How to use the Grid View in a Plan

The Grid view is a new spreadsheet-style layout for managing tasks in your plan. It provides a customizable view where you can re-order, sort, filter, and quickly update key fields for your tasks - all in one place. This view gives you direct access to more fields and more control over what you see, allowing you to manage your plans with more visibility and flexibility.

Access the Grid View in your plan

To access the Grid view:

Go to Plans > Plans
Open the plan you'd like to access
On the left-hand side menu, select Grid.
This will open the Grid view

Note: You must have access to plans to see this view.

Access Level	Has access to Plans?
Admin	Yes
Controller	Yes
Project Manager	Yes
Team Member	Yes, if invited to the plan and Has access to plans option has been enabled in User Settings
Guest	Yes, if invited to the plan

Understand the Grid Layout

When you first open the Grid view, you'll notice the spreadsheet-style layout, with each task displayed as a row and each field relating to the task shown in its own column. This makes it easy to sort, manage and filter the tasks across your plan.

At the top of the Grid view, you'll notice multiple tabs:

All
To Be Completed
Overdue
Checklist

All Tab

Displays all tasks in the plan, organized by default by task list.

Each field in the Grid is represented by a column. These fields are the same for the All, To be completed and Overdue tabs.

Field	Description
Checklist	Indicates whether the task includes a checklist. Clicking on this opens the Checklist window for the selected task.
Log hours	Shortcut to log time directly on the task
Status	Shows whether a task is Not Started, In Progress or Completed. Click to mark as Completed.
Task	The name of the task. Click on this to open the Edit Task window.
Assigned to	The team member(s) assigned to the task. This can be edited by clicking on the dropdown button.
Assigned to role	The project role assigned to the task. Note: If a project role is assigned, only team members with this role will appear in the Assigned to dropdown.
Start date	Scheduled start date. Click to select a date.
Due date	Scheduled due date. Click to select a date.
Priority	Task priority (Low, Medium, High). Editable via dropdown.
Description	Brief description of the task. To edit this, click on the Task name to open the Edit Task window.
Task list	The task list that the task belongs to
Created by	User that created the task
Created on	Date that the task was created
Last changed by	Last user to edit the task
Assigned to BU	The business unit assigned to the task. Note: If a business unit is assigned, only team members in this business unit added to the plan will appear in the Assigned to dropdown.
Duration	Number of days between start and due dates. Automatically calculated.
Effort (hours)	Estimated number of hours to complete the task. This can be edited.
Used (hours)	Total time booked on the task
Dependency	Displays the task dependent on (i.e. the task that first needs to be completed before this task).

To Be Completed Tab

This tab shows all tasks on the plan that are of the status Not Started or In Progress.

Overdue Tab

This tab shows all tasks on the plan with Due Dates that have been passed.

Checklist tab

To open the Checklist view for tasks, click on the Checklist tab. This will list all checklist items on the plan, grouped by their associated task.

Field	Description
Status	Indicates if the checklist item is completed. Click to mark it complete.
Checklist assigned to	The team member responsible for the checklist item. Click to change the assigned resource.
Checklist description	The name or description of the checklist item.
Checklist due date	Optional due date for the checklist item. Click to set a date.
Task	The parent task the checklist item belongs to
Task Status	Current status of the parent task.
Task due date	Due date of the parent task
Task assigned to	Assigned resource for the parent task. Click to change the assigned resource.
Task list	The task list that the parent task belongs to

Marking Tasks as Completed from the Checklist tab

Marking a task as completed under the Task Status column of the Checklist tab will result in the same task being marked as completed for all checklist items belonging to this task.

The fields you see are based on your preferences. You can add or remove columns using the Edit Columns button in the top-right corner.

Edit Tasks in the Grid view

To edit a field, simply click on it. Most editable fields use dropdown menus, date selectors or input fields. For example:

Click on the Status field to mark as Completed or Not Started
Click on the Assigned to dropdown to select a Team Member assigned to the plan. Note: This will only show users who are already on the plan. Also, if a task has a project role or business unit assigned, only users with that role or business unit will appear in the list.
Use the date picker to change the Start or Due dates
Click on the Priority dropdown to set the task's priority level
Type directly into the Effort (hours) field to update estimated time

Changes are saved automatically as you make them.

For the fields which are not editable in the grid, click on the Task Name to open the Edit Task window. From here you'll be able to edit all available fields for the task.

Customize the Grid view

You can tailor the Grid view to fit your workflow by choosing which fields to show. You can reorder columns and resize them to your own preference.

To customize the layout, click on Edit Columns in the top-right corner. From here, select the columns you'd like to include in the Grid view.

To reorder the columns, drag the column headers left or right to change their position.

Columns can be resized by hovering your mouse between column headers and dragging left or right to adjust width.

These customizations are saved to your personal view and won't affect what other users see.

Filter and Find Tasks

The Grid view includes filters to help you quickly find the information you need.

To apply a filter, click the filter icon or textbox at the top of a column. You can filter by any visible field, for example:

Status - show only completed or in-progress tasks
Assigned to - view tasks assigned to yourself or another resource
Task list - focus on a specific tasklist, phase or workstream
Priority - filter for high priority items
Start and Due dates - find tasks starting or due by a certain date

Filters can be applied on the Tasks or Checklists tabs independently. These filters will remain on the plan and are user-specific.

Use Cases by Role

The Grid view supports different workflows depending on your role in the project. Below are examples of how each user type can use the Grid view.

Project Manager

Project managers use the Grid view to stay in control of timelines, ownership and task progress - making fast, informed adjustments without switching between views.

Review task statuses across the full plan at a glance
Quickly adjust start and due dates inline for shifting timelines
Update estimated hours for tasks without manually opening each task
Reassign tasks using the Assigned To dropdowns if team availability changes
Filter by priority to identify and escalate high impact work
Use the Checklist tab to monitor progress on checklist items

Team Member

Team members use the Grid view to manage their personal workload on a specific project or plan - updating statuses, logging time and focusing on what's due.

Filter the Grid to show only tasks assigned to you
Update status of tasks (Not started, In Progress, Completed)
Use the Checklist tab to completed assigned checklist items
Log hours directly from the Grid to stay on top of time tracking and check against estimated Effort
Review due dates and priorities to plan your workday or week

Guest

Guest users are typically external stakeholders, who use the Grid view to stay informed and aligned with project progress.

Review the overall plan structure and key deliverables in a clear, tabular format
Track task progress without needing to request updates from the internal team
Use the Checklist tab to monitor deliverables on a granular level
Stay aligned with timelines, due dates and responsibilities without needing access to other areas of PSOhub