Managing data
Reading time: 4 minutes
Last updated
Reading time: 4 minutes
Last updated
In short: Use the [Manage view] area to manage your data efficiently by grouping, slicing, sorting, and filtering. Grouping and sorting help visualize related items together, slicing provides a detailed breakdown of groups, filtering narrows down large data sets, and the [Fields to show] feature customizes columns to display only relevant properties.
Timebook offers several features designed to help you manage your data efficiently by filtering relevant items and organizing them according to your preferences. These tools make it easier to handle large data sets, giving them more clarity and relevance.
Read through this article to discover more about grouping, slicing, and filtering.
You can access all the features discussed in this article using the [Manage View] button, available in each Timebook module that supports data management.
For instance, you’ll find these tools in modules like [Work Items], [Goals], and [Inbox].
Grouping and sorting data allow you to focus on specific sets without feeling overwhelmed by long lists. By seeing related items together, you gain a clearer view of your workload and progress in specific areas. For instance, when are grouped by due dates or priority, it becomes easier to identify which tasks need immediate attention and which ones can be scheduled for a later time.
You might also choose to group items by Project or Assignee, helping you monitor specific projects or track the workload of team members. These options allow you to customize your view based on what’s most important to you.
Certain layouts, like Tree or Story Map, do not allow grouping as it simply doesn’t match the purpose of these layouts.
For more information on available types, see Layouts
To group items in Timebook:
Press the [Manage view] button in the top-right corner of the working area.
Find the [Group by] option and use the dropdown menu next to it to select a parameter to group your items by.
You can group by any of the items’ properties. For example, you might want to group items by their Assignee, Priority, or the Project they belong to. For more information on available options, see Properties
You can also use the [Sort by] feature to further organize your items. It is located right next to the [Group by] option.
To sort data, open the dropdown menu and select the property you want to use for sorting within the defined groups. For instance, you might group items by Assignee first, and then sort them by Due date to quickly view each team member’s most urgent tasks at the top. This allows you to get a more precise view of your items within each group.
Slicing allows for a more granular organization of data. It serves as a secondary grouping option that lets you break down a primary group into smaller, more manageable segments. This provides deeper insights into specific aspects that might not be visible when items are grouped only by a primary property. For example, after grouping by Project, you could slice by Status to see which tasks with the selected Project require attention.
To slice data in Timebook:
Press the [Manage view] button in the top-right corner of the working area.
Find the [Group by] option and use the dropdown menu next to it to select a parameter to group your items by. This creates columns in your view, as the information about groups is presented vertically.
Next, find the [Slice by] option and use the dropdown menu next to it to select a parameter to slice your items by. This adds rows to your view, breaking down the information in columns into smaller segments.
Slicing is only available with the Board layout, where you can see your items grouped in columns and sliced into rows.
For more information on available types, see Layouts
Filtering allows you to narrow down large sets of items to show only those relevant to you at a given moment. This helps reduce information overload and enables you to focus on whatever needs your immediate attention. You can use filters to tailor your view of the data based on your role, preferences, or current priorities, ensuring that you see exactly what’s most important.
To apply filters in Timebook:
Press the [Manage view] button in the top-right corner of the working area.
Find the [Add filter] button and press it to access a list of all available properties for your items.
Select a property from the list, then choose the specific values you want to focus on. This will apply the filter to your current view, displaying only the items that meet the criteria you specified.
For example, if you want to see only the items with specific tags, use the Tags filter and select all the relevant ones. We will filter out any items that don’t have those tags.
If filters are applied, the [Manage view] button shows an indicator with the number of active ones.
To remove them, go to the [Filters] section within [Manage view] and click the [X] next to each item. You can also select [Clear filters] to remove them all at once.
You can also use the [Fields to show] section of the [Manage view] area to customize the columns displayed in your view based on the properties you choose. You can select any property from the list, such as Assignee, Status, or Priority, and it will be reflected as a column in your view.
This option allows you to tailor the data view to match your current needs. By customizing the columns, you can create an overview that aligns with your workflow, helping you manage and prioritize your items more effectively.
To show or hide columns:
Press the [Manage view] button in the top-right corner of the working area.
Find the [Fields to show] section and select all the properties you want displayed in your view.
Your main view will update with new columns reflecting the selected properties.
The [Fields to show] feature is only available with the Table layout.
For more information on available types, see Layouts
The [Show sub-items] toggle of the [Manage view] area gives you flexibility in displaying or hiding sub-items in the data set you’re managing. This feature is especially helpful for customizing your data view to balance between high-level overviews and detailed task visibility.
When the toggle is ON: Sub-items (also known as nested tasks or child items) will appear in the data set. This is useful if you want to see all the details or ensure no task is overlooked. The placement of sub-items within the view depends on the grouping and sorting settings you’ve applied. For example, sub-items might be grouped or sorted separately from their parents based on criteria like Status or Priority.
When the toggle is OFF: Sub-items will not appear in the list. This option is useful if you want to focus exclusively on top-level items or simplify the displayed data.
The [Show sub-items] toggle is supported in most layouts, except for the Story Map, Tree, and Table layouts.
