{"id":22020,"date":"2009-01-28T19:18:00","date_gmt":"2009-01-29T01:18:00","guid":{"rendered":"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/"},"modified":"2009-01-28T19:18:00","modified_gmt":"2009-01-29T01:18:00","slug":"how-track-tasks-queries-not-email","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/","title":{"rendered":"How-to: Track Tasks with Queries, Not Email"},"content":{"rendered":"<figure>\n<div class=\"feature-image\"><img decoding=\"async\" class=\"aligncenter size-full\" src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/how-to-inbox.png\" alt=\"How-to: Track Tasks with Queries, Not Email\"><\/div>\n<\/figure>\n<div class=\"body\">\n<div>\n<p>&#xA0;<\/p>\n<table cellpadding=\"2\" bgcolor=\"#f0f4f8\">\n<tbody>\n<tr>\n<td valign=\"top\" width=\"90\"><strong>Applies to:<\/strong><\/td>\n<td style=\"text-align: left\" valign=\"top\">Tasktop Pro, Tasktop Starter and Mylyn<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\"><strong>Level:<\/strong><\/td>\n<td style=\"text-align: left\" valign=\"top\">Introductory<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\"><strong>Summary:<\/strong><\/td>\n<td style=\"text-align: left\" valign=\"top\">Learn how to track tasks with Tasktop&#x92;s Queries, eliminating task update emails<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p> <strong>UPDATED on January 30, 2009:<\/strong> We&#x2019;ve revised the best practice to simplify the configuration and avoid duplicate tasks in the task list. We will address more advanced configurations in an upcoming how-to.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/#Tracking_Changes_with_Tasktop\" >Tracking Changes with Tasktop<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/#Mechanics_Creating_a_Query\" >Mechanics: Creating a Query<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/#i\" >&#xA0;<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/#Best_Practices_Crafting_a_Smart_Set_of_Queries\" >Best Practices: Crafting a Smart Set of Queries<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Tracking_Changes_with_Tasktop\"><\/span><span>Tracking Changes with Tasktop<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When working in a team tasks change quickly. The team lead raises the priority of your task, a co-worker indicates your task is blocking his work, or a domain expert responds to your task-related question. Keeping up with these changes, while still making progress on your tasks, can be overwhelming. Fortunately, Tasktop can help reduce this burden by automatically tracking relevant tasks with Queries. A Query specifies the tasks that are relevant to you, such as tasks you are in charge of completing. Creating a Query downloads and periodically updates tasks directly in your Task List, eliminating the need for checking email updates or refreshing web interfaces. These advantages and others make Queries an important part of Tasktop users&#x92; workflow.<\/p>\n<p><img alt=\"Is your email inbox cluttered with task updates?\" data-src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/how-to-inbox.png\" class=\"lazyload\"><\/p>\n<p><span>Screenshot 1: Is your email inbox cluttered by task updates?<\/span><\/p>\n<p>In this article we&#x92;ll walk you through the <em>mechanics<\/em> of setting up a single Query as well as introduce <em>best practices<\/em> on creating a set of Queries that monitors all relevant tasks.<\/p>\n<table cellpadding=\"20\">\n<tbody>\n<tr>\n<td bgcolor=\"#f0f4f8\"><strong>Why Eliminate Task Email?<\/strong> Simply put, email is the wrong technology for tracking task updates; the large number of task updates per day clutter your inbox, the emails are disconnected from your ToDo List, and the importance of any particular task update is unclear. Tasktop eliminates the need for these emails, showing updates directly in the Task List, where task priority and task state (e.g., new task, incoming change, outgoing change) is readily visible. Tasktop can return sanity to your inbox.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-size: xx-small\"><strong>&#xA0;<\/strong><\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Mechanics_Creating_a_Query\"><\/span><span>Mechanics: Creating a Query<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Creating a Query in Tasktop is simple assuming one prerequisite. You must first configure a Task Repository, which, fortunately, is a straightforward task. Assuming you&#x92;ve configured a repository, follow these steps to create a query:<\/p>\n<ol>\n<li>Right click on the Task List and select &#x93;New Query&#x94; (see Screenshot 2)<\/li>\n<li>In the resulting dialog select the appropriate Task Repository<\/li>\n<li>Fill out the Query creation form and press &#x93;Finish&#x94; (see Screenshot 3 for Bugzilla&#x92;s form) &#xA0;<\/li>\n<\/ol>\n<p><img alt=\"Creating a New Query\" data-src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/newquery2.png\" class=\"lazyload\"><\/p>\n<p>Screenshot 2: Creating a new Query<\/p>\n<p>While this form includes many options to empower the advanced user, simple queries are easy to create and beginners can leave most fields blank. See the &#x93;Best Practices&#x94; section below for example form values that create common Queries.<\/p>\n<p><img alt=\"Bugzilla Query Form\" height=\"404\" data-src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/queryform.png\" class=\"lazyload\"><\/p>\n<p>Screenshot 3: Bugzilla&#x2019;s Query creation form is shown. Other repositories, such as JIRA, have a similar query form.<\/p>\n<p><strong>Task Synchronization<\/strong> Once created, Queries automatically download relevant tasks and periodically synchronize with the task repository, ensuring that your Task List is always up-to-date. You can adjust the automatic synchronization interval by navigating to Window -&gt; Preferences -&gt; Tasks. You can also manually synchronize by right-clicking on a task or query and clicking &#x93;Synchronize&#x94;. When updating, a Query or Task will be displayed in italics in the Task List (see Screenshot 4).<\/p>\n<table align=\"center\">\n<tbody>\n<tr>\n<td><img alt=\"A Task During Synchronization\" data-src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/italicsforsynching.png\" class=\"lazyload\"><\/td>\n<\/tr>\n<tr>\n<td valign=\"top\"><span><strong>Screenshot 4: Task 3778 (in italics) is being synchronized and Task 3817 has already finished.<\/strong><\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Once a Task or Query is updated Tasktop will create visual indicators in the Task List (see Screenshot 5). In the example below Tasks 2 and 11 have changed since they were last viewed and Task 15 is a new task has not yet been viewed. A single scan allows you to know which tasks are updated, which are new, all within the context of your Task List, which is sorted by priority and scheduled date. When using the Task List to stay updated you can eliminate task update emails. As a final step to eliminate these emails <em>we recommend turning off email notifications on your Task Repository<\/em> (see &#x93;Turning Email Updates Off&#x94; below).<\/p>\n<p><img alt=\"Task List with Notifications\" data-src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/incoming.png\" class=\"lazyload\"><\/p>\n<p>&#xA0;<\/p>\n<p><span>Screenshot 5: A Task List with notifications: arrows indicate updates and arrows with ?s indicate new tasks.<\/span><\/p>\n<p>&#xA0;<\/p>\n<table cellpadding=\"20\">\n<tbody>\n<tr>\n<td bgcolor=\"#f0f4f8\"><strong>Turning Email Updates Off<\/strong> We recommend that you either turn off email notifications for your Task Repository or create a filter to move these messages out of your Inbox. Since Tasktop keeps you updated on the status of your Tasks you no longer need these emails cluttering your Inbox. To turn off email notifications in Bugzilla visit the &#x93;Preferences&#x94; page and select the &#x93;Email Preferences&#x94; tab. On this page, unchecking all boxes and clicking submit will disable email notifications. To create a filter (called a Rule) in Outlook 2007, select &#x93;Tools&#x94; &#x2013; &#x93;Rules and Alerts&#x94; and create a new Rule. When completing the new Rule wizard select &#x93;Move messages from someone to a folder&#x94; as your Rule template and enter the Task Repository&#x92;s outgoing email address (e.g., bugzilla-daemon@eclipse.org) as the email. Enter a folder named after your Task Repository as the target where filtered messages should be stored.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span class=\"ez-toc-section\" id=\"i\"><\/span>&#xA0;<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h2><span class=\"ez-toc-section\" id=\"Best_Practices_Crafting_a_Smart_Set_of_Queries\"><\/span><span>Best Practices: Crafting a Smart Set of Queries<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Tasktop allows significant configurability when deciding which queries to put in your Task List. To achieve the full benefit, we recommend you try the following guidelines when setting up your Task List. Do this for every task repository of interest.<\/p>\n<ol>\n<li>Set up a single query for all tasks assigned to you.<\/li>\n<li>Set up another query for all tasks that you&#x2019;ve reported, commented on, or been CC&#x2019;d on.<\/li>\n<\/ol>\n<p><img alt=\"Task List showing best practice queries\" data-src=\"https:\/\/media.planview.com\/tasktop_blog\/wp-content\/uploads\/how-to-query-task-list2.png\" class=\"lazyload\"><\/p>\n<p>If you follow these guidelines you will end up with a Task List that is similar to this one:<\/p>\n<p>&#xA0;<\/p>\n<table style=\"font-family: Lato;width: 560px\" border=\"0\" cellspacing=\"15\" align=\"center\">\n<tbody>\n<tr>\n<td bgcolor=\"#f0f4f8\" width=\"250\">\n<div align=\"center\"><strong>Intent<\/strong><\/div>\n<\/td>\n<td bgcolor=\"#f0f4f8\" width=\"335\">\n<div align=\"center\"><strong>Query parameters<\/strong><\/div>\n<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\">All the tasks assigned to me<\/td>\n<td style=\"text-align: left\" valign=\"top\">Query Title: <em>All Mine<\/em>, Email: <em>my_email@my_company.com<\/em>, Owner: <em>Checked<\/em><\/td>\n<\/tr>\n<tr>\n<td valign=\"top\">All the tasks assigned to others where my input is relevant<\/td>\n<td style=\"text-align: left\" valign=\"top\">Query Title: <em>All Related<\/em>, Email: <em>my_email@my_company.com<\/em>, Reporter: <em>Checked<\/em>, CC: <em>Checked<\/em>, Commentor: <em>Checked<\/em>, Email2: <em>my_email@my_company.com<\/em>, Owner: <em>Checked<\/em>, Matching: <em>notregexp<\/em><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>This query set focuses you on the tasks you own (&#x93;All Mine&#x94;) while keeping you in the loop on the tasks where your input is needed (&#x93;All Related&#x94;). To setup these queries, use the following parameters in the Bugzilla query form.<\/p>\n<p>In some cases, it&#x2019;s also desirable to create queries to easily track the tasks of people you collaborate with closely. We will address this more advanced case in an upcoming how-to. Now that your Task List is populated you are better prepared to deal with a busy workweek. New tasks may be assigned to you and priorities may change but your Queries will keep you up-to-date. You&#x92;ll be able to focus on the task at hand, knowing that you&#x92;ve offloaded significant responsibility to Tasktop.<\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>&#xA0; Applies to: Tasktop Pro, Tasktop Starter and Mylyn Level: Introductory Summary: Learn how to track tasks with Tasktop&#x92;s Queries, eliminating task update emails UPDATED on January 30, 2009: We&#x2019;ve revised the best practice to simplify the configuration and avoid duplicate tasks in the task list. We will address more advanced configurations in an upcoming&#8230;<\/p>\n","protected":false},"author":233,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[9548,478],"tags":[],"class_list":["post-22020","post","type-post","status-publish","format-standard","hentry","category-engineering-teams","category-products"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How-to: Track Tasks with Queries, Not Email | Tasktop Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.planview.com\/how-track-tasks-queries-not-email\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How-to: Track Tasks with Queries, Not Email\" \/>\n<meta property=\"og:description\" content=\"&#xA0; Applies to: Tasktop Pro, Tasktop Starter and Mylyn Level: Introductory Summary: Learn how to track tasks with Tasktop&#x92;s Queries, eliminating task update emails UPDATED on January 30, 2009: We&#x2019;ve revised the best practice to simplify the configuration and avoid duplicate tasks in the task list. 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Applies to: Tasktop Pro, Tasktop Starter and Mylyn Level: Introductory Summary: Learn how to track tasks with Tasktop&#x92;s Queries, eliminating task update emails UPDATED on January 30, 2009: We&#x2019;ve revised the best practice to simplify the configuration and avoid duplicate tasks in the task list. 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