that option?
It might be a list permission situation, do you have full permissions on the list?
I am building a centralized request site using Sharepoint. Users submit a form and data flows into a sharepoint list. Here there are status column with New, inprogress, and complete. Trying to figure out how to possibly add planner (task list) to each record. What are your thoughts?
Unfortunately it isn't as integrated as we wish it was. We've done similar things in the past where we keep a master list of things in Lists, but have a flow that can be run on specific items in that list to create a task in Planner. Then when the planner task gets completed, it goes back to the master list and changes its status etc.
@@BulbDigital Thank you for the reply. It would be great to showcase that specific business scenario.
Would love to see a video discussing this scenario.
I am trying to develop a process that takes the information from a form, inputs it into a list and the becomes a task for a teammate once assigned in the list.
Hi there. I was hoping you can help. I am in the hotel business and oversee 10+ hotels in different states. My General Managers at each hotel have due dates for different things. Some weekly, monthly, bi monthly, etc.
I have been reading up on Teams and Tasks by Planner inside of Teams.
This is what I am looking to do-
Create a Task (or Due Date or what have you)- Ex. Weekly Report is Due.
Have it recurring every Wed. I see how to do that.
Assign it to the team. I see how to do that.
My questions or what I am looking for is that when I assign this they get the task. They are reminded by email or something when the task is getting closer. Then they can complete it and I would get notification through teams so I can track.. Basically an easy tracking tool so once that day comes I have notification that for example, 6 managers have completed this and I have to remind the other 4.
Currently I am playing whack a mole. Some let me know they are done. Some are done but I don't know so I have to ask. Some just haven't done it and I need to push. I thought having all the daily, weekly, monthly, recurring tasks on Teams in one place I can really control and see who has done what so I don't have to constantly email them back and forth.
Any suggestions would be awesome. Thanks!
Hey Dave, it sounds like you may want to use a tool like Planner to manage all the tasks, and add some extra magic with Power Automate for notifications etc. We have a bunch of videos on our channel that could be used to learn how to use the tools to build your solution if that's what you're looking for!
A few options for further help would be:
- Office Hours is next week, you can bring your question there: www.bulb.digital/office-hours
- We have a tentative scheduled stream later in January where we will be generating Planner tasks dynamically on a schedule: ruclips.net/video/jhg9_Z0j8Dw/видео.html
- If you want to learn what it would look like for us to engage on a project, you can head to our website and connect with us there!
How to restrict permissions to change due dates on MS list and planner ?
There isn't any column-level security in Lists unfortunately, so you can't control what you're after. And Planner assumes everyone is on the same "team", so there aren't any different security roles to prevent someone from changing a due date. You may be interested to check out Project for the Web which has a little more granular control. ruclips.net/video/lDVIrk76I40/видео.html
Can you create subtasks in lists?
Lists is one-dimensional. You might be interested in using Project for the Web for that purpose. We have a video on that here - ruclips.net/video/lDVIrk76I40/видео.html
Does anyone know of an app that supports handwritten tasks \ Todo list?
As of right now, we don't know of any! We'll keep you posted though 😊
Great video
Thanks!
I don't have create New View in that list?
Not sure! Usually that has to do with permissions issue in the list.
@@BulbDigital I think it was because I was on a Family plan…I just switched to Business Standard and it’s there
Ah, makes sense!
I tried Lists for the pasts couple of days and it just deletes data that you've entered, especially if you add or edit a column setting. A whole line of data, if not all will disappear. It seems an issue going back to last year from what I can see. Any ideas on this?
Hi Virru, sorry we haven't heard of this happening! Hopefully Microsoft is able to diagnose and resolve the issue.
I've noticed this too
@@monicabozzi82 3 mos later. Any improvements?
@@HippieP629 I haven't tried lately to be honest how are you finding it?
Any idea when this is available for consumers?
This should be available today!
The best resource for this would be Microsoft's Roadmap www.microsoft.com/en-us/microsoft-365/roadmap
I'm on the preview, but it has not been updated for a while.
And Lists is not even a filter option on the roadmap webpage.
If I remember correctly, most of the Lists features get categorized under SharePoint, because it's technically using SP behind the scenes.
The chart view in Planner is pretty amazing when tracking team members and their assigned tasks. Easy to see exactly where the deficiencies are.
I could see lists more beneficial for charting your own projects.
aaaaaaannnddd its gone, Microsoft is decommissioning the Board View.
atleast in outlook calendar view on the web
Sounds like we’re talking about different tools here - bummer a feature is getting removed from Outlook!
@@BulbDigital they announced that the board view in outlook will be decommissioned because of low usage. Not sure of boardview in other apps like Lists. :)