Integrations

Learn how to use Kanban Tool together with your favorite sites, apps and the cloud. Associate your board with Google and Outlook Calenders, One Drive, Google Drive or Dropbox. Also here - a coverage on mobile use of Kanban Tool.

How to integrate with Google Drive and Dropbox?

Kanban Tool integrates well with Google Drive, Dropbox, Box and OneDrive file hosting services.
To enable the integration, go to the Settings - Power-Ups page, and enable the service you store your files on: Dropbox, Google Drive, Box or OneDrive. You can choose as many as you are using. Now you’ll be able to link file attachments from your file hosting services directly to Kanban Tool cards. Add File Attachment from Google Drive

To attach a document stored in your preferred hosting service, simply click on the add attachment link, and choose Attach from Google Drive / Dropbox / Box etc. from the drop-down menu. Kanban Tool - Google Drive

What integrations does Kanban Tool offer?

Kanban Tool offers many useful integrations, list of which is constantly growing.
We also provide a powerful API to integrate Kanban Tool with your internal systems.

  • Zapier
    It offers the easiest way to sync Kanban Tool with other web services you and your team already use on a daily basis. Find out more on how to hook Kanban Tool up with any of over 1000 great applications.

  • Email
    You can create tasks for your board directly from your inbox, no matter what email provider and client you use. Follow these instructions to grab your Kanban board’s own email address, to which you can send tasks.

  • JIRA® & Kanban Tool integration via Zapier
    You can also create tasks in Kanban Tool and send them to Atlassian JIRA® using Zapier. Please take a look at this page to learn more.

  • Task export to Excel or CSV
    You can export all tasks from your board to Excel or CSV. While on a board, go to the Tools menu in the top right corner and select the Export to CSV option.

  • Import tasks form Excel or CSV
    You can import cards to your board. To do this, please go to the Tools menu and click Import tasks. Then prepare a CSV file along with these instructions.

  • Export tasks to Outlook Calendar
    While in board view, go to the Tools menu, and use export to calendar, selecting Outlook/iCal.
    Important: please note, that Outlook should be your default calendar for this integration to work correctly.

  • Export tasks to Google Calendar
    Want to follow your Kanban Tool task due dates in Google Calendar? Connect the 2 apps by doing a quick export. Please note, that due to Google’s synchronization settings, it may take up to 24 hrs for your tasks to first appear in the Calendar.

  • Chromecast + Kanban Tool = Kanban Cast
    This integration lets you display a Kanban board on any Chromecast enabled TV, to create a perfect information radiator for the team. View detailed instructions on how to enable this right here.

  • Add task button Chrome extension for Kanban Tool
    This integration makes it possible for you to quickly add new tasks by clicking on the extension in the browser’s top right corner menu. So, no matter what you’re doing online, you can always quickly add a task to Kanban Tool. Please see how to set this up right here.

  • Kanbanira Chrome extension for Kanban Tool
    Kanbanira connects tasks in Kanban Tool with issues in Atlassian JIRA®. It’s a simple, but powerful integration, allowing you to benefit from both tools. To get this going, please visit this page.

You can view the complete list of Kanban Tool Integrations on this page.

I want to add tasks via email to Kanban Tool

In order to add tasks to your Kanban board via email, you will need to use an email address that is directly assigned to your Kanban board. To do this, please click on the Tools menu in the top right corner of your board view and choose add tasks from email. Learn Your Boards Email Address

Please copy the email address displayed. This is a unique address assigned to your board. Sending emails to this address will add tasks to your board.

The subject of the message will be the name of the task, while the message itself will constitute the description of the task.
Filling the subject field is required for the creation of the task on your board. Please note that you can write up to 256 signs in task name field.

You can also include any type of files in the email, as regular attachments (note the size limit for 1 file and 1 email being 20 MB). These will get added to the task in Kanban Tool as attachments. The functionality can greatly ease your email management - just forward all emails to your board and plan them into your workflow.

Adding more advanced tasks via email

You can further determine the features of the task, by adding tags to the subject of the email.
The names of the tags correspond with the names on your Kanban board and determine the location of the new task added to the board.
Tags should be added before the name of the task in square brackets, without spaces.

You can set some of the card attributes in an email. All of them need to be set in the email subject, each within square brackets. The attributes currently supported are:

  • column name
  • swimlane name
  • card type
  • assigned user initials
  • priority (high or low)
  • due date (YEAR-MONTH-DAY i.e. [2013-10-29])

Any other attribute set in email subject within square brackets will go to the tags field.

Example 1 - for a simpler task:
[Yellow][To do]Task 1
An email subject written like this will assign a yellow card to the To do column of the Kanban board, and the task will be named Task 1.

Example 2 - for a more advanced task:
[High][Red][Waiting][Marketing][BT][2016-11-08]Perform A/B tests
A subject written like this will assign a high priority, red card, that is due on 2016-11-08 to the Waiting column of the Marketing swimlane with the name of Bill Thompson and a task name Perform A/B tests.

Email Example - Emailing Tasks to Board

How to use the “Add task button” Chrome extension in Kanban Tool?

First, you need to log in to your Kanban Tool account and while on the Dashboard, go to the My profile tab, then to API access. Here, please generate your API token and copy it.

Then go to https://chrome.google.com/webstore/ and add this extension to Chrome.
Please click the top right corner menu of your browser to enable the Kanban Tool Add task button.

The last thing to do is to fill the form with your Kanban Tool domain name and the generated API token.
Once you’ve set that up, you can start quickly adding new tasks through one click in the browser’s top right corner menu.
Kanban Tool extension Add task button

How to export tasks to Excel or CSV?

You can export all tasks from your board to an Excel or CSV file. While on a board, please go to the Tools menu in the top right corner and select the Export to excel or Export to CSV option. Tools - Export to Excel

It is also possible to export only some of the tasks.
You can either apply a board filter, and use the More… option to do an export of the selected cards, or you may manually select a number of tasks (CTRL & click) and choose to export those from a right-click menu on any of the selected tasks. Export selected tasks

How can Kanban Tool synchronize with Outlook?

Kanban Tool can synchronise with Outlook Calendar, allowing your task names and due dates to be shown in Outlook.
While on a board, go to the Tools menu in the top right corner, then to export to calendar and select Outlook / iCal.
Please note, that Outlook should be your default calendar in order for this to work.

I need to export cards to Google calendar - how can I do that?

Before creating this integration, make sure that you have some tasks with due dates.
To enable the Due date field on your cards, while on a board, go to Settings - Card Template and activate the Due date field. Card template - activate Due Date

Now, once you’ve given a due date to some of your cards, go to the Tools menu in top right corner of a board view, and choose export to calendar - Google.
In your Google calendar tab you will see a pop-up asking: Do you want to add this calendar?. Please click Yes, add this calendar - your tasks with due dates will now be displayed in your Google calendar.

Please note, that due to Google’s policy on external calendars synchronisation, it can take up to 24 hrs for the integration to be live.

I am not able to export the Tasks to Google Task or / and Calendar. What is wrong?

The problem is most likely caused by Google Calendar’s default update time for external calendars. Google updates them only once a day, which can cause delays in the integration going live. Unsubscribing from Kanban Tool’s calendar in Google and re-subscribing doesn’t help.
The best option is to wait at least a day to check if you start being shown your tasks in Google Calendar.

Does Kanban Tool have an iPhone or iPad app?

A dedicated iOS application is available for free to all registered Kanban Tool users.
Download it from iTunes and enjoy Kanban Tool in lightweight form, wherever you are.

If, however, you prefer the original full-board view, you can use Kanban Tool’s full version on your iOS mobile device more efficiently with these dedicated gestures:

  • Single click on a card to open it for editing
  • Click and hold for a second to open the context menu
  • Click and hold for a second and then drag to move a card to a different column.

Kanban Tool mobile apps

If we want to let a client monitor progress on a specific card what is the best way to set that up?

Unfortunately, you cannot share just 1 specific card or a few cards with an external user - a person that was not invited to join your Kanban Tool account.

The only solution is to add the client on as a member of your account.
You will be able to provide your client with a direct link to a specific card, but please note, they will also have full view of the board that the task is on. You can give this user a read only access, preventing them from making changes to any of the cards, which often helps.

Can I add attachments via e-mail?

Yes. In order to add attachments to tasks created by email, simply include them with the message you’re sending.
A single attached file, and the total size of all files attached to a single email, cannot exceed 20 MB.
Not sure how to create tasks by email - please visit this page.

How to enable OneDrive (SkyDrive) Integration?

You can easily add files from your OneDrive account and collaborate on them in real time in Kanban Tool.
To enable the integration, go to Settings - Power-Ups, click on OneDrive and then on the Enable button. You can now attach files directly from your OneDrive account. Enable SkyDrive OneDrive Integration

Simply press the + add attachment link from an open card. Then simply choose to Attach from OneDrive in the drop-down menu: Attach Files from OneDrive - SkyDrive

Send e-mail alerts to your boards

Get important email alerts on your board!
Stay on top of all new notifications and visualize the alerts on your project boards. You can integrate email alerts from any software you are using. Examples of email alerts

Please follow this sample MOZ guide to activate your board alerts

You can integrate MOZ alerts with Kanban Tool and stay up to date with all the notifications. Our Marketing board template is designed for the alerts to be stored in the very first column.

  • First, obtain your board’s email address
    from Tools - Add tasks from email, by right-clicking on it and copying it to the clipboard. Obtain board email address In order to start receiving your alerts to the board you will have to set up filters in your email account.

  • Go to Settings - Forwarding and POP/IMAP and click the Add a forwarding address button.
    Then paste in the board’s email address that you’ve copied a moment ago.
    Once you’ve confirmed the address, a new Kanban card will be created on your board with instructions to activate your new forwarding address. Forwarding confirmation Follow the instructions inside the card to verify your email address.
    Once the verification process is complete you will get the following message:
    You have verified the forwarding address.

  • Please locate the MOZ alerts in your inbox,
    then select one of the emails and click More on the toolbar and then Create filter.
    Or, open any email from MOZ, which you want to forward to your Kanban Tool board. Then click More on the toolbar and Create filter. Create your filter

  • Now you will have to specify the alerts you want to receive.
    All alert emails will be received from the same email address so we leave it as it is.
    The To field can be used if more than one sub-domain is used within one email account. Leave it blank or type in a specific email address for your case.
    The Subject field will allow you to set the filters for specific alerts or by leaving it empty you will receive all MOZ alerts. Fill out ''From'', ''To'' and ''Subject'' fields

  • Once you have filled out the information please proceed to Create filter with this search.
    In this section you will have to specify your filter options in order to forward the alerts to your project boards. Since the alerts will be visible in Kanban Tool, you can check the Skip the inbox (Archive it) box to avoid unnecessary traffic in your inbox.
    Also, please check the Never send it to Spam box. Most importantly, do check the Forward it to box and select your board email address that the alerts will be forwarded to.

  • Congratulations, now you will receive all alerts directly to your project board.
    We advise on setting up your board according to our template where the first column is an Alert lane, in which all the alerts will land.

Access Kanban Tool on your mobile devices

We welcome you to download Kanban Tool dedicated applications for Android and iOS mobile devices.

You can also use a mobile gateway for mobile devices so that you can easily manage your tasks on any phone or tablet.
The mobile version can be opened by simply adding /m at the end of your domain’s URL.
For example: http://domain.kanbantool.com/m/
Do ensure to enter the final slash after m/, please.
Mobile Access

One Click Access to Kanban Tool with SAML 2.0

SAML is a standard for identity management and SSO typically used by large enterprises.
Kanban Tool supports SAML 2.0-based One-Click authentication, which is supplied by many vendors together with online cloud identity providers such as OneLogin and SecureAuth.
Kanban Tool’s integration with SAML 2.0 will allow all your team members to log in to Kanban Tool with just one click.
Also, creating new accounts is much simpler - just add a new person’s profile to the identity provider’s service. Similarly, when someone leaves your company, you’ll be able to delete their profile with a single modification. One Click Access to Kanban Tool

To enable it for your team - you will first need to have an account with one of the identity providers (an example: OneLogin, SecureAuth).
Then, from a Kanban Tool’s Owner Account, go to the Account Administration panel, then Single Sign-On and please tick enable SAML2 Single Sign On.
Here you will need to fill in the information provided by the identity provider’s service. From here your team is all set!

For guidance on integrating SAML with Google Apps for Work, please view this page.
And if you’re interested in integrating SAML with ADFS, please contact us to get a detailed guide helping to set that up.

How to set up an Excel file for import?

Import Tasks - Location You’re welcome to import a number of tasks to your board in one go - either by uploading an Excel / .csv spreadsheet, by dragging / pasting a copy of data directly from an Excel sheet to the import window, or by typing task data into Kanban Tool’s import table. Import Tasks - Options

If you’re going to import a file which contains a title row, naming what data type is listed in which columns, you should either delete this row before uploading, or use the built-in import option to change file format, with which you can select to ignore the first row. If the imported file seems to have incorrectly detected your data separators, you may also tweak this in here. Import Tasks - Adjust Format

Once you’ve got the first row removed and data separators in order, it’s time to assign which card fields are represented by which column. On many occasions, Kanban Tool will recognize some fields itself, especially if you’re using a Kanban Tool export file to import back.
If your file has any empty columns, or columns you do not want or can’t import back to Kanban Tool, leave the heading above this row as (ignored). For all other columns, be sure to choose the right data type field from the drop-down list. Import Tasks - Choose Data Type

In cases where you need to choose an option defined by the board settings, such as a card type - you can do this by hovering over the field - an arrow will show and let you choose the right type from a drop-down menu. This will happen for various field types - whenever you see this arrow, it means that cues are available for you to choose from. Import Tasks - Uploading and errors

After this, simply hit the blue Import button at the bottom.
If there are any problems with the import, you’ll see a black exclamation point - if you hover the mouse cursor over it, you’ll see information about what exactly was the problem.

Updating existing tasks

The import functionality also allows to make updates to tasks that already exist on your board.
To do that, please be sure to include either native IDs or External IDs of existing tasks on the import list - the data you import for a task of that ID / External ID will overwrite what was there previously. It’s a great way to mass update task due dates, user assignments, priorities or tags.
For as long as either an ID or External ID is named, you can synchronise tasks with an Excel sheet with no limits.

Single Sign-on: integrating Google Apps for Work with Kanban Tool

Get one-click access to Kanban Tool for your team with Google Apps for Work:
find out how to give all of your Google team members access to Kanban Tool with SAML 2.0.

If you’re using Google Apps for Work (company email addresses with Gmail, Company Google Drive etc.), this is the best way to make Kanban Tool your project management go-to place in your Google Apps. SAML 2.0 is a standard for exchanging authentication and authorization data between security domains. Use this integration to make the 2 come together and simplify your team management.

To integrate your Kanban Tool account with Google Apps for Work, please follow these steps:

  1. Go to Google Apps for Work Admin Console - and open Apps
  2. Choose SAML Apps - Add a service / app to your domain
  3. Click the green link to Setup my own custom app
  4. Open your Kanban Tool account and go to Account Administration. This tab is only visible for Kanban Tool Account Owners. Go to the Single Sign-On option - and please enable it
  5. Copy the SSO URL from Google Admin Console window and paste it in Kanban Tool SAML settings as SAML Login URL
  6. Then download the security certificate from Google Admin Console window and upload it to Kanban Tool’s SAML settings
  7. In Kanban Tool’s section on How should the new accounts be provisioned - please choose what user privileges should the newly SSO-added users of Kanban Tool have - if you’d like for them to be able to create own boards, they would need to be Project Managers. If you leave them as normal users - they will only see the boards that others will share with them.
    Please note, that when choosing the option to not provision new accounts - you will need to change the account creating user’s username to their email, otherwise they will not be recognized when signing in with SAML 2.0.
  8. In Google Admin Console - please hit next and name the application Kanban Tool & hit next again. In Service Provider Details - as the ACS URL please paste the Access / Login URL from Kanban Tool’s SAML settings
  9. Copy and paste the Entity ID from Kanban Tool to Google Admin Console
  10. In Google Admin Console - select the Name ID Format to be an email and hit finish
  11. You will notice that the newly added Kanban Tool Google App is now off - please go to the triple dot menu and switch it on
  12. Go back to Kanban Tool SAML settings and save the changes
  13. You’re all set!

The process has also been presented for your convenience in the short video below:

In case of any questions at all, please contact support@shorelabs.com.

If you’re interested in integrating Kanban Tool SAML SSO with ADFS, please contact us to get a detailed guide helping to achieve this.

How to create tasks from an Excel spreadsheet?

If you often work in Microsoft Excel’s spreadsheets, and want to integrate your Kanban board with Excel data - you may wish to simply create tasks on a Kanban board directly from the Excel data cells.

Please download this guide.
Follow the explained steps to add a custom macro to your spreadsheet, and you’ll be adding tasks to Kanban Tool from Excel in no time! How to create tasks from an Excel spreadsheet

Where do I get my API token?

Each user has a unique API token. To generate yours, please go to My Profile - API access.
My Profile is available under your name displayed in the top right corner of the Dashboard.

If you’d like to learn more about using Kanban Tool API, please visit this page.