Introducing the Advvy Team Work Dashboard
Advvy Team Work is the area for managers to delegate tasks to their team members. It displays campaign tasks using a variety of filters, grouping functionalities to view those tasks, and an area to view team members workflow and quickly delegate tasks to them.
It has become a useful tool for WIP meetings to gather insight into effort and to be able to action and assign work across the team as required.
Advvy Team Work can be a fast way for teams to:
- View the Team and the number of tasks assigned to each user as a useful gauge of workload
- Bulk edit Task status for multiple tasks across multiple campaigns for multiple users
- Bulk edit Task assignees – eg when a team member is on leave and their workload needs to be allocated to another user
- View all unassigned tasks and action them appropriately (Remember unassigned tasks mean no-one is actively looking at them or responsible for them in the team)
- Bulk edit Task Due Dates in the event the client changes the scope of work or reduces/extends the timelines
Important: Team Groups need to be set up in your Advvy environment for Advvy Team Work to function correctly. For more information on Team Groups, see our help guide by clicking here.
Navigating Advvy Team Work
Advvy Team Work is located under the My Work section in Advvy.
Important: the Advvy Team Work section will be unavailable if Team Groups have not been set up
correctly. For more information on setting up team groups, please click HERE.
Pages and Filters, and Views and Actions
When users click into Advvy Team Work they’ll notice filters and view towards the left side of their
screen, a list of tasks in the center, and name cards to the right. This guide will explain each of
these sections.
Starting from the top left corner of the screen, users will notice a “Page” section. This shows the
date range of all activities that appear in the center of the Advvy Team Work view.
If there are a large number of activities, users can cycle through them using the Prev Page and
Next Page buttons.
Users will notice a drop down menu directly below the paging buttons. This displayes the different
Team Groups the user has access to. It’s important to select the Team Group that you want to
manage.
Underneath the Team Group drop-down there are several filtering options that segments the
selected Team Group. These filters directly affect the activities that will be displayed in the middle
section. Note: Users must hit the Apply button for the filters to take affect.
Below these filtering options, there are two Date fields, where the user can select the Date Range
of activities they want to display in the center of their view. This is very useful if you only want to
see tasks due in the next week or month.
Below the date range boxes there is an Include Overdue Activities checkbox. By checking this
check box, Advvy will display all overdue campaign in the center viewing area even if they appear
outside the selected date range. This is a useful functionality to make sure that no activities are
left behind.
Important: Every time you change the filters in Advvy Team Work, you must click Apply to refresh
the center viewing area.
Activity List in the Center of Advvy Team Work
The center viewing area displays all activities based on the filters the user has set up. Towards the
top of the screen there is a search bar where users can search for specific team members or
activities.
Next to the search bar, there’s a drop-down menu that affects how the activities are grouped
together in the center viewing area.
Users can select two groupings at the same time by clicking the drop-down menu and clicking on
two different groups. “Group by User” is the default group.
The most common grouping pair is User and Campaign/Stage, this groups all activities in the
center viewing area by the User they are assigned to, the Campaign and its Stage.
To the right of the grouping drop-down menu, there is an Up and Down Arrow; the Up-arrow
contracts all of the activities and the Down-arrow expands them.
To the right of the drop-down arrows, there is a Select/Clear button, clicking this button selects all
the tasks and clicking it again clears your selections. There is a count of the total tasks selected out
of the total number of tasks to the right of the Select/Clear button.
User cards to the right side of the screen
User cards are used to manage activities across a team group and quickly observe their workload.
Each card shows the user’s name and a count of tasks underneath them. Using these cards it’s a
great way to manage your team and quickly absorb how many tasks each user is assign to or the
amount of tasks they already completed in a given time frame.
Each user card displays the following information based on the filters selected:
- Overdue: The number of activities assigned to the user with a due date in the past.
- Current: The number of activities assigned to the user that are not overdue.
- Closed: The number of activities marked complete by the user.
- Total: The total number of activities assigned to the user.
Views
There are a number of views available in Advvy Team Work. Please find their descriptions below:
- Resources: The default view in Advvy Team Work that shows “user cards” of team members. This
view is best for managing activities across a team group. - List: Displays activities in a list view, very similar to how activities are displayed in campaigns.
Activities can be bulk edited to manage tasks across team members. - Kanban: Users can quickly manage the progress of tasks on this view.
- Timeline: Provides a Gantt chart view of activities’ start and end dates. This is a terrific high-level
view to see where a campaign’s activities fall.
Actions
Assigning tasks to team members in Advvy Team Work
To assign tasks to users in the resources view, simply click the circle to the left of the activity or
hold the ctrl key and click anywhere on the activity. After the activities are selected, single click
one of the users cards to the right side of the screen and click assign. This will assign the activities
you selected to the user you chose to assign it to.
In the list view you can assign tasks in 2 ways:
The first way is to use the bulk edit activities button. After selecting one or more activities, click
the Bulk Edit Activities button and update the assign user drop-down menu by clicking on the field
and selecting the user you want to assign the tasks to and click Update.
The second way is to double click on a specific activity which will open up the activity form. From
there, users can assign the activity to a specific user by updating the Assigned User field.
Creating an Ad Hoc activity in Advvy Team Work
Creating an Ad Hoc Activity in Advvy Team Work is very similar to creating an Ad Hoc activity
within a campaign, simply click the +New Advvy Activity button. The +New Activity box will pop
up. Be sure to name your Ad Hoc Activity clearly, select the Client of the campaign where this Ad
Hoc Activity will be located, select the specific campaign, and select the stage where you want the
Ad Hoc Activity to be added. After entering this information, click Create. The Ad Hoc Activity form
will pop up, add information as needed, and click Save and Close.