Adding fields to your tasks
A field is a short list of options you make up, like a Deliverable field with Gallery, Prints and Video, and every task can hold one of them. Group a board by it and each option becomes a column, so you can see at a glance what's still to do for the gallery, the prints and the film.
Fields, labels and statuses
Each one answers a different question, so it helps to keep them apart:
- Statuses say where a task is: To do, Waiting, Done.
- Labels say what it's about, and a task can carry several, like Editing and Album.
- Fields hold one answer from a list you set, like which deliverable the task is for.
If a task should only ever have one answer, use a field. If several can be true at once, use labels. See Setting up statuses, labels and priorities.
Creating a field
- Go to Projects → Settings and open the Fields tab.
- Choose New field.
- Give it a Name, like Deliverable.
- Type one option on each row under Options. Choose the dot beside an option to change its color.
- Choose Add option if you need more rows.
- Choose Add field.
Every task now has the field, empty until you pick an option. Rows you leave blank are skipped, and you can add options later.
You can also start a field from any task. Open the task and choose Add field at the bottom of the panel on the right.
Setting a field on a task
- In the New task window, each field has its own button in the row beside Labels. Pick an option or leave it empty.
- On a task's page, each field has a row in the panel on the right. Pick an option, or the "No" choice at the top of the list (such as No deliverable) to clear it. It saves as soon as you pick.
Need an option that isn't there yet? Choose New option at the bottom of the list, name it and choose Create. The task gets it straight away.
On boards and lists, the option shows as a small colored chip on the card, next to the labels.
Grouping and filtering by a field
To group:
- Choose Display (the sliders icon).
- Under Group by, pick the field's name.
You get one column or section per option, in the order you set, then one for tasks with no value, like No deliverable. Drag a card into another column to change its value. A task you add in a column, with its + or with Add a task in a list, starts with that option. See Tracking tasks on a board or list.
To filter, choose Filter (the funnel) on the Tasks page or a project's Tasks tab. Each field has its own heading, so you can show only Prints tasks, or tick No deliverable to find tasks still missing a value. To keep a field filter, save it as a view, which can also open grouped by a field: pick it under Group by in the view. See Saving task views.
Managing fields and options
The Fields tab lists each field with how many options it has and how many tasks use it.
- Open a field by clicking its name to see its options.
- Reorder fields or options by dragging their grip. Option order is the order of columns on a grouped board.
- Edit an option by clicking it, or with Edit in its three-dot menu, to rename or recolor it.
- Rename a field from its three-dot menu.
Renaming or recoloring shows on every task straight away.
Removing an option
- Choose the three dots beside the option, then Remove.
- If tasks use it, pick where they go under Move those tasks to, or choose Nothing (clear the value).
- Choose Remove.
Saved views that filtered on that option stop using it.
Deleting a field
Choose the three dots beside the field, then Delete, and confirm. The window tells you how many tasks lose their value and how many saved views stop using it.
Every task loses its value for that field. Saved views stop filtering on it, and any view grouped by it goes back to grouping by status.
Fields that work for photographers
| Field | Options | Why it helps |
|---|---|---|
| Deliverable | Gallery, Prints, Video | Group your delivery tasks by what's going out |
| Editing stage | Culled, Edited, Exported | A board of every edit, one column per step |
| Shoot type | Wedding, Portrait, Brand, Event | Pull together tasks without a project, like mini session edits |
| Waiting on | Client, Lab, Second shooter | Pair with the Waiting status to see who has the ball |
| Retouch round | Round 1, Round 2, Final | Track approval rounds on commercial jobs |
Start with one field and live with it for a week. Two or three well-chosen fields do more than five half-used ones.
Limits
| Limit | |
|---|---|
| Fields | 5 |
| Options in a field | 20 |
| Values a task can hold | One option per field |
| Field and option names | 60 characters, each name used once |
Every field is a list of options. There are no text, number or date fields, and fields belong to your whole account, so they show on every task in every project. You can group by a field but not sort by one.
Frequently asked questions
Can I add a text or date field?
No. Every field is a short list of options. Use the task's description for notes and its due date for timing.
Can a task hold two options in the same field?
No, one per field. If several can apply at once, make them labels instead.
Can I have fields for one project only?
No. Fields show on every task, in every project. Leave a field empty on tasks where it doesn't apply.
Do my clients see my fields?
No. Fields, like the rest of your tasks, are only for you.