Managing Long Task Lists in Podio

Posted: 2014-05-22

Do you struggle daily trying to find a specific entry because there are too many entries in your Podio App?

As more and more data is added within an app, it becomes harder to find a specific entry. Add in multiple users creating entries and the search can be down right tedious.

For instance, we have been managing our maintenance requests in Podio for a few months now. We have 4 workspace members who create tickets for their work and there are now a few hundred entries. In order for the Employee to create a time sheet, they must reference a ticket. With a long list of tickets to search from, we came up with a two-part GlobiFlow solution to make this process easier for Employees:

1. At time of ticket creation, add user initials to each ticket title

2. Once a ticket has been set to Archive status, copy to the archive app and delete original.

First, a flow was set up to trigger when a New Item is Created to update the Task Name (ticket title) with the Assigned User's initials. Using the Calc field, an equation can be set up to extract this data. This creates an extra filter for easier search of tickets during time sheet creation.

Secondly we created an Archived Ticket app by cloning the Ticket app. We then set up a flow to run when a ticket was updated and the status was set to Archived. This creates a new ticket within the Archived app, identical to the original then deletes from the ticket app. This is useful so that only current tickets are able to be referenced during time sheet creation.

These two flows have kept our ticket app clean and current. How can you use this process to work for you?

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by Andreas Huttenrauch
Owner of Globi Web Solutions, and Podio Fanatic.

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