Filtering Workloads by person, teams

Feature requests
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1

Hi there,

Our creative/web design agency has been using Monday for 4-5 months now and for the most part, it’s serving us well, but the main kink that gets in the way on a daily basis is the Workloads widget.

The cases we use this for are:

  • Looking at the weekly workloads of individual people
  • Forecasting incoming work, usually on a specific team. For example, looking at all developers in one view with the work scheduled on a placeholder Developer account to see where it might slot in.

Currently the filtering to try to see these instances feels like a mess. If you try to filter by a person, that person comes up along with a ton of other people who may share tasks or projects with them. And as far as I know, it’s not possible to easily filter by a team either and only see those team members. It makes it really difficult to look at and use in a way that’s helpful.

Welcoming any suggestions in ways to use this that may serve us better, but more so wondering if there are roadmap plans to improve this feature.

Thanks!

Karrisa

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Hi Karisa - you are absolutely right, the Workload view is a good idea, but I dont think it is powerful enough yet… the filters select the data used to generate the board… what would be awesome, is on end result would then be able to select a Team, or a select multipeople so you have an option to limit who is show (eg the filters show pull all the data from one office for the next 6 months, listing 50 people doing work, you could then select a Team and only the people who are members of that team are shown. )… Monday Team, can you let us know if there are any updates coming for the Workload view… would be useful to know the roadmap please. :slight_smile:

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Has this issue been looked at, you appear to be able to apply a filter by adding the people you want to see but nothing seems to change, the the filter doesn’t appear to work

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Hi @Karrisa , @MHaigh , @mroden !

So I think I have a decent work-around for this use case. One thing that you can do is create Teams by going to your avatar in the bottom left part of your screen and then Teams. Create a team with a true department team, and then invited to the board that you want to assign a team to. (To invite go to the top right of your board and click “Invite+”). Once you have invited the team you can now use your board to capture individual and Team workload.

The way that I was able to get it was by using the Item to capture the team workload and the individual workload on the subitem level. (this can be swapped if necessary). It looks like this:

Team and individual workload
Team and individual workload1960×758 74 KB

By using this format we can then pull in on an item level for the team workload and then have another workload widget to pull in an individual’s workload.

Team Workload
Team Workload2486×898 153 KB

Individual Workload
Individual Workload2470×868 172 KB

Hope this helps!

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Hi
Thanks, but that doesnt work for us. We have circa 400 people and they can all work on any project. We have a number of project boards in Monday, that are added to the dashboard (the main 4 are UK Projects, US Projects, Holidays, No Project Items). In these boards, ITEMS represent each project, and SUBITEMS are used for tasks that we allocate to people.

The dashboard combines the data from these together and shows the workload for everyone… which is great… BUT the issue is we now have a list of 400 people. Filtering affects the data used to pull the information, so if we filter, this is on a people column from the item, not subitem - so you get all the subitems for all the projects that I am working on, so you still see 200+ people. Monday doesnt support filtering on the subitems.

(Ideally we wanted to have each project on a separate board, and not use subitems, but there are not automations to allow boards to be auto-added/removed from a dashbaord, and there is a limit of 50-60 boards to a dashboard, so with 300+ projects we this just wouldnt work).

*** MONDAY DEV *** What would be great is on the Workload Widget, if you select person workload, then onve the data is shown, have an option to ONLY SHOW MEMBERS FROM THIS TEAM. We can then have Teams that represent skills, roles or departments (ie if you select the “UK Project Managers”, the widget only shows the results for members of that team"… this would be REALLY flexible and useful to help any one trying to do resourcing.

Any other thoughts / ideas or if anyone has any other resourcing/scheduling plugins that would work please let us know!

Matthew

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6

Hi
I totally agree and support Matthew’s request. We have similar problems. We were hoping to use Monday.com to help us with resource capacity planning and this limitation in the filtering capability of workload dashboards is a really big issue

Georgios

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Any update on this from the monday.com team? This has become a real hang-up for our company’s workflow. Perhaps there’s an easy workaround, but its frustrating when you apply a filter to see specific users and instead you’re flooded with every single person that shares a task with those users. Even if the people you had applied the filter for were at the top or could be pinned, it would be better. Sometimes they’re buried down the list under other users that you don’t want to see in that view.

If you apply negative filters (Person is NOT xxx) it removes that person from the view but you also lose the task that applied to the person with the positive filter (Person is XXX)

I’ve been told by the help desk team that it’s the expected behavior for the filters, but it just seems pretty counterintuitive that you can’t use the filters to filter.

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8

Ultimately the biggest/simplest fix (no idea how simple of course in terms of whatever spaghetti code is holding up the filter system) would be to allow filtering based on subitems.
I have much smaller teams than 400 (yikes), but I have been using the Items to reflect overall tasks (with an Overall Owner column), with the Subitems tracking different subtasks and delegated efforts (with a Sub-Owner column). In those, I have been using the ‘Resource Type’ against the Sub-Owner ‘People’ columns as well, tracking effort using a pair of estimated and actual hours columns (two workload widgets side by side), on a Split function (in case of multiple Sub-Owners). It works well enough for me with my much smaller team, but yeah it would be nice if I could actually just filter based on one or more people in the subitems, and not have to worry about scope creep later on.

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Even filtering on subitems would not work… as filtering removes the data (or workload) from the board… what we actually want to do use the FILTERS to select the data included in the board, but then have a 2nd FILTER that filters what rows are shown.

WORKAROUND: We have actually got a work around… we have written a process in Make that copies the data in the subitems (from multiple boards), and reprocesses them to a new set of boards as ITEMS, and also fills in a couple of STATUS columns that represent the team and location for the task. We then have a dashboard over these “resource” boards, and and can show a workload by status (which provides a summary of workload for each team), and then separate Team workload widgets (Filtering to show just the work for the team). This has been quite a pain to do, but is beginning to show some real promise. If anyone needs details let me know.

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I might take you up on that offer… I have a few other tasks and cycles before I am able to try and improve our space again, but when that comes around, I now have your indicated flow bookmarked. We do have a subitems > item workflow in another space, so it’s possible it’ll be an easy implementation.

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Hi Matthew, We are trying to do something similar and it would be great to be able to not build from scratch if you are ok to share the set up you have developed?

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I cant share the coding at the moment but have put below more of the principle and will see if I can provide coding after talking with the client…
(A) Project Board, Item=Overview of Project, Subitem=Tasks on Project
This has a status column, when set to “RESOURCE” triggers a WEBHOOK (1) in Make
On each subitem we have a LINK column, hidden from user, that Make users to link to the RESOURCE board.
(B) Resource Board Unallocated, Item=A task that need resource allocating
Each Item has Owner/Timeline/Effort/Status columns and a LINK column too.
WEBHOOK (1) creates a new Resource Board Item, copies the Owner/Timeline/Effort/Status along with the BOARDID/PULSEID of the ProjectSubItem to Link column, and then pushes the new BoardID and PulseID of just created to the ProjectSubitem Link.
When someone is allocated to the Person column, WEBHOOK (2) is triggered, and this Make looks up the person allocated in an EMPLOYEE table, and finds their Team (or Role). When then move the item to Resource board (C/D orE) below and update the BoardID stored in the “LINK” column on the Project board.
(C) Resource Board Team 1, Item=A task that is allocated to someone in Team 1
(D) Resource Board Team 2, Item=A task that is allocated to someone in Team 2
(E) Resource Board Team 3, Item=A task that is allocated to someone in Team 3
… if you follow that, we now have 4 resource board - (B) with UNALLOCATED work, and (C/D/E) - so you can have a dashboard showing just board D to show Team2 Work, and another pulling the data from ALL 4 boards to show company workload …
… the next step was adding some automations on the Project Board to trigger a webhook when owner/effort/timeline(and a status) change, and they trigger a WEBHOOK to update the relevant resource board (getting which board and pulse from the link column!) (we have a few other things going on here too)

… almost there… couple more steps…

… we do the same in the resource boards, so that when the owner column is updated, we push it back to the project board … so our data is now kept in sync if you update either the Project or the Resource.

… finally, added some automation that when the status changes to DONE the Resource item gets archived.

TWO pain points: 1) Monday doesnt trigger automations/webhooks when a person is removed from the task… *** MONDAY DEV TEAM…PLEASE CAN YOU TRIGGER AUTOMATION AND INTEGRATIONS “WHEN COLUMN CHANGES” ON A PERSON IS REMOVED IN A PERSON COLUMN. *** Im not sure how much of a problem this will be for us yet, but I think we may have a weekly process that will have to scan everytask to fix this.
2) Performance slows when you hit around 8000-10000 tasks, so if your resource boards get to that sort of level, you need to split them. I hinted we split by role (for this reason), having about 6 roles resource boards for each of 5 global regions (ie 30 resource boards).

You may ask why not use the Monday Connect and Mirror columns… longer term we are looking to split the subitems to individual project boards, and Mirrow columns max out at 150 connected boards, and using LINK columns to make my own connection means we can still manage and track the 600+ live projects.

I may be able to detail more, but feel free to message me directly as I may be able to provide advice/guidance or be able to contract help.

Hope this helps

Matthew

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I’d love to know what you have. I’m really unhappy with the way I’m currently dealing with subitems and can’t see an easy or good way out of it so that I can consistantly pull data into a dashboard.

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14

Hi,
Would be really great if we could filter by choosing multiple persons in “filter person”.
Without that filter it’s really hard to have an overview of 30 people.

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15

Monday look over here! 20 votes, up since 2020. It’s 2023! I’ll read this thread and add my use case if it helps.

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Alrighty, looks like a long standing issue here. I’m adding my same issue with our company context.

  • We are a creative agency focusing on video creation. We onboarded to monday.com, we are enterprise customers. We were sold on this platform and want to gain a lot from it, we plan to step away from Asana, Core, Google sheets, and other platforms for Monday.
  • HERE is a loom on the pain point. But basically on workload widgets, it makes no useful sense to filter by person only, or to have a drop down by board, we plan to have 50 boards on the widget, and we just want to see a group of people at any one time.
  • To fix this would greatly speed up our planning of resources, our daily meetings would run faster, our team could plan better, people won’t be over worked, schedules won’t conflict, it be huge.
  • We are trying the team work around mentioned in this thread, but it will stack all items without clear person devision, so we’d much rather keep the rows in the widget to be by person, but want the function of filtering out some people for some views/ widgets.
  • Really hope this can be solved! We pushed hard to sell Monday to our executives, and this is a plank in their eyes. Thanks!

Chris Loukides

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17

Same here we are looking for solution to monitor team load ! Please monday team do you have any feedback on this ? Thanks

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Thanks for the support Sironneau, let’s get this one added, it be a huge help to our team in our Monday use.

We need a robust tool to help us communicate staff and vendor booking in the workload view!

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Clever idea, but doesn’t work if the date and effort data is being put into separate project boards like our studio has it organized… at least I don’t see a path that make this work around useful. Any ideas from anyone?

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Boosting this request as well! I’m honestly shocked that this isn’t a capability yet…our team has different sub-teams and each manager needs the ability to see the bandwidth of their direct reports - My Work only gives a fraction of the visibility that we could get from a filtered dashboard.

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