To archive a task, please right-click on the Kanban card and use the dropdown menu to find the "Archive
" option at the very top.
By default this option is only available in the last column of your Kanban board. But should you wish to enable archives in any other column as well, please go to "Settings
" - "Board Editor
" and use the pencil icon
under a chosen column's name, to set its properties in a way, that will allow for tasks to be archived there (the option is at the bottom of the column edition window).
To archive all tasks in a column, either right-click on the header of that column, or click on any empty space in that column, and select the "Archive all
You can access all archived tasks from the "+ x archived tasks
" link, found next to the "+ add task link" in all columns, that have any tasks archived.
Once in the Archive, right-click on the card type or name of the Kanban card that you want to place back on the Kanban board.
Then simply select to "Put back on the board
: you can only restore one task at a time.
Aside from the classic +add task link from the board
, there are 4 other ways to input data onto a board:
Importing tasks with a CSV / Excel file
or with plain text in the same importing dialogue box
Sending tasks to the board via email
Using the Chrome Add Task Button
Creating tasks directly from an Excel spreadsheet
, using an advanced macro.
There are 3 common situations when a person is notified by email:
When someone assigns a person to a task
When someone assigns a person to a checklist item
When someone adds a comment to a task and selects a person who should be notified about it.
If you want to be informed about the status changes of all tasks on a board, you need to subscribe to RSS
You can choose not to be notified of the assignments and comments, if you want to. To do this, please go to "My Profile
" - "Edit my details
" and un-check the space next to the "Notify me by email when tasks are assigned to me"
The "My profile
" section is available under your name in the Dashboard view.
We have recently introduced a Work Summary
email, which is being send to all Kanban Tool users at the end of each day. Find our how to set the time or disable this here
To enable email notifications (of task assignment and a new comment) in Kanban Tool please go to "My profile" - "Edit my details" and tick "Notify me by email when tasks are assigned to me".
Kanban Tool provides advanced Kanban analytics and metrics in the form of:
- Cumulative Flow diagram
It illustrates the process on a whole - by showing the distribution of work items in all process phases
(to do - doing - done).
You get to see in an instant how the team is performing. If things run smoothly, the horizontal bands (each color representing a different stage of the process) are staying regular (no sudden jumps or falls) - with only the "Tasks Done" stripe growing.
The moment you notice a rise in the height of the "In progress" band - this alarms of an issue (too many tasks, too difficult for particular team members, team needs more time, more manpower or more information).
It's the most insightful metric of all - the situation is clear without you even entering the office.
Find out more here.
- Lead & Cycle Time diagram
This is the metric to go for seeing the average time it takes for a task to get from the point of being placed on the board to getting completed, with comparison to the time the task was actually being worked on - hence Lead vs Cycle time.
So what you gain is an information about the actual process throughput.
For most businesses it's a matter of great importance to keep the Lead Time is as short as possible, as this means the speed of the response to a customer's need is good.
Find out more here.
- Breakdown Chart
These simple pie charts offer information on the shares different values - conditions take within the process at a given moment.
You can breakdown your board by:
This analysis can be done for a whole board or for specific lanes or columns separately.
- - lane or card types
- - user assignments
- - priority
- - task difficulty
- - tags
- - your own custom field
- Time Tracking
The Time Report gives insight into the time usage of each team member or of an entire team.
It informs on how much time the team had spent on each task.
This Report can be generated for all of your Kanban boards together.
There is a summary view and a detailed one.
Find out more here.
Note: the Time Report is only available on the Enterprise service plan.
You can easily filter your tasks by a specific user.
One way to do it is pressing the button on the right side of the search box to see a drop-down context menu, with the available search filters.
Please press the "custom user
” filter option and choose your searched user from the list.
A quicker way to do this is to type the user initials directly into the search box
. Now your board will highlight the tasks that are assigned to this filtered user.
that both options will have the same effect. Enjoy!
There are no email notifications or reminders for due dates at the moment.
Email notifications are sent when a task is assigned to someone and when a new comment is being added (had you selected someone to be notified; the user who created the card is notified by default).
To enable or disable notifications, each user needs to go to "My profile
" - "Edit my details
If you're using our Enterprise plan, you can benefit from reminders set in the My Work widget. It allows you to postpone a task by a given time, this task will then pop back into the My Work for today side panel.
Click here to find out more about My Work widget
The vertical axis shows the time spent working on tasks in hours it's therefore the Cycle Time
while the horizontal axis shows the time passed regardless of any actions on the tasks - so, the Lead Time
To read the Lead Time for a particular task, please click on a blue point on your diagram.
The blue line shows the board's average Cycle Time.
To learn more about the Lead and Cycle Time diagrams, please read the following articles:
Kanban - Definition of Lead & Cycle Time
Kanban Lead & Cycle Time - Why So Important?
By default it's not possible
to delete all tasks from a column at once.
We haven't implemented this as a standard feature, because it's quite an uncommon and potentially dangerous operation, as tasks are deleted permanently and there is no easy way to revert it if done by mistake.
We highly recommend that you use the "Archive" function, rather than "Delete", as archived tasks can still be part of the Analysis
of your process, whereas the deleted ones cannot.
However, a "Delete all
" function is available through the Developer Tools
To use it, please go to Settings
, then enable Developer Tools
and add this link to the Developer Tools dialogue window /scripts/delete-all/delete-all.js
No, folders cannot be nested inside other folders. You can only use top-level folders.
If folders nesting was enabled, it would create too much complexity, both technically and end-user experience-wise.
At the current stage it's not possible to reset analytics tracking.
You can, however, select desired segment of your analytic graph so it will show only the period of time you are looking for.
You can only save each attachment separately. Kanban Tool doesn't offer export of all attachments at once.
Exporting your attachments is easy. In order to download your attachment, simply open up your task and click on the attachment you are looking to export.
Creating new notes and online documents feature is hidden at the moment. You can activate it by following these simple steps:
- Please go to your account dashboard and add "/addons" at the end of your account's url. For example:
- Then, click on "Notes" and activate them by pressing the green box "Add to your account".
Now you will be able to use notes and documents for collaborative writing.
For a good, constant feed of your team activity for a given board, please enable the Team Activity widget
, one of the available Power-Ups
When looking for an overview of a whole days activity, please go to the Daily Summary
emails, which will list the team's activity on all boards that you have access to.
The easiest way to see which cards have most recently been updated is to use the search / filter box
and filter for recently updated. The search / filter box is located in the top right corner of a board view.
You may also want to utilize the Card Aging Power-Up
. This will fade the least active cards out, so that getting a quick visual update of what has and hasn't been worked on is easier.
File attachments are only supported in Team and Enterprise plans, not in the Free plan.
You can change your account plan in Account Administration - Plan & Billing details
; the difference between Team and Enterprise plans has been described here
Free plan users can still use the attachments field of their cards to attach files from Google Drive, Box, Dropbox or OneDrive
Simply activate your file hosting service integration in board Settings - Power-Ups
This is best done with Kanban Tool's Recurring Tasks
feature. Simply enable it in board Settings - Power-Ups.
For more information on this feature, view this page
When working on a large board, there are times when you'd like to move a task between non adjacent columns (i.e. from backlog
straight to done
). There are 2 great scripts in Developer Tools
that can be activated to make this easier:
- Move to done
- it will add an option (to the open card menu) for sending it right to the done
- Change column
- this one adds an option (in a closed card right-click menu) to choose which column to move a card to.
Try these out and save yourself some time.