My Tasks - Managing Filters

Purpose

This job aid explains how to use and manage filters within the My Tasks area of Workday. Filters help you organize, group, and locate tasks more efficiently, allowing you to focus on the items that require your attention.

When to Use

Use this job aid when you need to:

• Narrow down large task lists
• View only specific types of actions (such as overdue tasks or delegated tasks)
• Create custom filters for frequently referenced task categories
• Export or sort My Tasks information for easier review
• Personalize how task information displays in Workday

Steps

From the Workday homepage:

Step 1: Select the My Tasks icon located near your profile photo.
The complete list of your current tasks, approvals, and to-dos will appear.

Step 2: On the left side of the My Tasks screen, select Filters to expand the filter panel. This panel contains default and custom filter options.

Step 3: Review Available Filter Categories
The Filter Panel includes the following options:

• Manage Filters – View and manage all saved or custom filters.
• Favorites – View tasks you have marked with the star icon.
• Overdue – Displays any tasks past their due date.
• Delegated to Me – Shows tasks delegated to you by another user.

Step 4: Click "Manage Filters" to Open My Tasks Filters. Selecting Manage Filters will open the full My Tasks Filters screen, where you can create, edit, or manage filters in detail.

Step 5: Create a Filter (If No Filters Exist)
If you haven't created any filters, follow this step.

1. Click Create Filter.
2. Enter a description for your filter.
3. Choose View Definition:
   • For all Business Processes, or
   • Business Process Type(s)
4. Select the Task(s).
   Typical tasks include Approvals, Attach Document, and To Dos.
5. Add Conditions if necessary to further refine the filter.
6. Click OK to save your new filter.

If you already have filters created, move on to Step 6.

Step 6: Use the Manage Filter Tools
In the Manage Filters screen, use the tools located above the filters list:

• Export to Excel – Exports filtered task results into an Excel file.
• Export to Worksheet – Opens exported results in a Workday worksheet.
• Sort – Adjusts the order of your filters or filtered items.
• Column Preferences – Customizes which columns display.
• Collapse Rows – Collapses detail rows for a cleaner view.
• Expand Rows – Expands detail rows for complete visibility.

Use these tools to customize how you view and manage filtered task information.

Notes & Tips

• Filters help you quickly narrow down task lists, especially when you receive many workflow actions.
• The Favorites filter is ideal for keeping high-priority tasks accessible.
• Use Overdue to focus on items that require immediate attention.
• The Delegated to Me filter ensures tasks assigned temporarily are not overlooked.
• Custom filters help manage repetitive or high-volume workflow actions.
• Export features make it easy to share or analyze task lists outside Workday.
• Your Workday role and security permissions may impact which filter options are available.