Tracking Due Dates and Filtering Out Expired Entities
Sometimes you may receive a warning that your work is overdue and should have been finished by the current day or several days ago. Targetprocess can be configured to point out expired items.
The recommended solution can be implemented with the following steps:
- Set planned end dates for your work items
- Add planned end date unit onto cards or planned end date column into lists
- Set up indicators for expired items. Two different approaches are supported here:
- Set color indication for items that exceeded planned dates limit
- Filter out only items that match some criteria. For example, let the view show you expired items only.
- Build a report showing planned end dates and actual end dates
Set Planned End Dates
Every work item and most other entity types in Targetprocess can have a planned start and end date.
It is possible to update a planned end date for an individual entity in its detailed view:
See and Set Planned Dates with a Timeline View
It is possible to manage planned dates with Timeline Views as well. Timeline mode is recommended to see actual vs planned progress. If you take a look at the Timeline view, you'll see planned dates being shown with a dotted line, and the space between actual dates will have either white (open work) or grey (completed work) background.
In Timeline views you can adjust planned end dates with drag-n-drop mouse action.
- Drag the left timeline border to update Planned Start Date
- Drag the right timeline border to update Planned End Date
- Drag the whole timeline to update both the dates (duration will not change)
Drag-n-drop from Backlog to Timeline
You can move cards from Backlog to the Timeline by drag-n-drop. When a card is moved to a Timeline this way, the initial Planned Start and End dates are set automatically. The entity takes about 30% of the Timeline’s length.
In order to quickly reset planned dates for an entity, either drag it back into 'Backlog' column or make a right-click with your mouse and select 'Unplan' context action.
Add Planned End Date Unit onto Cards or Planned End Date Column into Lists
Customize Cards in order to add a Planned End Date unit or column to your views. You can also sort your entities by their Planned End Date.
It is also possible to add a unit showing the Planned End Date of the parent entity using the Parent Entity Planned End Date unit Mashup (add-on), for example:
- Feature Planned End Date unit for a User Story card
- User Story Planned End Date unit for a Task card
- Release Planned End Date for a Feature or User Story card
Install the Parent Entity Planned End Date unit Mashup to make these units available.
It is possible to add a visual indication that planned entities are not being completed on time. Use Visual Encoding filters to color cards based on the difference between the Planned End Date and Today as shown below.
Advanced Filters for Planned End Dates
We recommend assigning different colors to a card depending on the nearness of its “planned date”. Here are some examples of smart Advanced Filters for Views and Visual Encoding setup. Assignable entities are work items such as User Stories, Bugs, Tasks, Features, Epics, Requests, Test Plan Runs, Test Plans. Filters below work for any of these types of entities selected as cards:
|Assignable||?PlannedEndDate > Today||entities that should be completed in future|
|Assignable||?PlannedEndDate < Today||entities that should be completed in past|
|Assignable||?PlannedEndDate > Today-1(days) and PlannedEndDate < Today+1(days)||entities that should be completed exactly today|
*?PlannedEndDate == Today is not supported
|Assignable||?PlannedEndDate is not None||entities that have Planned End date entered|
|Assignable||?PlannedEndDate is None||entities with blank Planned End date|
If you do not want to see Done cards at all - you can get rid of them completely using filters.
|?EntityState.IsFinal is False|
?EndDate is None
|entities in last workflow state (for example, 'Done' or 'Closed') are hidden|
|?EntityState.IsFinal is true|
?EndDate is not None
|entities in last workflow state (for example, 'Done' or 'Closed') are only shown|
|?Progress < 1||entities having Progress percentage less than 100% are shown|
|?EndDate >= TODAY – 7(days)||entities closed during last week are shown|
The filters for due date can be effectively combined with the following filters based on current state or progress of your entities. To combine filters, use the AND, or OR operators with brackets. Find more useful examples of Advanced Filters in the dedicated article that describes Filters by dates.
Build a Report Showing Planned End Dates and Actual End Dates
There are two approaches to compare Planned End Dates with actual information. It is possible to create a report with Planned End Dates and Actual End dates for your entities using the following features:
- Export Filtered View
- Custom Report with selected columns and filters. You can display and compare fields including Planned End Date vs End Date (actual), Planned Start Date vs Start Date (actual) and much more.
Filter out stuck entities
Do you want to filter your cards by the date of their last state change? Starting from version 3.9.1 you can use the LastStateChangeDate field for filtering and visual encoding.
For example: Let's say you want to see bugs or user stories which have been stuck in the 'In Dev' state for more than 2 weeks. Just use
?LastStateChangeDate < Today - 14(days) and EntityState.Name == 'In Dev'
Set Up an Alert / Alarm / Reminder / Custom rule
Alerts, alarms and reminders for due dates are not exist in Targetprocess as of now. Please upvote a topic in our public backlog if you would like to see this capability added in the future.
There is a custom rule for the User Story entity you can activate - "Move a User Story to “Planned” state when its Planned Start Date is set".
Currently this is the only entity type with this rule available.
Mass update Planned Dates
It is possible to update planned start date and planned end date for multiple cards alltogether. For this purpose, use board view. Select 'PlannedStartDate' or 'PlannedEndDate' as column axis. Mark columns for 'source' and 'target' dates with checkboxes in headers. Press 'Focus' button. Then select multiple cards in source column, drag'n'drop them to the target column.
To see long range of available future dates apply the following filter to the column axis:
?it is None or it >= Today
To select column in the future, use 'left' and 'right' buttons to switch across pages.
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