Filters

Online Help > Filters

Filter tasks or resources

To filter the tasks or resources in your project, the application provides predefined filters for viewing specific aspects of tasks and resources.

  • Predefined filters    These are used to quickly filter for tasks or resources, such as tasks that are incomplete, or resources that are overallocated.
  • Custom filters    These are filters that was designed by project manager for you own project needs.
  • AutoFilters    When these are turned on, they appear as arrows at the top of each column in a sheet view. Use these to quickly filter the items in a column.

Filter tasks or resources

There are times when you want to view only a particular type of information in your project. For example, you may want to view only the milestones of your project or see tasks that haven't started. If your project has many tasks and involves many resources, filters can be very useful for viewing a specific range of information. Filters allow you to display only the information you are interested in and hide the rest.

You can filter task or resource data using the pre-defined filters.

Task Filters:

This option is available for Gantt Chart, Network Diagram, Task Usage and Tracking Gantt views.

All tasks

All tasks will be displayed, regardless of their particularities.

Completed Tasks

This filter shows all tasks that are finished.

Cost Greater Then (interactive filter)

This filter shows tasks whose cost is greater than a specified amount.

Cost Overbudget

This filter shows all tasks with a cost greater than the baseline cost.

Created After (interactive filter)

This filter shows all tasks created after a specified date.

Critical

This filter shows all tasks that are on a critical path.

Date Range (interactive filter)

This filter shows all tasks that start or finish after the earlier specified date and before the later specified date.

Incomplete Tasks

This filters shows all tasks that are not completed.

In progress tasks

This filter shows all tasks that are started but not completed yet.

Late/Overbudget tasks assigned to (interactive filter)

This filter shows all tasks assigned to a specified resource that are exceeding the budget or finishing after the finish date in the baseline plan.

Linked fields

This filter shows the tasks to which information from other programs has been linked.

Milestones

This filter shows only the tasks that are milestones.

Resource Group (interactive filter)

This filter shows the tasks allocated to the resources belonging to a specified group.

Should start by (interactive filter)

This filter shows all tasks that should have started by a selected date but they haven't.

Should start/finish by (interactive filter)

This filter shows all tasks that haven't started or finished within a specified date range.

Slipped/Late Progress

This filter displays tasks that have slipped behind their schedule finish date or haven't been progressing as scheduled.

Slipping Tasks

This filter shows all tasks that are behind schedule.

Summary

This filter shows all tasks that have subtasks.

Task Range (interactive filter)

This filter shows all tasks that have ID numbers within the specified range.

Tasks with a Task Calendar assigned

This filter shows all tasks to which a task calendar was applied.

Tasks with Attachments

This filter shows all tasks to which a note or object was attached.

Tasks with Deadlines

This filter shows all tasks to which a deadline was specified.

Tasks with Estimated Durations

This filter shows all tasks whose duration is estimated.

Tasks with Fixed Dates

This filter shows all tasks that have an actual start date.

Tasks/Assignments with Overtime

This filter shows all tasks or assignments that are specified as overtime work.

Top Level Tasks

This filter shows the highest-level summary tasks.

Unstarted Tasks

This filter shows tasks that haven't started.

Using Resource in Date Range (interactive filter)

This filter shows the tasks allocated to a specified resource within a specified date range.

Using Resource (interactive filter)

This filter shows all tasks that use the specified resource.

Work Overbudget

This filter shows all tasks whose scheduled work is greater than the baseline work.

Resource Filters:

This option is available for Resource Graph, Resource Sheet and Resource Usage views.

All Resources

All resources will be displayed, regardless of their particularities.

Cost Greater then (interactive filter)

This filter shows all resources whose cost is greater than a specified amount.

Cost Overbudget

This filter shows all resources whose scheduled cost is greater than the baseline cost.

Date Range (interactive filter)

This filter shows all tasks and resources with assignments that start or finish within the specified date range.

Group (interactive filter)

This filter shows all resources belonging to a specified group.

In Progress Assignments

This filter shows the assignments that have been started but not yet completed.

Linked fields

This filter shows the resources to which information from other programs has been linked.

Overallocated Resources

This filter shows all resources that are overallocated.

Overbudget Resources

This filter shows all resources with a scheduled cost greater than the baseline cost.

Resource Range (interactive filter)

This filter shows all resources that have ID numbers within the specified range.

Resource - Material

This filter shows the material resources.

Resource - Work

This filter shows work resources.

Resources with Attachments

This filter shows the resources to which a note or object has been attached.

Resources/Assignments with Overtime

This filter shows the resources or assignments that are specified as working overtime.

Should start by (interactive filter)

This filter shows all tasks or assignments that should have started by a specified date but haven't.

Should start/finish by (interactive filter)

This filter shows all tasks that haven't started or finished within a specified date range.

Slipped/Late Progress

This filter displays tasks or assignments that have slipped behind their schedule finish date or haven't been progressing as scheduled.

Slipping Assignments

This filter shows all assignments that have slipped from their original baseline plan.

Unstarted Assignments

This filter shows all assignments that haven't yet started.

Work Complete

This filter shows resources that have completed all of their assigned tasks.

Work Incomplete

This filter shows all resources with scheduled work less than the baseline work.

Work Overbudget

This filter shows all resources whose scheduled work is greater than the baseline work.

 

Apply or remove a filter

1. On the Project menu, click a filter in the filter list.

To apply a filter that isn't on the list, click More Filters.

    • To select a task filter, click Task, click a filter name in the Filters list, and then click Apply.
    • To select a resource filter, click Resource, click a filter name in the Filters list, and then click Apply.

Note   You cannot apply task filters to resource views or resource filters to task views.

  1. If you apply an interactive filter, type the requested values, and then click OK.
  2. To turn off a filter, click All Tasks or All Resources in the list of filters, according to the type of the current view.

Apply a colour to filtered tasks using a highlight

When filtering tasks or resources, you can apply a highlight. Highlighted tasks or resources appear with non-filtered tasks, but with a different colour.

  1. On the Project tab, from the Filter option click More Filters.
  2. Select a filter in the filter list, and then click Highlight.

Note

  • You cannot apply task filters to resource views or apply resource filters to task views.Apply an existing custom filter
  1. On the Project menu, click the filter list, and then click More Filters.
  2. Select custom filter  then Apply

Use AutoFilters to filter quickly

You can apply an AutoFilter to fields in any sheet view. In addition to standard filters, project provides AutoFilters, visible at the top of each column in sheet views.


Filters: While you can easily use the checkboxes to select which values to display, the filter flyout allows you to do this more quickly based on the selected criteria.

Date fields:                                                                                                                               Duration fields:

                                                                                                            

Checkboxes: These allow you to select which values to display by simply checking/un-checking the values. For example, if I uncheck October then none of the task that start in October will be displayed.

You can tell an AutoFilter is applied since the column header displays the blue text color 

Apply and remove AutoFilters

1. On the Project menu, and then click Display AutoFilter.

2. Click the AutoFilter arrow next to the column heading that contains the information you want to display, and then click a value to filter the table.
The AutoFilter arrow and field heading turn blue.

3. To apply an additional condition based on a value in another column, repeat step 2 for the other column.

4. To remove the filtering on a specific row, click Clear All Filters in the AutoFilter list for that field.

   Note    If information changes in one of the rows in your view, you can refresh your AutoFilter settings by clicking the arrow and reselecting the filtering values.