Filtering Item Lists by Milestone

Create Item Lists based on Milestone Statuses, Deadlines, and Approvers

Organizations with the Milestones Module can create Item Lists based on criteria such as:

What status an Item's Milestones are in
Who is an Approver on an Item's Milestones
When an Item's Milestones were submitted and approved

This article will discuss your options for filtering Item Lists by Milestone.

Pro Tip: If your Items utilize Stage Gates, visit this support page to learn how to filter and create Item Lists based on Stage Gate.

Filter by Milestone Status

Filtering by the statuses associated with a Milestone helps you create a filter that includes Items with certain Milestones, Milestone statuses, and Milestone Approvers.

Enter the Item Filter and select the Milestone Status criteria to get started.

Milestone: Pick which of your organization's Milestones this rule should correspond to.
Status: Pick a Milestone status from the drop-down. If the specified Milestone is currently in this status, the Item will be included. Your options are:
- Not Ready for Approval: This option refers to Milestones that have not yet been submitted for approval.
- Ready for Approval: This option refers to Milestones that have been submitted for approval but are not yet approved.
- Ready Deadline Overdue: This option refers to Milestones with a Ready Deadline in the past.
- Approval Deadline Overdue: This option refers to Milestones with an Approval Deadline in the past.
- Approved: This option refers to Milestones that have been approved.
- Not Approved: This option refers to Milestones that were declined after being submitted for approval.
- Optional - Not Added: This option refers to Milestones that are Optional Milestones on their Templates and have not yet been triggered to appear on the Item.
Milestone User: Pick individual users or a present option from the drop-down menu. When you add a user in this field, another drop-down will appear where you can choose their association with the Milestone.

- Approver: An Item will be included in your List if the User is explicitly assigned as an Approver on the specified Milestone. This applies only when the Approver is assigned through Milestone Assignment.
- Approved by: An Item will be included in your List if the user approved the specified Milestone.
- Last Updated by: An Item will be included in your List if the user is the person who most recently updated the specified Milestone by performing actions such as making it ready for approval or declining it.

Pro Tip: Entering None in the Milestone User field is a great way to find Milestones that don't have an assigned approver yet.

The Only Current checkbox: Select the checkbox to filter for Milestones that have no unapproved Milestones before them in the flow. Only Items where your specified Milestone isn't waiting for a previous Milestone to be approved will be included in your List.
- Items in which your specified Milestone is first in the Milestone flow will be included.
- Items in which your specified Milestone is an Optional Milestone not yet added to the Item will be excluded.

Pro Tip: Learn more about Milestone configurations by checking out our articles on Milestone Deadlines and Optional Milestones.

Filter by Milestone Date

Filtering by the dates associated with a Milestone helps you create filters that include Items with Ready Dates and Approval Dates in a certain timeframe.

Enter the Item Filter and select the Milestone Date criteria to get started.

Milestone: Pick which of your organization's Milestones this rule should correspond to.
Date: Pick a type of Milestone date in the drop-down.
- Ready Deadline: This option will show Items that have the specified Milestones with Ready Deadlines within the selected date range.
- Ready Date: This option will show Items where the selected Milestones were made ready for approval within the selected date range. You can think of this as the date the Milestone was submitted.
- Approval Deadline: This option will show Items that have the specified Milestones with Approval Deadlines within the selected date range.
- Approval Date: This option will show Items where the selected Milestones were approved within the selected date range.
Starting: Pick when your date range should start.
Ending: Pick when your date range should end.

Filter by Milestone Status History

Find Items where a specific Milestone entered a particular status. This is useful for identifying Items where a Milestone was rejected, missed its deadline, and more.

Enter the Item Filter and select the Milestone Status History criteria to get started.

Milestone: Pick which of your organization's Milestones this rule should correspond to.
The Status field: Pick a Milestone status from the drop-down. If your defined Milestone has ever entered this Status, the Item will be included in your List.

Add Milestone columns to a List

Pro Tip: Check out this support article to learn how to permanently and temporarily edit the columns on a Card.

While viewing an Item List, it may be helpful to have a column displaying information about each Item's Milestones. You can view each Item's current Milestone or view the number of days a particular Milestone has been in a certain status.

Milestones column

You can add the Milestones column in List, Tree, and Gantt View.

The earliest unapproved Milestone and an icon indicating its status will be displayed in the column. If all Milestones are approved, the final Milestone will be displayed.
If there is more than one Milestone in the same step of the flow, then all Milestones in that step will be displayed.
When a Milestone has an overdue Ready or Approval Deadline, you will see a red icon in the Milestone column of your Lists, indicating the Milestone is past due. The Deadline will also be listed.
Selecting the Milestone will open the Milestone window for the Item. Assuming you have the necessary permissions, you can approve Milestones, edit Deadlines, and assign Approvers from the window.

Days in Milestone Status column

The Days in Milestone Status column shows you the time a Milestone spent in a specific status. It is available for Item Lists in List, Tree, and Gantt View.

Important: Only Items created after March 9th, 2024, will contribute to this column.

To use this column, you'll need to follow two steps.

First, add the Days in Milestone Status column to your List. This column will be blank until you specify a Milestone in the List's Additional Column Options.
Second, select which Milestone's data you want to view in the Item Filter's Additional Column Options.
- Milestone: Use this drop-down to pick a Milestone.
- Statuses: Use this drop-down to pick one or more Milestone statuses. The number of days your defined Milestone has spent in these statuses will be displayed in the column.
  - If this field is left blank, the total time the Milestone has spent in any Status up to its approval will be displayed.

Pro Tip: Learn more about editing a List's Additional Column Options on our Filter a List of Items support page.