Useful hints on the best ways of customizing, describing and filtering task cards. Learn how to assign tasks to team members or link tasks together. Also here: the most common problems with card management.
To choose which fields will appear on your Kanban cards, please edit your Kanban card template by going to board Settings:
Then go to Card template, and tick all the fields that you want to use, please remember to save the changes at the top of the page.
When editing the Default template, you are selecting the base template for all your cards.
You can, however, also assign other, more limited templates to specific card types / colors. When you switch over to a particular card type below the Default template, you can remove or reorder some fields for that specific card type. In that way, different card types will have different fields on them, or will show a different order of fields. It’s a good way to make various job types demand different type of information.
Please note, that the Default template is your baseline here.
In order for any card type to have a specific field on it, it first needs to be enabled in the Default template. From the fields selected for the Default template, you can then remove some for the specific card types.
On the image below you can see two different card templates in use on a board at the same time.
Task ID, priority, comments, tags, external link, due date, to-do list, task difficulty points, card dependencies and task assignment are possible to be shown on your cards.
What properties will be visible on the card in general (closed or open) depends on your card template settings.
You can edit your card template from Settings - Card template.
Furthermore, you can project any additional card data onto card fronts with the Task Summary Power-Up. How much or how little data your cards show is under your complete control!
Use filters or global search, accessible from any Kanban board.
Just type in @ + user initials (i.e. @XY) in either of the 2 and hit Enter. When filtering, all tasks assigned to the searched user will be highlighted - results of filtering are limited to the 1 board you’re on, while global search results span across all the boards you have access to. Using the search gives you a list of all tasks and checklist items assigned to the searched user initials.
Learn more about Kanban Tool filters here.
By default, cards show the number of days remaining to the task’s completion due date, and the date itself is visible when you hover the mouse pointer over the calendar icon of a card.
Additionally, you can project the full due date onto card fronts with the Task Summary Power-Up.
If you don’t see a Due Date field in your cards, then go to Settings - Card Template and enable Due date field for your cards.
Please note, board Settings are only accessible to users who were given at least a Project Manager privilege or were made a board owner.
You can create a custom priority field by using a custom field.
To customize your card’s fields, go to Settings - Card Template. Enable a custom field, by checking Custom field 1 and changing the label to e.g. Priority, then select the Dropdown with options type and set to e.g. Very high, high, normal, low, very low.
Notably, a custom priority field set up like this will not generate standard priority icons on the fronts of your cards.
Simply add one card as attachment to another.
Attached tasks will be opened on top of the linking ones, for quick navigation. Go to Attachments and use the Link to a different task option.
Use Task Dependencies Power-Up.
It has been designed to help manage complex jobs. Large tasks can be broken down into small pieces, arranged in readable structures, showing clear dependencies between them.
You may also use tags to link 2 or more cards.
Just apply the same tag to a number of cards. You will then be able to filter for this tag, and quickly locate tasks that contain it:
At the moment, you can only assign a task to one user at a time.
You can, however, use a checklist to create subtasks and assign them to other users.
Email notifications are sent on checklist item assignments - also - individual users are able to search all boards simultaneously for their assigned work - both tasks and checklist items - so there is no risk of anyone not finding their assigned work.
To find all your assignments, just type @XY (an @ with your initials) into the search:
You can view card specific stats through the Lead and Cycle Time diagram. It will provide you with a start time, an end time and a cycle time statistics for each task.
Another good piece of card-specific information is the Time log, available from the task itself. It shows how much time different users have spent working on it.
Information on specific working time entries for specific tasks can also be read from the Summary View of Time Report, after grouping entries by task and by user together. Note: the Time Log and Time Report are only available on the Enterprise plan.
It’s possible that you have entered an unsupported character in your Task Difficulty field.
Task Difficulty can only display numbers on the fronts of cards - letters and special characters aren’t supported.
You can add descriptions to your Task Difficulty levels in the drop-down menu, but only their numerical values will be shown on card fronts.
It is highly suggested that you utilise the external link field or custom fields with external link type to store your links and gain easy access to them.
You may also add links directly to your description of a card - they will be automatically recognised and highlighted by the editor.
To open this link, just click on it and choose the first available icon - Open Link.
A very good alternative to using description field links is using either the External Link field or utilizing the Web Attachments Power-Up. Both of them facilitate changing links to one-click accessed buttons - much more time-saving!
A good way of enlarging the due date is increasing the card font size. This way all the information is more visible.
To enable larger fonts on your cards, please go to Settings - Power-Ups - Developer Tools and open the blue link to scripts on Github.
From there, please choose the Large Font Script, copy its link and paste it back in the Developer Tools dialogue box. Just click the plus icon, paste the link and Save Changes.
This will increase your closed card fonts.
You can also show full due dates directly on card fronts. This is possible via the Task Summary Power-Up. Feel free to go to Settings - Power-Ups - Task Summary to enable due dates, or any other card field, to show directly on a closed card.
In order to find a due date field on your Kanban card, you first need to enable the field in Settings - Card Template, accessible from your board view.
Once you’ve checked due date in Card Template, you will have a Due Date field visible on your card (in edition):
Also, you can see the due date even without opening the task, it will appear when you hover over the calendar icon. Also, once the date gets to 10 days or closer to the deadline, there will be a number of days left displayed right next to the calendar. Once the date is up, there will be a distinct red “0” or ”- X number of days” staring at you from the card.
You can also see the due dates you’ve set in the Calendar Widget (once enabled in Settings - Power-Ups). The days that have some due dates set will be in bold font, and those that have due dates and are assigned to you will be visibly highlighted:
With use of the Estimated time field, you can get a visual clue comparing time recorded working on a task versus your own estimate on how long that task should have taken.
To try this, please activate the Estimated Time field in Settings - Card Template.
Then simply add your estimation of how long you think the task should take.
The Estimated time field is set to work in hours. For instance, you can type:
6 - for 6 hours
,5 - for half an hour
:25 - for 25 minutes
When you start working on a previously estimated task, there will be a pale green progress bar displayed at the bottom of the card, notifying you of the running time being within the estimate:
If it happens that you work on this task for longer than estimated, a new progress bar will be displayed - this time in pale red, showing how far over the estimate you’re going:
After work on the task is done, this little progress bar will be a remaining information on the task card, showing whether you’ve completed the work within or outside of the estimates time:
To collaborate effectively, we recommend using the built-in comments. They save you from having to explain which task you’re referring to, and will significantly cut down the time needed for exchanging information. Comments also make a good record of the process for future reference.
To add a comment to your card, please click the red chat icon in the bottom right corner of your open card view.
In there you can enter text, paste a file and address who shall be notified about it. The person you point here to, will receive an email with this comment and a link to the card. They will also be able to reply to this comment via email - directly from their inbox.
You can also direct a comment notification at a whole User Group, instead of having to select various team members individually.
When attachments are used in this communication, they will be sent with the notification email. You may also include attachments to an email replying to a Kanban Tool comment notification.
Furthermore, it is possible to attach tasks to comments, to easily reference other, related work. For all attachment types, just click the paperclip icon.
The comments side panel also displays the card history - all of card edits and comments for this task are listed here in chronological order.
Want to make your Kanban Tool comments say more with expressive emoji?
To enter an emoticon to your Kanban Tool comment, please use the twemoji model, so instead of :) for a smile icon, please use :smile:.
You can view a full list of supported twemojis here.
Or - you can make this easy for yourself by enabling an Emoji Picker Power-Up in board Settings. This will add an icon picker to your comment editing section:
The simplest way to make the card fronts text larger is to use the Custom Theme Power-Up. It offers a choice of 3 font sizes: Default, Large and Extra Large.
It’s also possible to give closed card fonts an even larger size. Go to the board Settings - Power-Ups - Developer Tools and add the Large Font Script to one of the empty slots of your Developer Tools.
You can find out more about Developer Tools here.
Alternatively, you can simply zoom in on the board with the browser’s zoom - normally accessible by simultaneous pressing of CTRL and + on the keyboard.
For more information on making the board view larger, please view this page.
To enable the full screen mode for a card description, please focus your mouse cursor on the description field (start editing). You will see a stretch arrow in the top corner of the description field, with which full screen view is activated. To get back to regular view, just hit the ESC button.
You are welcome to use multiple keyboard shortcuts within the task description field, please see them here.
To save an image of your card, please open the task and choose Save as image from the context menu.
The image will be saved to your browser’s default download folder.
From there on, you can print the image using your operating system settings or any graphics program.
For completed work we recommend archiving tasks, as this builds the grounds for your account Analytics, and leaves you with a record of what work you’ve done. The delete option should be reserved for tasks created by mistake or about doing which you’ve changed your mind.
If, however, someone happens to delete a valid task by mistake, it should be available to be brought back, for as long as it is still in our database.
Only users with an Account Admin or Owner can restore deleted tasks. They also need to ensure that they have active access to the boards tasks had been deleted from.
To restore tasks, an Account Owner or Admin needs to open the search window from any board and type in: deleted_at:? - to see all deleted tasks available for recovery or, for example: deleted_at:<2018-06-14 - to see all task deleted up until a given date. deleted_at:>8.hours - to see all task deleted within a set amount of time.
All that needs to be done now is to use the Restore button.
Please note, you may need to reload the page in order for a recovered task to display all comments and attachments.
To change a task’s color, right-click on it and use the Change type option from the dropdown menu.
If you’d like to add more, or other card colors to the available selection, you can. 22 colors are supported. To add a new card color, please go to Settings - Card types and click the + Add custom card type button. Then enter the card type’s name, select a color and click Add new button.
Yes. While it’s not possible to automatically show events’ full dates in the comments and history side panel, please note, that if you hover the mouse pointer over the x time ago text, a full date and time will be displayed.
Kanban Tool is a visual management application based on Kanban that helps companies visualize workflow, track project progress and analyze and significantly improve business processes. Kanban Tool provides powerful online Kanban board, insightful Kanban analytics and seamless time tracking. Our Kanban software works perfectly in software development and is designed for Scrum and Kanban teams that want to visualize work on Kanban board.