Group

Working with Items

As the Roadmap grows, knowing how to find what you're looking for becomes important. The filtering tools are designed to help you quickly narrow things down.

Stage filters

The stage buttons along the top are three-state filters. Click a stage once to include only items in that stage. Click again to exclude items in that stage (they'll be hidden from results). Click a third time to clear the filter for that stage. You can combine multiple stage filters at the same time. For example, you could include Review and Consultation while excluding Concluded.

There's also an Overdue filter that highlights items that have passed their target dates.

Tag filters

In the sidebar, you can filter by tags, grouped by category. This lets you focus on items related to a specific branch, area, or topic. Like stage filters, tags can be individually included or excluded.

Responsibility filters

You can filter by who's involved:

• My items - Items where you have any responsibility role.
• Subscribed - Items you're subscribed to.
• By person or team - Items where a specific person or team is assigned to a role.

Quick filters

The quick filter buttons give you fast access to common views:

• Unseen changes - Show only items that have been updated since you last viewed them.
• Commented on - Show or hide items based on whether you've commented on them.
• Hide child items - Remove sub-items from the list so you only see top-level items.

Search

The search bar at the top does a full-text search across item titles and descriptions. Combine it with any of the filters above to find exactly what you need.

Above: A view showing the significant number of filters possible on the main roadmap.

If you find yourself using the same combination of filters regularly, you can save it as a preset. Presets let you switch between your preferred views instantly, and they can also be configured to send you notifications when items matching those filters are updated.

Creating a preset

Set up the filters you want (stages, tags, responsibility, quick filters, sort order) and then click Save Preset. Give it a name that makes sense to you, like "My active items" or "Policy items in Review". Your preset will appear in the sidebar for quick access.

Presets save everything about your current filter state: which stages are included or excluded, which tags are selected, any responsibility filters, quick filter toggles, the sort order, and the search term.

Using presets

Click any saved preset in the sidebar to instantly apply that filter combination. This is especially useful if you regularly need to check on a specific area, like all items related to your team, or all items currently in Execution.

You can create as many presets as you need, and delete any that you no longer use.

Preset notifications

Each preset can have notifications enabled. When turned on, you'll receive notifications whenever items matching that preset's filters are updated. This is a powerful way to stay informed about specific areas of the Roadmap without having to subscribe to every individual item.

For example, you could create a preset that filters for all items tagged with your branch and in the Consultation or Decision stages, then enable notifications for it. You'd be automatically informed whenever those items move forward, without needing to manually check.

You can enable or disable notifications for each preset independently, so you have fine-grained control over what you're notified about.

Above: From the main Roadmap there is significant flexibility to create and enable custom filters and notifications.

Roadmap items don't exist in isolation. They can be connected to each other through relationships, and larger items can be broken down into smaller sub-items.

Sub-items

When a Roadmap item involves multiple pieces of work, it can be broken into sub-items: smaller, self-contained items that each go through their own stages independently. This is useful for complex proposals where different parts need different people or timelines.

On a parent item's page, you'll see a summary of its sub-items with a progress bar showing how many have been concluded. Each sub-item is a full Roadmap item in its own right, with its own Chain of Responsibility, stages, and discussion.

Creating sub-items

Sub-items can be created directly from a parent item's page. Depending on the parent's type, you may see quick-create buttons in the relationships section. These buttons are configured by J11 as part of the item type's template, and each one creates a specific kind of sub-item with its own pre-configured fields, title format, and default roles.

For example, a parent item of type "Project" might offer quick-create buttons for "Task", "Research", and "Review" sub-items. Clicking one of these takes you straight to a pre-filled submission form for that sub-item, already linked to the parent.

This makes it quick and easy to break a large item into structured pieces without having to manually create each one from scratch and link them together afterwards.

Other relationships

Items can also be linked to each other without a parent-child relationship. These links indicate that items are related in some way, perhaps one depends on another, or two items address different aspects of the same topic.

Relationships are shown in the relationships section of the item page, grouped by type. They help you see the bigger picture and understand how different pieces of work connect.

Navigating related items

Each linked item is shown with its title, stage, and reference number. Click through to view any related item. If you're working on something that relates to an existing item, adding a relationship link makes that connection visible to everyone.

Above: Example of a relationship section on an item with many related items, it's possible to filter out closed items.

When a Roadmap item reaches the Decision stage, it's time for the Authority to make a call. The approval process is how that decision gets recorded, transparently and permanently.

How it works

The Authority assigned to the item will see approval options on the item's page. They can choose to approve or reject the item, and optionally add a comment explaining their reasoning.

Once the decision is made, it's recorded on the item for everyone to see: who approved or rejected, when they did it, and any comments they included.

After the decision

If approved, the item moves to Execution, the green light to get started. If rejected, it moves to Concluded with the rejection reason recorded. In some cases, the Authority might send the item back for more Consultation before making a final call.

Either way, the decision and its reasoning are part of the item's permanent record. This means we can always look back and understand not just what was decided, but why.