To enhance your work process, it is recommended to view the columns as sequential steps. This means that each item placed under a column represents the corresponding status indicated in the column title. Alternatively, columns can be treated as categories, allowing you to divide them based on team members' names or departments.
Once you have organized the columns according to your work process, it is important to assign a distinct color to each column.
There are three default colors available: red, orange, and green. The red and orange colors serve to highlight steps that are not yet completed and require attention. Tasks falling under these statuses will appear in the "To Do" and "Agenda" section on your action center. For a detailed explanation, click here.
If you are a system administrator, you have the ability to define additional colors for your workgroups. You can find instructions on how to do this in this article.
Sharing Group Items
To share information and record data, simply click on the "➕" symbol at the bottom of the relevant column/status. From there, choose the desired datatype for publishing the required information. In certain workgroups, a specific information item may be pre-defined for publication, eliminating the need for choosing between multiple options.
Provide the necessary parameters, update the due date if applicable, associate the information item with the responsible user, and assign a suitable label.
Click on 'Create' to make the information accessible to group members, except for classified users. If needed, you can associate the information with a specific person by using the editor association in the actions menu of the item. You can continue to update the item at any time and move it between the appropriate columns or statuses until the end of the process.
By viewing the creation date of each published item, you can gain a chronological perspective on the items within the group. This allows you to identify any delays in the process.
Adding "Labels" to the Group
In each group, you have the option to define special labels that provide additional information for items.
To filter information based on relevant labels, you can use the advanced search bar. This enables you to focus your search according to specific label names.
Here's how to create a label:
1. Click on the three-dot menu of an item.
2. Select the "Labels" option.
3. Choose "Create a label."
4. Define a color and name for the label.
5. Click "Save."
For a detailed article on the definition of labels, click here.