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Personalize Breeze projects with custom fields

By Rene on Mar 6

We just released an exciting new feature. Custom fields let you add more information to tasks and track it in a way that suits your team’s needs. This makes Breeze more flexible.

Need to rate tasks? Track priority? Store contact information? No problem. Whether you're in marketing, finance, product development, software development, freelancer, or any other team, you can set your projects to track exactly what's important for you.

How to create custom fields

You can create two kinds of custom fields - text fields and drop-downs. Text fields let you add text or numbers, and drop- downs give you a predefined list of options. This makes it very customizable and the possibilities are endless.
Admin users can add and manage custom fields from the custom fields management page. You'll find the link to the page under your avatar drop-down menu.

Add  custom fields

You can choose the custom fields type, projects visibility and whether to show the field on the front of the task card. If you enable the option to show the field on the front of the card then it'll show up like any other task field.

When you delete a custom field then it's also removed from all the tasks.

How to use custom fields

You can add custom fields to all tasks in the projects with custom fields. You'll find the custom fields action on the task side menu as usual, and you only see the custom fields that are enabled for the current project. You'll also see the custom field on the from of the task card if that option is enabled for the custom field.

Add  custom filed to task
Task card custom field

Here are some ideas and inspiration for custom fields.

Star rating

Create a rating system for tasks so that you can rate ideas, suggestions, feature or anything that you need. You are not limited to only using text. A brilliant way to make it more noticeable is to use emojis. Create a new drop-down custom field and add four options with the star emoji.

Custom field with emoji

Assign the rating to a task and you can see it on the front of the task card.

Tasks with Emojis

Where to find emojis? You can find a good list from https://getemoji.com. To use them just copy and paste the image into Breeze. If you are using the Chrome browser then you can use a Chrome extension. Mac OS users can just press Cmd + Ctrl + Space on their keyboard to open the emoji selector.

Approve tasks

Similar to the star rating you can create a drop-down for approving tasks. Add a new drop-down custom field and use the thumbs up and down emojis. Now you'll see instantly when a task is approved.

Tasks with approved status

Customer contact information

You can manage your clients and sales leads in Breeze. To formalize the contact information, add custom fields for things like name, company, phone, email, address, value. This lets you use Breeze as a CRM for your company.

Customer contact information

Prioritize tasks

You can use custom fields to make it easy for your team to know what to work on next. Make a drop-down with priorities like P0, P1, P2, P3, P4 or Blocker, Critical, Major, Minor. Using a predefined list makes it easy for everybody to stay on the same page.

Tasks priority list

Story points

You can make a custom field drop-down to assign story points to tasks. In software and product development, people use story points to measure the complexity of a task or feature. A story point is an abstract measure of effort required to implement a new feature or a task. It's simply number that tells your team about the difficulty of the task. Difficulty can include multiple aspects - complexities, risks, and efforts involved.

There are different ways to represent the story points. The most commonly used are:

  • Fibonacci sequence: 1,2,3,5,8,13,21
  • Numbers: 1,2,4,8,16
  • T-Shirt sizing: X-Small, Small, Medium, Large, Extra-Large
Tasks story points

Using tags vs. custom fields

Tags and custom fields are somewhat similar but they have different goals. Tags are more informal and let you add information in any format. Users can forget to add tags or add different tags. Custom fields, on the other hand, are more structured and are best used when you need standard fields or must have information on every task.

Nevertheless, tags and custom fields have their own use cases. Try them both and see how they fit your workflow and team.

If you like custom fields then you might also like to custom statuses. Check out the previous blog post on how to customize the task statuses https://www.breeze.pm/blog/195-maximize-your-workflow-with-custom-statuses

This is only the first release of custom fields and we are planning updates for it. We would like to hear your feedback and suggestions. Tweet us your ideas at https://twitter.com/breezeteam or send an email to support@breeze.pm

Small features and changes - hide weekends, user roles

By Rene on Feb 15

Here's a short list of small changes and updates that we have done to Breeze recently. Some of it you may have noticed and some of it might be completely new.

Hide weekends in calendar

You can now hide weekends in all calendars. The option is under the calendar settings.

Hide weekends in calendar

Hiding weekends will give you a better overview of your schedule. It's per user configuration option and by default, we'll still show the weekends.

User role selection

We added an option to assign user roles when inviting new people to your team. It lets you choose either a user, client or admin role. You can find the drop down under the input boxes.

Select user role

By default, all users are still added with the user role. You can always change the role later by opening the user settings page.

Invitation link

Another small but handy feature we added is the user invitation link. When you are inviting new users then they can sometimes miss the invitation emails or they don't have access to email. Now you can just send them the invitation link in a chat or anywhere else. You can find the link under the user settings page.

User invitation link

Don't share the link with anybody else because it's a special link that adds the user to your team.

Speed improvements

Our backend and frontend systems have been updated and we can see smaller response times. We recently doubled our database servers capacity which makes a huge difference. On the frontend side, Safari users should see Breeze snappier.

We are constantly updating Breeze by either fixing bugs or adding small improvements. As always, we like to hear your feedback and ideas for new features.

Stay tuned for bigger new features soon.

Quick task add and design updates

By Rene on Jan 15

We start off the new year with small design updates and a new way to quickly add tasks. This will make your life much simpler and hopefully increase your productivity.

To make quick task add possible we had to update the navigation bar. Here's how it looks now

Navigation bar

The navigation bar is divided into to three sections:

1. The main navigation - it has the links to all the pages like tasks, projects, calendars, reports and activity. It works just like before.
2. Quick actions - here you'll find links to search, notifications, quick task add and help.
3. Preferences & settings - the last section under your avatar has all the personal preferences and admin settings.

You'll also notice that the navigation bar is now sticky at the top. This makes it easier and quicker to navigate and use the quick actions.

Quick task add

It now takes less than 10 seconds to add a new task. You don't have to navigate to a project to add new tasks - just click the big plus button on the top navigation bar.

Quick task add box

From the drop down you can add new tasks, assign them to projects, list and also set due dates and assign to users. At the bottom of the box are recently added tasks. You can click on them and you'll be taken to the project where you can add any extra details.

You might also like our Chrome plugin for quick task creation. It adds a small button to Chrome action bar that lets you create tasks from anywhere, you don't even have to have Breeze open. You can install it from the Chrome Web store.

Hope you like the new design and please let us know your feedback.

A better way to manage to-dos

By Rene on Dec 18

We are happy to announce another small but valuable update to Breeze before the end of the year. Now you can assign to-dos to multiple people.

Assigning to-dos works just like before. Add a todo or open an existing one and click on the "Assign" link. You'll see the small popover with options to assign users and set due dates.

Click on the "select user" button to select multiple users. Your user is always listed first so that you can quickly assign to-dos to yourself. To assign the to-do to other people just select them from the list or use the search box.

Assign to-do

You'll also notice that the to-do popover doesn't automatically close anymore. This makes it easier to assign due dates and users at the same time.

Assigning to-dos to several people gives you more control over your workflow. It's also a way to divide responsibility but you have to be careful with it.

When nobody knows who’s doing what and when someone doesn’t feel responsible for the to-do then it may not get done at all.

You always have to make clear who is ultimately responsible for the to-do. Otherwise, the work may not get done. If the to-do gets long or there's some ambiguity then it's better to add another to-do to keep it simple and show exactly who is responsible for it.

This will wrap up this year but we have a lot of new features and updates planned for next year. Happy Holidays and New Year.

A quick way to add tasks and find what you need on the mobile

By Rene on Nov 30

We just updated Breeze mobile apps and added a couple of new features, made some optimizations and fixed tons of bugs. You can now quickly create tasks and we added search functionality.

The updated apps are already released and available in the app stores. Get it from the app store for your iOS devices and get it from Google Play for Android devices.

Quick task add

We added a new feature that makes creating new tasks much easier and quicker. Tap on the "Add" tab to add new tasks or see the latest tasks created. When adding tasks you can choose the project, swimlane, list and fill out the name and description.

Quick task add - mobile

Click on the tasks to go directly to Breeze and add any extra information. It is similar to our Chrome widget that lets you create tasks anywhere.

Search, find exactly what you need

When you are trying to find a specific task, todo or a comment then it can be difficult because over time you have accumulated a lot of tasks in your projects. To help you find exactly what you need we added a search feature to the mobile app. It has the same functionality as in the web app. Type in your query and you'll get back results from tassk, comments, todos, files etc. Tapping on the result opens the task details window that let you navigate to the desired location. You can find the search under the "More" tab in the "Actions" section.

Search task on mobile

There are also a lot of optimizations for iOS 11 and initial support for iPhone X.

New features: bulk copy and move tasks, subscribed tasks and more

By Rene on Nov 22

Here's a list of small feature and updates that we added over the past weeks.

Bulk task move and copy

To make it easier and quicker to manage your tasks we added an option to move, copy and delete all the tasks in a list. You can copy and move all the tasks in a list to another project or the same one. You also have the option to specify a swimlane, this means that you can quickly move all the tasks from one swimlane to another.

Bulk task actions

The last option is to archive all the tasks in a list. You can also quickly archive tasks by moving your mouse over the task and pressing the "x" key. If you haven't already found the keyboard shortcuts then you can find the list here https://www.breeze.pm/help/tasks/keyboard-shortcuts

See all subscribed tasks

The task subscription feature lets you subscribe to only those tasks that you are interested in. This means that you only get email notifications about those tasks. To make you more productive we added a new feature that lets you see all your subscribed tasks. You can find the tasks on the Tasks page by using the "Subscribed to" filter.

Subscribed tasks

Notifications page with subscribed tasks

The notifications center now also includes notifications about the tasks that you have subscribed to. This means that you have a central place to see all your notifications.

Another small change in the notifications page is that by default it now lists only unread notifications. You can change it by clicking on the "Unread" link at the top.

Maximize your workflow with custom statuses

By Rene on Oct 26

An exciting new feature has just been released. Custom statuses are a way to give tasks more quick context and the first step to full customization.

Custom statuses let you track all types of work in Breeze. You can provide even more information on each task and track it the way that suits your needs. Task statuses show you and your team how a task is advancing and if there are any roadblocks in the overall progress. By default there are four task statuses "Done", "Ready", "On Hold" and "Blocked". They match the typical states which a task can be in over its lifetime.

Task statuses can also link to task list and give you more context. You can have a task in a list named "Doing" but with a status "Blocked". By marking the task you can save space on project boards and clearly show the progress. It gives you an extra dimension to manage your workflow.

Adding new statuses

Adding new statuses and changing the old ones is really simple. Head over to the status management page, click on your name and choose "Add & manage statuses". The link is only visible to admin users.

Custom status shortcut

From the status page, you can add new statuses, rename, change colors and limit visibility to certain projects. By default, statuses are visible to all projects but you have the option to limit them to only certain projects. That way you can have different statuses on every project.

Custom status management page

If you change a status name or change a color then all the tasks with that status are also updated. This also applies to deleting a status, if you delete a status then the system removes the status from all the tasks also.

The keyboard shortcuts also work the same way but they are bound to the default statuses.

q mark as done or undone

m mark as ready

b mark as blocked

h mark as on hold

Here's the list of all the keyboard shortcuts https://www.breeze.pm/help/tasks/keyboard-shortcuts

Custom statuses inspiration

Here's a short list of ideas for new statuses to help you get started.

Updated - the task has been updated after the assignee accepted it and is waiting for them to accept the changes.

Canceled - the task has been canceled by the task creator or owner.

Declined - the task has been rejected or declined by the user.

Pending - the task has been created and is waiting for the user to accept it.

Approved - the task was approved by the creator or owner.

Skipped - the task was skipped by the assignee.

These are just some examples how you can customize the statuses.

If you are using our integration with iDoneThis then there is a small thing to note. The integration will keep working and sending your done tasks to iDoneThis. The only limitation is that the system is looking for a status named "Done". If you remove this or rename it then it won't find the tasks.

There are countless ways to use the custom statuses to optimize your workflow. Let us know what you think and any ways we can improve it.

Better mobile project tracking - updates to mobile app

By Rene on Oct 17

We have updated Breeze mobile apps and added some long waited and much requested features. Now you can log in and sign up with your Google account, mention users, see notifications and more.

The goal of the mobile app is to give you the necessary tools to manage your projects while on the go. Just enough features to get the job done but without unnecessary bloat.

The updated apps are already released and available in the app stores. Get it from app store for your iOS devices and get it from Google Play for Android devices.

Log in with Google

You can now log in to Breeze mobile apps using your Google account. It works just like in the web app and you can even log in if you signed up with an email address and it matches your Google account.

If you haven't signed up or need to sign up with a new account then it's also possible to sign up with your Google account.

Mobile app log in with Google account

Using your Google account to log in makes it easier to use Breeze because you don't have to remember another password and worry about the security.

Mention users

Another feature we added to the mobile apps is the mention functionality you are familiar with in the web app.

To get the attention of another team member just type @ and you'll see a dropdown where you can choose the user. The mentions work in comments and task description fields.

Mentions users in comments

Updated notifications

The activities tab was also updated and now includes notifications with user mentions. This means that you can now see all your mentions on the mobile.

Mobile notifications and mentions

Assign dates and users to to-dos

You can now assign dates and users to to-dos. You can find the options by swiping left on the to-do name.

Assign dates and users to todos

Let us know what you think and if you have any feature request for the mobile apps.

Better project management with colors

By Rene on Sep 8

We are happy to announce another set of updates to Breeze. This time the focus has been on adding more color to Breeze. Have you ever wanted to customize your project backgrounds? Now it's possible.

Project board colors

This has been one of the most requested features for Breeze. Now it's implemented and you can set custom background colors to project boards.

Project board blue Project board green

You can find the color options under the project settings - it has a number of solid colors to choose from and also three gradients. The background color will be visible to all the project users.

Project settings color

Setting a custom color to project makes it easy to quickly distinguish projects. It also adds another option to personalize your experience with Breeze.

Project list colors

Another place to add colors is on the projects page. You can choose a color and it'll show up on the project card and in the list.

Project colors

The colors are yet another way to group your projects or mark important projects with distinguishing color. Project page colors and project board colors are not related, they are different and you can assign different colors.

As always we appreciate your feedback and input on new features. Keep posted on new features soon.

New in Breeze: subscribe to task list, sort task lists by due date, tags case sensitivity and more

By Rene on Aug 8

We have been working on Breeze all the summer and here's a list of some of the bigger improvements.

Subscribe to task list

As you know you can subscribe yourself and other users to tasks to get email notifications only about the tasks that you are interested in. This is a good way to focus on certain tasks and minimize email notifications. Here's the guide for subscribing to tasks https://www.breeze.pm/blog/189-subscribe-users-to-tasks.

Now you can also subscribe to task lists. That way you don't have to subscribe to individual tasks and you are always notified when new tasks are added to the list. You can find the option under the task list settings.

Subscribe to task lists

You can subscribe yourself and other users on the project.

Sort task list by due date

We also added a new sorting option to task lists in projects. It allows you to sort all the tasks in one task list by due date. The oldest are sorted to the top and tasks without due date are to the bottom. The sorting works by actually reordering the tasks in the list. Please keep that in mind when sorting because there isn't an option to revert after sorting by due date.

You can find the sorting link under the task list settings.

Sort task lists by due date

Tags are not case sensitive

We made small but a very important change in the tags that will increase the usability. The tags are now case insensitive. This means that you can still create tags with uppercase and lower case letters but they are not considered when searching or creating new tags. Example, MyTag and mytag are the same and the system will allow only one of those.

Task tags

You can manage all your tags from the tags management page https://app.breeze.pm/tags, where you can also edit the tags to change the tag name case. This change will help you manage your tags better because now users can't accidentally create tags with the same name but different case.

Project groups on calendar page

Project groups are a good way to organize your projects and get a good overview of all your work. If you haven't used project groups before then here's a small guide how to get started https://www.breeze.pm/blog/123-a-better-way-to-organize-your-projects.

Project groups are now also visible on the calendar page. You can see them on the left side and have the option to minimize the groups. The settings are also carried over from the projects page - this means that if you have minimized a project group then it's already hidden on the calendar page.

Project groups in calendars

Highlight tasks that are over estimate

Tasks that are over estimate are now visible on the project board. The estimate and tracked time are highlighted on every task card. This will help you better manage estimates and instantly see if tasks go over the budget.

Task estimates and time tracking

Breeze mobile apps for iPhone and Android are also getting updated soon. We'll update you on this with a separate post in the coming weeks. Stay tuned to this blog, or follow us on Twitter at https://twitter.com/breezeteam to get the latest news.

Tracking project progress

By Rene on Jul 4

We just released another update to the project analytics, now it's even more awesome. The analytics is now renamed to progress and has a lot more insights about your project progress.

The new progress charts are a good way to track and forecast projects. They let you visualize your effort and overall progress. You can quickly check the project status, see how much work has been done, whats in progress and how much needs to be still done. To make it possible we take a snapshot of all your projects every day and count the number of tasks in every list and the different statuses.

These charts are also often used in lean and agile project management to measure different kinds of progress and efficiency in projects and are known as cumulative flow diagrams.

You can find the link to the progress charts in every project board under the task quick input box.

Project progress window

You can check the progress by task status and task list. Progress by task status shows you the number of tasks with all the statuses over time.

Project progress by task status

Progress by task list shows you the number of tasks in each list over time.

Project progress by task list

How to use the charts?

The charts are very simple but can tell you a lot about your project progress. On the vertical axis you have a number of tasks and on the horizontal you have the timeline. The areas in the chart show you the cumulative task statuses or the number of tasks in a list over time. Cumulative means that the values are accumulated over time.

How should it look?

The chart should look smooth from left to right. The areas should stay more or less even over time. Bubbles or gaps in the areas are an indication of shortages or bottlenecks. Blocking tasks can create large backups in some parts of the project and starvation in others. Unchecked backlog of tasks can grow over time. These are the places look for ways improve your progress.

Task completion analytics

Task completion analytics is also available from here. You can instantly see tasks that are taking too long to complete. Move your mouse over the small dot in the graph and you'll see how long the task has stayed in each list.

Project completion analytics - lead and cycle times

Please check out our previous post on the task completion analytics feature and how to use the lead and cycle times.

Subscribe users to tasks

By Rene on Jun 16

You can subscribe to tasks and have an email sent to you every time something changes on a task. Now it's even better because you can subscribe other people to tasks. It's a handy way to keep everyone in the loop without having to get too many emails.

The subscribe link is still on the right side of the task action menu, but now it allows you to select multiple users:

Subscribe users to task

Click on "Subscribe" and select the users you wish to add to the task. If you’re getting notifications for a task that you’re not interested in, you can unsubscribe from the task.

You can see a small eye icon on the tasks that you have subscribed to.

Task subscription icon

To quickly subscribe yourself to a task use the keyboard shortcut. Hover your mouse over the task and press the "s" key.

Another way to get users attention is to @mention them using their name. Here's a short guide how to use it https://www.breeze.pm/blog/51-get-your-team-members-attention-by-mentioning-them

New features: project due dates and mention everyone in tasks

By Rene on May 8

We have been busy updating Breeze and here are some of the updates that you might have missed.

Set due dates for projects

In Breeze, you can set start dates and due dates to tasks. Now you can also set due dates for projects - it's a good way to keep track of your project completion. You can set the dates from the project settings:

Set project due date and start date

Once the dates are set then they are visible in the calendar and the iCal calendar feeds. You also have the option to hide task and project dates in the calendar. That way you can choose to focus only on the individual tasks or get an overview by only viewing the projects.

Show projects in the calendar

Setting and tracking due dates is an important part of managing projects. It helps you meet your deadlines and schedule new projects.

Get everybody's attention by mentioning all users

A good way to get someone's attention is to mention them in a comment or task. Use the @ symbol followed by their name (no spaces). Breeze will suggest names to choose from:

Mention user

Sometimes you may need to get the attention of everybody in the project. Now it's possible without typing everyone's name - just type @all and everybody gets notified.

Mention all user

All the users in the projects will be notified by email and they'll also see the message in the notification bar at the top.

New in Breeze: multiple accounts and invoice based billing

By Rene on Apr 17

Multiple accounts

We made a small change the way you work with multiple accounts in Breeze. Now you can clearly separate each team or account and have different roles in different teams.

When a person from another team invites you to one of their projects then you’ll get an invite as usual. You'll have separate entities with the same login in different teams. This makes it clear and safe to work with multiple teams. You'll log in as usual and have the option to switch to another team. That way you don’t have to have multiple accounts to work with multiple teams.

You can quickly switch between different teams from the main menu. Click on your name in the top right corner and you'll see a list of teams:

Join other teams

This change affects only new users. If you would like to switch over then please get in touch.

Invoice based billing

Another feature we like to introduce is invoice based billing for annual subscription. This allows you to pay for Breeze using an invoice. You can choose to pay via wire transfer or even by cheque. This makes it easier to handle the payment in larger organizations.

Please contact us at support@breeze.pm with your company details and the subscription plan details. We'll get back to you and work out the technicalities.

Breeze app for Zendesk Support

By Rene on Mar 21

We are happy to announce another integration to the growing list. Breeze now integrates with Zendesk Support - a beautifully simple system for tracking, prioritizing, and solving customer support tickets

Now it's easier to share tasks between Breeze and Zendesk. Once the Breeze App is enabled through the Zendesk App Marketplace, simply open a ticket and the Breeze widget will appear to the right. From there, you can add the ticket to an existing task, or create a new one. You can choose the project, list and the task where the ticket will be added. All the information is right there, available for you support people.

Breeze app for Zendesk Support

How to install?

Installation of the Breeze App is simple. Go to the Zendesk Apps Marketplace under the Admin panel in Zendesk. Find the Breeze App and click the Install button.

Once you’ve installed the App, navigate to a ticket, click Apps on the top-right, and you should see the Breeze App. If you are not logged in to the Breeze web app, you are asked to log in.

Zendesk agents must be logged in to Breeze with their own accounts to use the App.

Here's the direct link to the Breeze App in the Zendesk App Marketplace https://www.zendesk.com/apps/breeze/