Kanban View

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.

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.

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.

Task Sorting

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

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.

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.

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.

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.

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).

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.

      

   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.

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.