How to follow up tasks across the portfolio
Organization tasks shows the tasks from every building you have access to, in one list. It's the view for anyone who needs to see what's falling behind across the portfolio, without going into each building.
How to open tasks across the portfolio
Click Tasks in the sidebar at portfolio level — that is, before going into a building.
The Address column shows which building each task belongs to.
How to use the list
Three reviews worth doing regularly:
- Sort by Due date. Tasks past their due date are the ones genuinely falling behind.
- Look for tasks with no Assignee. A task without an assignee doesn't get done on its own, however important it is.
- Look at Follow up needed. Those are the tasks where work has started but something remains — easy to lose sight of, because they don't look untouched.
Note: Tasks set to Visibility: Me don't appear for others, including in this list. If a task is invisible to the team, visibility is what needs changing — see How to create a task.
How to filter
Use the search and the table filters to narrow by Status, Priority, Assignee and building. Assignee plus an open status gives one person's actual work list across the portfolio.
What else is in the same part of the menu
At portfolio level there are three lists that work the same way:
- Tasks — work to be carried out
- Incidents — events from alarms. See How to follow up incidents across the portfolio
- Notes — documentation tied to points in time
Task templates sits under the settings in the same menu — see How to create a task template.
Frequently asked questions
Can I create a task from here?
Yes, and you choose the building as part of the task.
Why do I see tasks from buildings I don't work on?
The list covers everything you have access to. Filter by building to narrow down.
Can I see a supplier's tasks?
You see the tasks you have access to, with the visibility they're set to. If a task is set to Organization, you see it if you're in the same organization.
Where do I see a task's history?
Open the task and look at Activity.
Tip!
Review the list sorted by Due date once a week, not once a month. A task a week late can be caught up; one three months late is effectively a new case — and it got there because nobody was looking at the list.