Working with Capacity in an Item List

When working with an Item List, you can use the following actions to view and analyze Capacity Commitment data:

• Filter the List by Capacity Category
• Display Capacity Commitments directly in the List
• Export Capacity data for the Items

Filter the List by Capacity Category

You can filter an Item List by Capacity Category by applying capacity rules in the Item Filter.

To get started, open the Item Filter, and select Capacity in the Rules section:

• Capacity Category: Select a Capacity Category. The filter will return Items that have Capacity Tracking enabled for the chosen category.
• User's Capacity Tracked: Select one or more users. The filter will return Items where the users have commitments logged for your specified Capacity Category. 
• Starting and Ending: Use these fields to set a date range. The filter will return Items where the specified commitments have a start or end date in the defined timeframe.

Display Capacity Commitments in an Item List

To display Capacity Commitments in an Item List, you can: 

• Use Capacity View
• Add a Capacity column

Capacity View

Capacity View is a powerful Item List View that displays Items alongside their commitment schedules, making it easier to plan, track, and manage work across multiple Items.

Like Gantt View, Capacity View shows the hierarchy of Items on the left and a timeline on the right side. This combination helps you understand both the structure of your work and how commitments are scheduled over time.

Add a Capacity Column

If your List is in List, Tree, or Gantt View, you can add a Capacity column to display the team's commitments to an Item. There will be a unique column for each of your organization's Capacity Categories. 

When your Item List has a Capacity column:

• The column will display each user with a capacity commitment on the Item, organized by Team Role. It will also show their specific commitment and what percentage of their Max Capacity that commitment represents.
• Click the capacity information for any Item in the List to open a window where you can adjust the commitments for that Item. 

Export Capacity data

You can retrieve capacity data recorded on Items by exporting an Item or Item List to XLSX. The exported file will contain an additional sheet listing all Capacity Commitments logged for the Item(s). 

To include capacity data in your XLSX export:

• Select the Include Capacity Sheets checkbox in the "Save XLSX" window. 
  

The capacity sheet will contain the following information for each Capacity Commitment:

• The Item name and ID 
• If available, the parent name and ID
• The ID, name, Location, and Team Role of the User
• The Capacity Category
• If the Capacity Category tracks the number of Items, the True/False status of whether the user is committed to the Item.
• If the Capacity Category tracks hours per week, the hours committed per week and the total hours committed across the duration of the commitment
• The start and end dates of the Capacity Commitments.