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 decide which fields will appear on your Kanban cards, you can edit your Kanban card template by going to board Settings:
Then go to Card template and tick all the fields that you'd like to be using and 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). If you switch over to a particular card type below the Default template - you can remove or reorder some fields for that specific card type. So that different card types (colors) will have different fields on them, or have a different order of fields on them. It's a good way to make various job types use different card templates.
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 in Default template, you can then remove some for the specific card types (colors).
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 and assignment are the properties that can show up on your Kanban card.
Which properties will be visible on a card depends on your chosen Kanban card template.
You can edit your Kanban card template view in "Settings" - "Card template". Please remember to always save changes at the bottom of the page.
It is quickest to use the filter or global search, accessible from any Kanban board.
Just type in @ + user initials (i.e. @XY) in either of the 2 and hit enter. All the tasks assigned to the searched user will be highlighted - filtering results 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 does not highlight the assignments, but gives a list of all tasks and checklist items.
Learn more about Kanban Tool filters here.
You can show the number of days remaining to the task's completion due date on a Kanban card.
The date itself is visible when you hover over the calendar icon of a card.
To enable the due date option for your board, while on a board, please go to "Settings" tab, then "Card Template" and select the "Due date" field to be active on your cards.
Please remember to save the changes at the bottom of the page.
Blocking a card means visualizing that something disables the team from performing the task.
The idea behind the card blocking feature is to not be able to move the blocked card until the problem is resolved. Usually, when you block a task, it cannot be moved at all.
Kanban Tool allows moving cards that are blocked but only by using the right-click menu.
Customizable priority fields on Kanban Tool cards are available through use of a custom field card template option.
You can customize the way your card looks in "Settings" - "Card Template".
To enable a custom field, check "Custom field 1" and change the label to e.g. "Priority", then select the "Dropdown with options" and set to e.g. "Very high, high, normal, low, very low".
The difference between a standard Priority field and customizable one is that unfortunately you will not see the icon on the front of the card.
1. You can use tags to link 2 or more cards. To do it you need to create cards and use the same tag (eg. "design") with 2 or more cards. Then, when searching for tasks using the search option in top right corner of the board view, you will be able to search for this tag and tasks that have been tagged with it will get highlighted.
2. You can also try another solution - each card in Kanban Tool has a unique URL. You can copy this URL and paste it in another card's external link field.
To enable external link fields, please go to "Settings" - "Card Template". This way, when opening a card, you can switch to a linked card by just one click in the far right corner of the external link field.
3. Also, you can successfully utilize the Web Attachments to link one card to another. The Web Attachment Power-Up allows for linking anything with a URL (so any web content) to a Kanban Tool card. Web Attachments can be enabled in "Settings" - "Power-Ups".
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 (your initials) into the search:
You can view card specific stats through the Lead and Cycle Time diagram.
Lead & Cycle diagram 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 lists the amount of time users have spent working on this task.
Similar information on specific card time entries can 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.
The links should be automatically recognized by the description field editor.
To open a link, please click on it and choose the first available icon:
Adding links to Kanban cards is also very effective with use of the Web Attachments or an External Link field.
Also, links are supported in the checklist function - they work perfectly (one-click open). Please try it.
It's possible that you have entered an unsupported sign in your Task Difficulty field.
The Task Difficulty will only show a number on the front of a card - no letters nor any special characters.
You can add descriptions to different Task Difficulties in a drop-down menu, but only the numerical value of this description will be shown on the front of a card.
It is highly suggested that you utilize 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 recognized 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.
Now all your card information is more visible.
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 due date field in Settings - Card Template - these are 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 fields you can get a visual clue on how much time is spent on tasks with regards to your own time estimates about it.
To do this, please activate the Estimated Time field in Settings - Card Template.
Once done, please add your estimation of how long you think the task will or should take.
The Estimated time field is set to work in hours. For instance, you can write:
"6" for 6 hours or
",5" for half an hour or
":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, it's best to use the built-in Kanban Tool comments. This way you don't need to explain what task you're referring to, and significantly cut down the time needed for exchanging information. It also makes 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 use attachments in this communication - the files will be sent with the notification email and can also be included to the inbox reply.
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 allows an easy choice of 3 font sizes: Default, Large and Extra Large.
There is also another way to enlarge font size on the fronts of cards.
Please go to the board's 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 the Developer Tools here.
Alternatively, you can simply zoom in on the board with the browser's zoom - normally accessible by simultaneous clicking of CTRL and + on the keyboard.
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 do that, 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.
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.