Kanban View

New Features  🎉
The features described in this article are part of the April 2025 Release. TaskRay will be automatically upgraded to this version in sandbox and production instances on the following dates:

  • Sandbox: April 22
  • Production: May 6


This version of TaskRay will be available on the AppExchange on May 6.

This feature is available on the following TaskRay Product Editions: 

  • Starter
  • Standard
  • Premium

Kanban View allows managing projects and tasks like sticky notes on a whiteboard. The Kanban View interface organizes tasks into columns that represent task statuses, providing a visual representation of how the work is distributed on projects. 

In this article, we provide an overview of the main functionality of Kanban View and showcase how users can incorporate the view into their daily workflows.

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Kanban View | Guided Walkthrough

 

Kanban View | Functionality Review

Organization

Kanban Columns | Task Status Lists

Kanban View organizes tasks into columns that represent different status lists, providing a quick visual representation of how the work is distributed on projects. Out of the box, TaskRay comes pre-configured with four columns/status lists: Holding, Prioritized, Started, and Finished. 

You can temporarily hide a column and all of its tasks from the view using the Columns filter found at the top of the board. As an example, this can be useful if you would like to hide all of the finished tasks to keep your view focused on open work.

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TaskRay Pro Tip | Customize Columns (Task Status Lists)
Kanban columns represent the stages that tasks move through as they are being worked on. If the default columns/task status lists do not align with your organization's workflow, it is possible to customize them. Customization allows adding new status values, removing statuses that do not apply to your organization's workflow, as well as designating multiple statuses to indicate completion of work. If this customization is needed for your workflow, reach out to your internal Salesforce Admin to get it set up!

 

Task Cards

In Kanban View, every task is represented by a card displaying key information. You can hover over the elements on the card for additional context and details.

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TaskRay Pro Tip | Task Card Labels
Task Card Labels can optionally be configured to surface additional details on task cards for quick reference. If there are any field values that you would like to see on task cards, reach out to your internal Salesforce Admin to get those set up!

 

Task Sorting

Tasks can be automatically re-sorted within columns using the Sort By control found in the top right corner of the view:

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Out of the box, TaskRay provides a set of default options for sorting, allowing you to organize tasks in manually or by some of the standard task field values. The default sorting option is Whiteboard Sort. Whiteboard Sort provides the flexibility to move and place tasks in any order within the columns. You can use this option to organize tasks in a custom order that is necessary for your workflow and prioritization purposes.

Other sorting options are based on task field values. For example, you can sort tasks by Estimated End Date to place the tasks nearing their assigned due dates at the top within each column. Another example is to sort tasks by Priority, which will allow you to pinpoint the tasks that are designated as high priority quickly.

TaskRay Pro Tip | Customize Sort Order
Do you have other criteria by which you would like to sort tasks? It is possible to customize the Sort Order menu to include additional options based on custom task field values. If there is another option that you would find useful for your workflow, reach out to your internal Salesforce Admin to get it set up!

 

Grouping

If a project incorporates task groups as part of its structure, you can visualize those in Kanban View. To do this, use the Group By option found at the top of the view and select the Task Group option.

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Once the grouping is set, each task group will be represented by a row, and the tasks will be organized within their task groups accordingly. When the view is set to group by, the tasks within each grouping will be sorted according to the selected option in the Sort By menu.

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Filtering

Kanban View incorporates a robust filtering mechanism in the left sidebar to help you stay organized and quickly refine visible projects and tasks. Filters can help streamline your workflow by providing efficient ways to locate your work or view needed subsets of projects and tasks.

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TaskRay Pro Tip | Master Filtering
To get the most out of the filtering functionality, consider the following:

 

Task Management

Kanban View presents an intuitive approach to managing work on projects. By organizing tasks into status lists, the view provides a quick visual of how the work is distributed on projects and makes it easy to move tasks across statuses as they are being worked on. 

 

Manage and Complete Tasks

When managing assigned tasks, it is important to keep their statuses aligned with the current progress of work. Kanban View allows users to move assigned tasks across different status lists to track their progress. When the work reaches completion, tasks should be moved to the column representing the final stage (e.g. Finished).

To update a task's status, simply drag its task card to the applicable column on the board. To complete a task, drag the task card to the column that represents the final stage (e.g. finished).

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TaskRay Pro Tip | Bulk Update
You can update the status of several tasks at once by multi-selecting the applicable task cards and moving the selection to the new status column. To multi-select, click on Ctrl (PC) or Command (Mac) on your keyboard and select the applicable task cards. To multi-select a sequence of task cards, click on Shift on your keyboard, then select the first and last task cards in the sequence.

Additionally, if you ever need to review detailed information or make field-level updates to the task as it is being worked on, double-click on the task card to open the task's detail modal.

 

Create Tasks

There could be times when you might need to create new tasks on projects, such as to account for an ad-hoc activity or other relevant work. In Kanban View, tasks can be added using the Quick Add option (Plus icon) found above the leftmost column. When creating a new task, you have the option of either adding it directly to a task group (if the project incorporates task groups) or creating it as ungrouped. 

In Kanban View, the quickest approach to create tasks is when viewing a single project. However, tasks can also be added when multiple projects are selected on the board.

  1. Navigate to the project that you would like to add the new task to. This is done via the left sidebar using filters. 

    1. Option 1: Leverage the Single Project Search option and navigate to the project directly.

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    2. Option 2: Select a specific project in the PROJECTS section in the left sidebar.
  2. With the applicable project selected in Kanban View:
    1. To add a new task to the project: click on the plus icon above the leftmost column.
    2. To add a new task to a specific task group within the project:
      1. In the top right corner, set Group By to Task Group.
      2. Locate the applicable task group and click on the plus icon above the leftmost column for that task group.
  3. This will expose the quick add field. Type the name of the new task and hit Enter on your keyboard. This will create a new card for the task in the column.

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Note | Required Details
In the event that there are required fields on the task or if you are adding a task with multiple projects selected, TaskRay will open the Task Detail modal and require entering missing details before saving the new task.

 

 

Kanban View | In-App & Lightning Component

Kanban View is available as an in-app view and as a Lightning component. The Lightning component can be added to record pages in Salesforce, such as on Accounts and Opportunities. The component will function within the context of the record where it is viewed, displaying projects and tasks related to the record.

TaskRay Pro Tip | TaskRay Board (Contextual) Component
Looking to add Kanban View to a page in your Salesforce instance? Reach out to your internal Salesforce Admin to get it set up!

 

 

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