Using the Working List
The working list lets you process TODOs one after another without returning to the list page between each one. Filter your TODOs, start the working list, and work through them sequentially.
When to Use It
Section titled “When to Use It”The working list is perfect for:
- End-of-day reviews - Work through your assigned TODOs
- Department queues - Process incoming TODOs in order
- Overdue clearance - Tackle overdue items systematically
- Credit control calls - Work through a list of customers to contact
- Regular checks - Weekly reviews of specific TODO types
If you’re going to work on several TODOs in a row, the working list saves time by automatically moving to the next one.
Starting a Working List
Section titled “Starting a Working List”- Go to TODOs menu → View TODOs
- Apply your filters:
- Status (Open, In Progress, etc.)
- Type (Sales, Billing, Faults, etc.)
- Assignment (your user, your department)
- Due dates (Overdue, Due Today, This Week, etc.)
- Any other criteria you need
- Click Display TODOs to see the results
- Click Start Working on List in the left menu
The first matching TODO opens. You’re now in working list mode.
Processing TODOs
Section titled “Processing TODOs”While working through the list, you’ll notice a few differences from normal TODO viewing.
The Skip Button
Section titled “The Skip Button”A Skip button appears at the top of the TODO. This only shows during an active working list.
Click Skip to:
- Move to the next TODO immediately
- Leave this TODO unchanged
- Come back to it later
Use Skip when:
- You need more information before handling this one
- Someone else should deal with it first
- You want to prioritise other items
Automatic Progression
Section titled “Automatic Progression”After you take any action on a TODO, the system automatically shows the next one:
- Complete a TODO → Next TODO appears
- Update Progress → Next TODO appears
- Snooze a TODO → Next TODO appears
- Reallocate → Next TODO appears
- Any other action → Next TODO appears
You don’t need to navigate back to the list.
Continue Checkbox
Section titled “Continue Checkbox”When using action forms (like Complete or Update Progress), you’ll see a “Continue to Next” checkbox. This is ticked by default during a working list.
Untick it if you want to stay on the current TODO after the action.
All Actions Available
Section titled “All Actions Available”Every normal TODO action works in working list mode:
- Complete
- Done For Now (for repeating TODOs)
- Update Progress
- Reallocate
- Update & Snooze
- Update & Reschedule
- Send for Review
- Add Comment
- Cancel TODO
See Managing TODOs for details on each action.
Working TODO Menu
Section titled “Working TODO Menu”When you navigate away from a TODO to view related pages (like the customer’s account), a Working TODO submenu appears under Actions. This lets you take action on the current TODO without navigating back to it.
The menu includes:
- Quick Actions - One-click options like Quick Complete, Quick Skip, and Quick Snooze
- Standard actions - Comment, Update Progress, Complete, Reallocate, and others
Use this when you’ve checked the customer’s details and are ready to act. For example, after confirming a customer’s payment history while investigating a credit TODO, select Complete from the Working TODO menu to finish without navigating back.
Frequent Actions in the Left Menu
Section titled “Frequent Actions in the Left Menu”As you work through TODOs, the system tracks which actions you use most often. Your frequently used TODO actions appear in the left-hand menu for quick access.
This builds up over time based on your recent activity. You won’t need to open the Actions menu each time for your common tasks.
What the System Remembers
Section titled “What the System Remembers”During your working list session, the system tracks which TODOs you’ve already seen. This prevents you revisiting the same TODO twice in one session.
If you Skip a TODO, it won’t appear again until you start a new working list.
Ending a Working List
Section titled “Ending a Working List”The working list ends automatically when:
- No more TODOs match your filters - You’ll see a message saying the list is complete
- Your session times out - Standard session timeout applies
Ending Early
Section titled “Ending Early”To exit the working list before finishing, click Stop Working on the TODO list page.
The working list clears, and normal browsing resumes.
What Doesn’t End the List
Section titled “What Doesn’t End the List”Normal navigation keeps the working list active. You can:
- View the customer’s account
- Check their numbers, invoices, or other records
- Browse related pages
When you return to a TODO or click Continue Working, you’ll pick up where you left off.
Tips for Effective Use
Section titled “Tips for Effective Use”Set Good Filters First
Section titled “Set Good Filters First”The working list uses your filter criteria. Think about what you want to achieve:
| Goal | Suggested Filters |
|---|---|
| Clear my backlog | Assigned to Me, Status: Open/In Progress |
| Handle overdue items | Due: Overdue, My Department |
| Morning credit control | Type: Credit Control, Due: Today |
| Weekly billing review | Type: Billing, Due: This Week |
Order Matters
Section titled “Order Matters”TODOs appear in the order shown on the list page (usually by due date). If you want to prioritise certain items, adjust your filters or sort order before starting.
Use Skip Thoughtfully
Section titled “Use Skip Thoughtfully”Skipped items won’t appear again in your current session. If you skip too many, you’ll need to start a new working list to see them. Consider instead:
- Reallocate if someone else should handle it
- Snooze if you’re waiting for something
- Update Progress with a note about why you’re leaving it
Take Breaks Naturally
Section titled “Take Breaks Naturally”Action forms work normally during a working list. If you need to make a phone call or check something, the TODO stays open until you complete the action.
Review Your Progress
Section titled “Review Your Progress”When the list ends, you’ll see how many TODOs you processed. Use this to track your productivity.
Common Questions
Section titled “Common Questions”Can I go back to a previous TODO?
Section titled “Can I go back to a previous TODO?”Not directly from the working list. If you need to return to a TODO you’ve already processed, you’ll need to search for it normally after the list ends.
What if I need to check a customer’s account?
Section titled “What if I need to check a customer’s account?”Go ahead and open it. The working list stays active while you browse the customer’s account, numbers, invoices, and other records. Click Continue Working when you’re ready to return to the list.
Does the list update as I work?
Section titled “Does the list update as I work?”Yes. If a TODO is completed (by you or automatically) or no longer matches your filters, it won’t appear in your list.
Can multiple people use working lists at the same time?
Section titled “Can multiple people use working lists at the same time?”Yes. Each person’s working list is independent. If two people have overlapping filters, they might both see the same TODO - whoever acts first “wins”, and the TODO may not appear for the other person.
What if I accidentally skip something important?
Section titled “What if I accidentally skip something important?”The TODO remains unchanged. It’ll still be there when you search for it normally or start a new working list later.