GitLab Quality Department, 24 May 2019

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From YouTube: Productivity Hack - Gmail Filters

Description

In this video, Mek and Walmyr are showing how to use Gmail filters to organize your inbox.

Mek's filter export: https://drive.google.com/file/d/1vm_psZOXjYZ9ulKYmdMqrTk435KcR1DL/view?usp=sharing

A

One first and and then I'm.

B

Will we'll go from there make sure about that, but I think I started sharing the screen, but I was not recording, so I have started, recording it. No that's.

A

Fine, that's fine, so it so before we go there. Do we want to twit everything from scratch, or do you want to try out my my filters? Maybe it helps that way. Yeah.

B

I thought of just using what you already have and then I think you already helped. Okay.

A

Cool so again, I think you start recording ready this meeting unfiltered session. It's about how we cut through the noise of our each and every ones in boxes, because there's so many emails that we get every day from from Google Calendar from from the projects and whatnot. So you want me to start by sharing my screen for us to see the end state where well, we have.

B

A

Right now, which is like the the plain one, this is what I have on my side, so I have a future for Google Calendar, so I know up the top of my head: hey, this is from Google and what I do if I respond to every one of them, I just go ahead and delete them. So I don't have much Google Calendar futures left on my inbox and I, get like a hundred something on a good day is 50 emails a day, I'm still trying to go through to inbox zero.

A

So this is why I was talking about earlier. Is I have a future that labels everything that's coming from the platform itself, which is the main filter, gitlab and then from then on a future by project. So I have I, have a sub project under sorry sub labels under project, so there's insights, SCE, there's also one for EE, so I know exactly which ones coming from which section or which, which project I'm interested in and I also have mentioned.

A

So these are the ones that I would try to UM to go in and and and address, I try to use inbox euro. So, for example, if I somebody mentioned me make you think this try to be useful. I left some of these just for the demo purposes.

A

I already reply up so I think I replied on another one, but I would reply and then once I'm done with it, I'll go and and archive this email. So it's almost like a task tracking. You can also use to do, but for me I I mean participation of so many projects. Email is probably my my source of truth and then I have a label for gitlab bot and whatnot and also a basic greenhouse yeah. So why don't we start from there and then?

A

And you want to share your screen, so we can start creating one label yeah.

B

Let's do it, okay,.

B

All right so I imagine that I need to go to the settings right. Yes,.

A

You go to the settings and.

B

Labels and labels.

A

Correct which one do you want to start? First, you want to start from, maybe maybe create one for everything coming from gitlab or you wanted to try this new project yeah everything.

B

Coming from get logistic can be with start, I. Think, okay,.

A

So I can so I think you need to go to a oh, the square. One label first called get lab so they're like. um Let me scroll down really them. Yes, I get lab. So that's gonna, be your main one, yes yep and then just go ahead and click create. Then, let's, let's use the UM the filter so I'm using this one. I'm just gonna share it in in your in our zoom and then you can just type it in so I'm using from and then the URL of the.

A

Url, the email server in click on it, you can go into the zoom track, you get you see it. Cv I have.

B

Already shown, go should I go lets.

A

Go let's do it this way. Oh I know why don't we do it through this search, that's probably easier, so type in a search box on top yeah. You can create filters from here, so you can paste in the definition of the yes, okay and in the drop-down yep. Yes, okay, okay, this is so. We need to copy get lab dot. You could lie about ng I'll get out a comma to from, and then delete has two words.

B

A

Need the delete? A second filter called a has towards that Sydney for that Gina, okay, okay, let's try to do a search, a search party, yep; okay, it's matching! That's good! We're kind of testing it right now: okay, go back to the drop-down yep yep and then create filter.

B

A

Then apply the label check the apply. The label mark.

B

A

In apply, get lab that great filter and go back to your inbox.

A

Did you beasts? Oh sorry, we need to go back there, and can you please edit the filter again? All right, we need to check the apply, also apply to existing love. It. Okay,.

B

A

To edit and then search again, click hit search again yeah then it drop down yeah. This is the goo hit search. We need to go through the wizard for it to activate hmm okay, interesting.

A

Continue, sorry click continue, alright and then also apply tick. They also apply filter matching conversations, so this will then apply yep and then update filter go back, yeah cool. So now you have a basic future of what's coming from get lab calm and what's not so it there's other emails that that's coming from.

B

A

So now you had the first label set up. Let's do another, one I have one called mention, so why don't we do this? Let's just go through the search and if we can create it that way as well. Let me pull my definitions here and I'll help you with that. So what I do for mention is.

A

So in this inner search, drop-down click, the drop down the triangle- oh yeah, sure no worries so from my tequila become so just get. Lapper come and.

A

Enter here just leave it and then in a half the words do and add your handle like a flap and know your username at give map right. Okay, click, a search match. Awesome. Okay, now go back to the drop-down again. We need to save this and then create filter and then apply the label here and in to save all this kid new label yep and then mention mentions. However, you yep I yeah, let's go to smoke so hit apply to 21 matching conversations.

A

B

A

You have the conversations that I've mentioned by you. Well so what I do with in mentioned, I highlighted with a different color. For me, it's it's! It's yellow black! Just your.

B

A

Time so quickly to do that as well, and what do you do with you? Essentially, so, let's do a few more I have some for the status of merge requests. That's a good one! That's a good one! So let's do that. So, let's go up in the search bar again. I will give you my definitions.

A

This is a tricky one. It requires a bit of fine tuning so in the from I use, dot, type, induct, gitlab, calm and then in half the words I do to string matching. So it's um it's here, just use this one. It's it's quote-unquote, most requests plus what's merged, so it's anything. That's has most requests and then there's a wild card in the middle and then what's merged yeah.

A

Let's do the zoo, a search cool awesome, so you have three in your inbox at higher it in merge right, so I do click, create, filter and then let's, let's create a label yep and then let's do a new label. Now I let's create, let's create the label merged for now, but then you want to move that under like a status folder. So I can.

B

A

Say there's like we open this merge and then now yeah, let's fine for now, okay, great and then hit also apply the five matching conversations create scissor, awesome cool. So what I do if there are things that every morning I go to I click, the label merge. So if you can just see what you have and emerged in your futures in here, yep.

B

A

If these are the things that I don't need to like a bike lands and it's an FYI I know whatever I just select all in archive, so I, don't.

B

Need to look at it anymore,.

A

Yes, so that Smurfs, what else should we try out? We have something for.

A

B

Merge requests that you are waiting for some.

A

Response I have a sign: let's do that then yeah. So, okay, let's do a sign. Let's go up to the search again and then need for my definitions.

A

Okay, this is an easy one, so I just use half the words and then assign a change to my full name, and you should change it to two, your name. So that's what I use. So this is typing assignee change to and then your your full name the day I made you use in the platform. Yes,.

B

A

We might be able to just use your first name, I. Think.

B

So right because I don't think there is another one well.

A

You never know yeah later yeah yeah. Let's do a search, awesome! Okay, let's create that filter, apply this yep correct and then I use the label assigned yep great.

B

A

Now, like every morning, you know exactly where you mentioned in and then, where are you being assigned well but most of the time, the ones that have you assigned? Who who have you mentioned so it's kind of you can do slicing dicing of the state it that way mentally.

A

Let's, let's take it a step further, why don't we where I'll create a parent, folder called status and we're gonna create another status? So let's go to um I'm, not sure how Gmail can create labels on the fly. I think you would have to.

B

Should I go get.

A

Seven things yep color settings labels.

A

Label yep: let's do um status.

A

Create and now when we created merge, let's move that under status, so under that yep it edit on the right-hand side yeah and let's move under status, yep great.

B

A

Awesome, let's do closed. This is a very useful one. Guys I mean that it means that you don't need to do any more action. I didn't done it exactly! That's.

A

Okay, if you can search I'll, give you my definitions: okay, so in from top I have to fine-tune it. So in some labels, I had to be specific because it might match emails from others. Other parts of the universe, so I use I, always use dot-com.

A

The reason I use dot is because there are other subdomains that there's nj.com there's like other pre party that become so in this way I get. It applies to every email in every environment forever in the house. The words filter, I use this definition. So Gordon quote issue was close by shatters copy over yep. Then let's do a search.

A

These are pieces are being closed and there's four in your inbox that you probably don't need to look at it anymore, so grasping on it, create, filter and then apply the label yep in here new label and use the word closed and then put this under status. Awesome yep and apply it to six matching conversations you're getting good at this.

A

You can afford your own do anything later. Yeah.

B

Exactly I think I would experiment with many different age. Yeah.

A

B

Like with all of that, I can already move on with creating other futures, so I think the next thing that you could just show me how to do once and then I can do it more times for other labels will changing the colors of them so that they can visually differentiate them easily. Yes, I am.

A

I, come from a UI automation, background and UX colors. It's like my I really I I can spend hours fine-tuning the colors to match the psychological mindset of what it means. Okay, you can go, you can go wild, but I I don't want I.

B

Just won't, you have different colors for different.

A

Sure, let's do mention first, click on mention yeah and then there are the three bars on the side. Yes, I want to hell it. Let's use the same color this forum for edit sake, no label color on top all right, and why don't we? Do it add a custom. Color mm-hmm I do yellow background. So in background, yellow, yep yep, that's the one and then text do black. But yes, so this is like the warning sign on the road that you'd normally see yeah first status, I leave it because that's apparent. So let's do closed.

A

I do closed. It's actually great for me, which means I. Can you can use them? You can use the default color as well, so get canceled out, yep and then close, oh, come on. Let's merge. We can do much as well. You can do green I. Do I do green for March, which means it's it's it's it's good to go any any of that's fine to you, yep and uh yeah. So and.

A

Yep we can take a look at your inbox now we're signed.

B

I will check just almost like my preferred callers. Yes,.

A

B

A

Lab I used orange orange and purple the company color. That's what I would use as well yeah.

A

Yeah, why don't I give you my color, so I experimented with it already.

A

So this is a the background. Is purple what you want to do off and then you probably darker darker orange, because I you want to read yeah somewhere around there, yep yeah, that's cool there. You go so yeah the basic basic way of organizing your inbox, yeah I.

B

Think other will benefit from it when I was in the contribute in a you know, workshop about I, don't remember exactly what was the title, but was something related to being remote and be able to still be productive and I mentioned that I would have your session with you, and that would require, and many people got interested so I mentioned. That is awesome. Okay,.

A

I can also export my filters so for, if you want to add like a section and handbook, because it gets me with these and they don't have to like go through this again, but this is for how you come scratch explaining. Why we're doing it? This way, yeah.

B

Yeah but I think I would love to to get the the export of your filters just take it.

A

B

Least, look at them and see if there's something I think that years as well, right.

A

So I I didn't want to share all my screen because there are like recruiting emails and sensitive emails yeah. So let's not go go back there. I will export them and then we, let's take it offline and I'll, send you the file and we can really collaborate on entry into the handbook. Yeah.

B

I will stop sharing them, and would you like to thank you for sharing this with me and then I will.