Tasks | Searching and filtering tasks

Content

• General task search
• Column filters directly above the table
• Creating and managing custom filters
• Collapsing and expanding the filter menu
• How do I customize the filter menu?
• Tasks from my properties
• Filtering by type (Beta)

In the Tasks area in the Allthings Cockpit, various features are available to help you search and filter tasks efficiently. This makes managing and processing requests much easier.

General task search

Use the central search bar at the top of the screen in Cockpit to run a comprehensive full-text search. The built-in search also lets you combine several search terms (for example, the requester's name together with a distinctive word from the task title).

The system flexibly searches the following data fields: task number, requester, property address, unit number, title, labels, and message text. In addition, comments (including internal comments), assignees, and involved parties are included in the search wherever such data exists.

How to use task search step by step:

1. Activate the search field: Click the central search bar at the top of Cockpit labeled "Search tasks…".
2. Enter a search term & use the quick preview: Start typing. As soon as you've typed exactly three characters, a dropdown menu automatically opens with a quick preview of the first three matching results.
3. Open the full results page: Press ENTER to display the complete list of results on its own overview page.
4. Extend the search to closed and archived cases: By default, the results page only lists open tasks from non-archived properties. On the results page, click "Show closed tasks" to also display closed tasks, as well as tasks from already archived units, buildings, or properties.
5. Return to the table view: Click the back arrow to the left of the search results to end the search and return to the standard table in the Tasks area.

Column filters directly above the table

You can filter tasks by individual columns directly in the table, without permanently saving a filter:

1. Open the filter: In the column header, click the menu icon (three dots) and select Filter.
2. Select a column: In the Columns field, select the column you want, for example status, location, or due date.
3. Set an operator and value: Choose an operator and enter the term you're looking for or a date in the Value field.
4. Add more filters: Use Add filter to combine several column filters.
5. Remove filters: Remove individual filters via the × in the corresponding row, or all of them at once via Remove all.

Due date example: To see all overdue tasks, select the Due date column, the operator is before, and today's date.

Good to know: Column filters and sorting remain active until you remove them, even after reloading the page and in all views (e.g. Unassigned, All tasks). If a view shows fewer tasks than the number in the sidebar, a column filter is probably still active, which you can recognize by the filter icon in the column header. Column filters are not saved as a custom filter in the sidebar.

Creating and managing custom filters

Under Custom filters in the left sidebar, you can create personal filter lists that are saved permanently. The filter settings open in a side panel on the right, so the task table keeps its full width. Custom filters are visible only to you.

How do I create a custom filter?

1. Under Custom filters, click "New filter" (plus icon). The "Create a new filter" side panel opens.
2. Select your criteria: "Assignee", "Requester", "Property", "Location", "Status", "Type" (Beta), "Category", "Labels", and "Due date". Several values within one criterion add up, while different criteria must all be met. For the due date, select Overdue (date is in the past) and/or Due today or tomorrow. Closed tasks never appear in these two filters.
3. Enter a name in the "Filter name" field and click "Save". The filter appears with its number of results under Custom filters.

How do I edit or delete a custom filter?

Open the filter and click "Edit custom filter" above the table. In the side panel, adjust the name and criteria and click "Save". To delete the filter, click "Delete" and then "Confirm".

Collapsing and expanding the filter menu

The left sidebar with the predefined system overviews and your custom filters can be collapsed when needed. To do so, click the arrow next to the Tasks heading. This gives the table more width so you can see more columns at once. Click the arrow again to expand the filter menu.

How do I customize the filter menu?

Use Edit menu at the bottom of the left sidebar to customize the filter menu for your own account. Other team members are not affected.

• Show or hide: Click the eye icon next to a filter or section.
• Change the order: Drag sections or filters by the handle on the left to the desired position. Filters can only be moved within their own section.
• Rename: Overwrite the Custom filters heading. The other sections can't be renamed.
• Show task counts: Use the toggle to show or hide the numbers next to the filters.

Then click Save. If you leave the edit mode without saving, Cockpit asks whether you want to discard your changes. Reset to default restores the original view after a confirmation. Your custom filters are kept.

Tasks from my properties

If you have assigned a team member at least one administrative or supervisory role for a property via role management, that team member automatically receives a predefined system overview in the Tasks area. Under "Tasks from my properties", we give the team member a structured list of all tasks for the properties they are explicitly authorized for. This ensures a fast, role-based overview and makes it significantly easier to manage several property portfolios in parallel.

Combining global search with individual filters lets you manage your tasks with maximum efficiency and ensures requests are handled promptly and completely.

Filtering by type (Beta)

Beta: Internal tasks are currently only enabled for selected property management companies.

If the feature is enabled for your property management, you can filter tasks by Type to see only "Resident requests" or only "Internal tasks". To do so, select the "Type" criterion in the "Create a new filter" side panel. For example, you can create a custom filter for all internal tasks due today or tomorrow. In the general task search, internal tasks are also marked with a lock icon and the label "Internal task". Find out more in the article Internal tasks (Beta).