Give each workstream its own view

On a deal, due diligence, disclosure, financing and signing run side by side on one board. The associate on disclosure does not need forty financing items in the way, and the partner wants the closing items with only the columns that matter. A view per workstream gives each of them the board they need, while every task stays on the one board.

Two questions decide how you set each view up. Which part of the deal is it for? That decides its task groups and columns. Who should open it? That decides its access.

Adding and editing views is for the board's managers: people in the firm who are not limited to a permission set.

Add the view

1. Click + beside the view tabs at the top of the board (Add view).

2. Under Starting point, choose what the view begins with. All columns shows every column on the board. Blank starts with every column hidden, so you pick only what this workstream needs. Duplicate current view copies the view you are on, with its columns, groups, filters and access, which is the quickest way to make a second view like one that already works. The starting point applies to Table, List, Gantt and Calendar views.

3. Choose the type.

   

Gantt and Calendar ask which date column to use, or create one. They and Binder let you give the view a Title before you click Create. A board has one Signing view at most. On a board with more than 200 tasks, new views cannot be added.

4. Name the view after the workstream: right-click its tab, choose Rename, and type "Disclosure" or "Financing". Views of the same type share one tab; click it to choose between them.

Show only that workstream

1. With the view open, click Board and choose Edit view. The View settings dialog lists the board's views on the left; the one you are editing is on the right.

2. On Task groups, tick the groups this workstream covers and untick the rest.

   

3. On Columns, hide what this workstream does not need. The count shows how many of the board's columns are shown. A blank view opens here directly.

   

4. On a table view, Filters narrows the rows further, for example to tasks not yet done. Filters apply to everyone who opens the view and are saved as you edit them.

Decide who opens it

The board's permission sets decide what someone may see and edit. A view then decides which of those columns and task groups it shows.

1. In the same dialog, on Access, choose which permission sets can open the view. People who are not in any permission set see every view.

2. On Landing, choose which permission sets start on this view when they open the board. A set can land only on a view it can open.

3. Click Save. Columns, task groups, access and landing are saved together.

Give the client access to their tasks explains how to set up permission sets for clients and the other side.

Tips from practice

• Hiding a column is not keeping it confidential. Columns belong to the board; hiding one in a view only tidies that view. What a client or the other side must not see belongs in their permission set.
• Land people where they work. Give the client's permission set a landing view with their own items, so they do not start on the full checklist.
• Duplicate, then trim. Build one view properly, then use Duplicate current view for the next workstream and change only its task groups.
• Deleting a view asks you to type DELETE. Deleting a Signing or Binder view also removes its signing columns or binder set-up, so check before you remove one.

See also: choose what to track on each task and assign and follow up the work.