Short answer
You already have them, and you do not need to build a filter to get them. Every task list hides completed work by default, so your Defects list opens as the defects still open, your Jobs list as the work still outstanding, and your Inspections list as the checks still to do. Anything past its date is flagged in the Due Date column, so overdue work shows up in the same list rather than needing one of its own.
Detail
The four task lists are in the left-hand menu: Inspections, Jobs, Defects and Routines. Each one is already filtered when it opens, because the quick filter at the top of the list is set to Hide Completed. What that hides depends on the list:
| List | Hidden by default | So the list shows |
|---|---|---|
| Defects | Fixed, Closed | Defects still open |
| Jobs | Done, Cancelled | Work still outstanding |
| Inspections | Passed, Failed, Cancelled | Checks still to do |
| Routines | Done, Cancelled | Rounds still running |
To put the late work at the top, sort by the Due Date column. Overdue items show how late they are rather than a date ("2 days overdue", "Yesterday"), so the ones that have slipped are easy to pick out without comparing dates yourself.
For planning rather than chasing, the Jobs and Inspections lists answer "what is coming", and the Defects list answers "what is wrong and not yet dealt with". That second one is the list worth reading before you ask anyone for a quote, because each open defect is a decision you have not made yet.
Once a list looks how you want it, you can bookmark it. The filters and the sort order are carried in the address, so the bookmark reopens that view rather than the default one. One thing to know before you rely on it: if you are already signed in, the bookmark takes you straight there, but if you have just signed in afresh you may be asked to choose your council first, and you will then land on the dashboard rather than on your list. Click the list in the left-hand menu and the view is as you left it.
Watch-outs
- The quick filter remembers what you last chose, on that computer. It is sticky per browser, so a list does not always open on Hide Completed. If a list ever looks wrong or far too full, that is almost always why. Set it back to Hide Completed.
- Trust the rows, not the label. If you arrive from a bookmark or a link that carries its own filter, the Quick Filter box can still read Hide Completed while the list in front of you is showing something else. The rows are right; the label has not caught up. Reselecting from the Quick Filter puts the two back in step.
- This is also why completed work seems to disappear. Nothing has been deleted. To report on what has been done, switch the quick filter to Show All Tasks, then filter by status and a date range. See finding, filtering and reporting your data.
- Defects have no due date, so there is no such thing as an overdue defect. Their list column is Date Recorded, the day the problem was observed, because a defect describes something you found rather than something you scheduled. An old recorded date is still the signal worth acting on.
- An open defect with no job against it is a stalled issue. Scanning the defects list for ones with no fixing job behind them is the quickest health check on the whole workflow. See fixing defects with jobs.
- A list is not a reminder. Nothing in Civic.ly chases you, so a list only works if somebody goes and looks at it. If you are an administrator or supervisor on your council's account, the weekly Monday email covers much of the same ground and arrives without anyone logging in.