(OBX) Ordering, Listing & Visualizing Tasks

Decide how Tasks will be displayed on a new Board and make sure you mark as 'Internal Only' the Tasks you don't need your customers to see

05-Mar-2025
Knowledge

Title

(OBX) Ordering, Listing & Visualizing Tasks

URL Name

Ordering-Listing-Visualizing-Tasks

Body

Lesson Objectives

After completing this unit, you’ll have:

Decided your List names and in what List Tasks should appear when creating a new Board
Defined in what order your Tasks would appear on that Board
Marked as Internal Only the Tasks you want your customers to see when sharing a Board

Picking your Tasks’ Default List

This lesson is all about working on how to display your Tasks on your Boards when you start a new project. In your Task template you can define in what column/List your Tasks should appear when this is displayed in a Kanban view and in what order.

We have already mentioned Precursive Lists before: these usually reflect the statuses Tasks can be in through the deployment of a project (e.g. Not Started, In Progress, Waiting, Complete, Did Not Happen).

A common practice is to have all the Tasks listed in the ‘Not Started’ column at the start of a new project, but you can also decide to have the first Task already in the ‘In Progress’ column for example.

Note - At this stage, you don’t need to create your List Template yet, but you need to decide what you are going to call each column - the ‘List name’ you enter in your Task Template need to match the actual List names in the List Template you are going to create for your Board Type.

Setting Tasks' First-Displayed Order

Now that you have decided in what List you would like your Tasks to appear, it’s time to add that information to your Task Template and decide in what order you would like them to appear. To do that, you will need to fill the following columns:

List Name - decide in what column each Task should appear at the start of the project
Order - The initial order tasks appear within their List in the Board view. Note - the Plan view will always order tasks chronologically. This is a simple numerical order 1-2-3…

Hiding Tasks from Customers as Default

In your Task Template you can also set whether Tasks should be visible for customers when a Board is shared or not. This can be manually edited once a Board is created by ticking/unticking the ‘Internal Only’ checkbox when editing a Task. Please see Marking Tasks as Internal Only for more information.

To automate this process, you can fill the column ‘Internal Only’ with a TRUE or FALSE value depending on whether you want Tasks to be only visible for your Team or not.