Prioritize Filtering and Saved Views – LinkSquares Help Center

Overview

LinkSquares Prioritize is purpose-built to centralize the workload of in-house legal teams, empowering them to create, manage, and track tasks in one place. Streamlining communications and tasks.

Legal often turns to tracking and managing requests over email, Slack, or spreadsheets.

With one place to consolidate and update tasks, legal teams can better prioritize their work and spend less time managing requests and more time focusing on high-value, strategic initiatives.

Process

After logging in to Prioritize, you will be brought to the main Prioritize view: the Board. The Board allows legal teams to oversee the progress and success of legal tasks.

Within the Board, you will see a bird’s-eye view of all tasks within Prioritize.

Tasks are centralized on the Board in a kanban style, meaning tasks are represented visually as cards. These cards signify work to be done or undertaken by the legal team user.

From the Board, each team member can see their workload and prioritize, update, and complete tasks.

Columns

There are four columns within the Board by default.

These columns represent relevant lifecycle statuses of legal requests: Intake, To Do, Blocked, and Done.

Intake: The task exists but has not yet been assigned or actioned.

To Do: The task is assigned and either ready to be actioned or in progress.

Blocked: The task is blocked.

Done: The task has been completed.

The number of tasks within each status is presented at the top of the column.

Before modification, tasks are listed in the order in which they were created within the Intake column, with the most recently created tasks at the top.

Reorder tasks by dragging and dropping them. This allows users to visualize task priority within each lifecycle.

Tasks

View high-level task details within the columns including:

Task names
Descriptions
Assignees (indicated by the user bubbles)
Due dates
Number of attachments
Types (indicated by the label)
High-priority statuses

Select a task to view it in greater detail. From here, the task can be modified.

Filters

Tasks can be filtered on the Board via a combination of the filter options presented.

Task Assignees

The default Board view displays the tasks of all assignees within Prioritize.

Filter tasks by assignee via the Select users drop-down.

Select one or multiple assignees, including yourself.

Filter by unassigned tasks by selecting the Unassigned option.

To return to the default view, click the X icon within the search bar or refresh the page.

Task Types

The default Board view displays all task types within Prioritize.

Filters tasks by type via the Select types drop-down.

Task types represent the category of legal support being requested. Types are assigned at the time of task creation.

There are 15 task types to choose from when creating new tasks to account for all types of legal workflows. For example, Dispute and Litigation, Corporate, Contracts, and Product Counsel.

The labels at the top of the task card indicate task types. They provide immediate visibility into the high-level nature of the task.

Select one or multiple task types to filter the tasks displayed on the Board.

To return to the default view, click the X icon within the search bar or refresh the page.

Task Title

Filter tasks by title via typing into the Search bar.

The board will filter down the list of visible tasks as the user types.

Task Status

Filter tasks by Status by using the 'Select statuses' filter. Users can filter by one-to-many status options depending on how their company is configured.

Unlike the other filtering options, filtering by Status will change the view of how the board is displayed.

When filtering by status, Prioritize will only display the relevant Status columns and the tasks they contain.

Any Statuses not included in the filter will be hidden from the screen.

Saved Filters

Create and save custom filters within the Board.

After selecting at least one filter, all Prioritize users have the option to create and save custom filters to refer back to at a later time.

Select at least one filter. For example, filter by a given user and/or multiple task types.
If needed, add additional filters to further refine the search parameters.
Click Save Filter next to the Select Types drop-down.
Name the saved filter within the Save filter modal.
Next, determine the saved filter’s visibility (i.e., public or private) by selecting the appropriate radio button. All Prioritize users can access and edit saved filters by default.
Click SAVE once complete.
The saved filter will be added to the View drop-down within the Custom section. Saved filters are sorted alphabetically. Public saved filters will be indicated by an icon of various people. Private saved filters will be indicated by an icon of a singular person.

Note: The maximum character limit for saved filters is 40 characters.

Applying Saved Filters

To apply a saved filter, select the saved filter from the View drop-down.

The filter will remain if a saved filter is applied and the user navigates away from the Board view.

The Board will return to the default unfiltered view after logging out.

Modifying Saved Filters

Saved filters can be modified at any time.

To modify a saved filter, hover over the saved filter from the View drop-down.

Edit the filter name and visibility by clicking the pencil icon, or delete the filter entirely by clicking the trash icon.

Note: The values of the saved filters cannot be modified.

Custom Statuses

To customize task statuses and create additional statuses, click the gear icon next to the NEW TASK button on the Board.

Navigate to the CUSTOMIZATION tab within the Board Settings page.

From here, manage status customizations. Statuses appear as columns within the Board.

Users can edit status names, add new statuses, delete statuses, and order the status columns as they appear within the Board.

Customizing Statuses

There are four statuses available in Prioritize by default: Intake, To Do, Blocked, and Done.

There is a minimum of two statuses: Intake and Done (or the equivalent of the Intake and Done statuses).

The Intake and Done statuses (or their equivalents) cannot be reordered or deleted. However, these statuses can be renamed via the kebab menu.

The remaining statuses (i.e., those that fall between Intake and Done or their equivalents) can be reordered via the drag handle icons. Click the kebab menu next to the status to rename or delete it.

If a status (not the Intake and Done statuses or their equivalents) is deleted, the tasks that are housed within that status are moved over to the Intake status (or its equivalent).

Any saved view with a Status selected will be continue to be selectable by users, but the deleted Status column will not be shown.

If all Statuses included in a saved view are deleted, then that view will be continue to be selectable by users, but will show all remaining Status columns when selected.

To rename statuses from the Board view, click the ellipsis icon next to a column. Then, click Rename.

Enter the new status name within the Rename status modal. For example, rename the Blocked status to Waiting for Others.

Click OK once complete.

Adding New Statuses

Click + ADD STATUS to create a new status.

Enter a unique status name within the Add status modal.