Boards and columns
The data model behind every TallyWeek board: groups, items, subitems, columns, views, filters, favourites, archive and trash.
Boards
A board is a table of work with its own groups, columns, views and automations. Boards live in a workspace and can be filed into folders. Each board has a name, an optional description, a visibility setting (workspace or private) and a set of board members with board roles. New boards start from a template or from a blank board. The board menu offers Duplicate board, Archive board, Delete board and View archive / trash.
Groups
Groups split a board into sections. A group has a name, a colour and a position. You can rename a group, change its colour, move it up or down, duplicate it, archive it or delete it. Deleting a group deletes the items in it, so archive instead if you may want them back.
Items and subitems
An item is one row: a task, a lead, a bug, a piece of content. Every item has four built-in fields, Owner (one or more people), Status, Priority and Due date, plus a value for every custom column on the board. Built-in columns can be hidden per board when you do not need them. Status labels and priority labels can be renamed and recoloured per board.
Open an item to see its drawer: updates and replies with @mentions, files and an activity log that records who changed what. Items can be moved between groups, duplicated, archived or trashed, and bulk actions apply to a whole selection.
Subitems are items nested under a parent item. They show in an expandable table under the parent and have their own set of columns, kept separately from the parent board columns. Use them for checklists or the steps inside a task.
Columns
Custom columns hold structured data on every item. Add one with the plus at the end of the header row, choose a type and a name, then set its options. Columns can be renamed, reordered, converted to another type and deleted (deleting a column removes its values). The 19 column types are:
| Type | What it stores |
|---|---|
| Text | A short, single line of text such as a company name or a reference code. |
| Long text | Multi-line notes; the item drawer shows the full text. |
| Number | A numeric value, for amounts, estimates or counts. |
| Date | A single calendar date, stored as YYYY-MM-DD. |
| Timeline | A start date and an end date; timeline columns draw the bars in the Gantt view. |
| Checkbox | A yes or no value. |
| Dropdown | One option from a list of labels you define, each with its own colour. |
| Tags | A list of free-form labels on one item. |
| Rating | A score from 0 to 5. |
| Progress | A percentage from 0 to 100. |
| An email address. | |
| Phone | A phone number. |
| Link | A URL, optionally with display text. |
| Files | Files uploaded to the item; each entry keeps its name, size and type. |
| Country | A country, stored as its 2-letter code. |
| Time tracking | Elapsed time in seconds, for logging effort on an item. |
| Connect boards | Links to one or more items on another board. |
| Dependency | Links to the items this item depends on; the Gantt view draws these as dependencies. |
| Mirror | Shows a value (name, status, priority or due date) from an item linked through a Connect boards column. |
The column picker also offers a Priority shortcut that creates a dropdown preset with Critical, High, Medium and Low labels.
Views
Views are tabs on a board. Every board starts with a Table and a Kanban tab; add others with Add view. The six view types are:
- Table: A spreadsheet-style grid with groups, custom columns, inline editing and bulk actions.
- Kanban: Drag cards across status columns. Every board gets one out of the box.
- Calendar: Items with dates land on a month view. Drag to reschedule.
- Gantt: Timeline bars from any timeline column, with dependencies between items.
- Dashboard: Counts by status, priority and group, read live from the board's items.
- Form: A public form that turns each submission into an item on the board.
Each view saves its own filter and sort. Rename a view, duplicate it or delete it from its tab; a board always keeps at least one view. The Gantt view is labelled Timeline in the tab list. Views are part of the board, so everyone with access sees the same tabs.
Filters, sort and search
The board toolbar has:
- Search: live text search across the items on the board.
- People: show only items owned by the people you pick.
- Filter: by status, priority, due date or any custom column, with quick filters that show how many items match.
- Sort: by name, people, status, priority, due date or any custom column, ascending or descending.
- Hide columns and Group by (status, priority, people or a custom column) in table views.
Filter and sort settings are saved with the active view, so switching tabs switches filters.
Favourites
On the workspace home, hover a board and click the star to favourite it. Favourited boards are listed first. Favourites are stored in your browser, so they are personal to you and to the device you set them on.
Archive and trash
Archive hides an item, group or board without deleting it. Archived items stay out of views and forms but keep their data, and you can restore them at any time.
Trash is for deletion. Trashed items and boards can be restored from View archive / trash in the board menu. Trashed items are purged automatically 30 days after deletion; the modal shows how many days each one has left. Anyone allowed to delete items can also empty expired trash early, and boards can be deleted permanently by someone with the Delete boards permission.
Archiving and deleting boards are separate workspace permissions, so you can let members archive without letting them delete. See Permissions and sharing.
Related
- Automations react to changes on these columns.
- Forms create items from public submissions.
- REST API exposes the same groups, columns and items to your scripts.
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