Kanban view is a powerful visual workflow that helps teams easily structure their work into a board with task cards. While it's widely used in agile project management, its benefits extend beyond agile teams, making it a useful tool for anyone looking to enhance organization and workflow.
Kanban Pre-Setup
Before activating Kanban view, you need to create a single select field. This field will help you organize different aspects of your project, such as phases, task statuses, or risk priorities.
How to Create a Single Select Field:
Add a new column and set its type to Single Select.
Name the column based on what you want to track (e.g., Task Status, Project Phase, Risk Level).
Define the choices that will categorize your tasks. For example, if tracking task progress, your options could be:
🟢 Done
🟡 In Progress
🔵 Planned
🔴 Blocked
Save the changes to apply your selections.
Assign each task to the appropriate category or status.
Creating a Kanban View
The Kanban view allows you to organize tasks as cards on a board, helping you visualize data at a glance and prioritize tasks as they move through different workflow stages.
To add a Kanban view:
Within the table, click on the "+" sign above the search bar.
From the drop-down menu, select Kanban view.
A box will appear to enter a name for the view—choose a descriptive name that reflects its content.
Select who can edit:
Collaborative for team access and editing.
Personal for individual use.
Click "Add".
Choose the field to stack your cards by, After Creating the Kanban view an options of "single select" fields within the table will appear.
Filtering Kanban View
kanban views can be filtered to quickly find tasks that match multiple criteria. Select two or more filters from the available list to refine your results.
For example, you can filter by tasks with budget higher than 2000.
Applying Custom Filters
To filter a kanban view:
Within the view, click on the funnel icon in the view bar.
A box will appear; click on "Add filter."
Three fields will be displayed:
Choose a Column
Choose a Condition
Choose a Value to Filter by
The filter will be applied directly to the view, updating the displayed data based on the selected criteria.
Reordering Cards
Kanban stacks are based on a single select field, meaning each stack represents an option within that field. You can modify how tasks are arranged by:
Dragging and dropping cards between stacks to update their status.
The value in the single select field will automatically adjust based on the new stack.
If a card does not have a value for the selected single select field, it will appear in the Uncategorized stack. Moving a card to this stack will clear its field value.
you can also Manually Sort Cards Order By draging and dropping them inside of the Stack
Changing the order of the cards will affect the original table values
Reordering Fields
To change the order of Fields on Kanban cards:
Click on any card
Click and drag the handles next to column names.
Arrange the fields in the desired order within the arrangement pane.
This allows you to prioritize the most important data for easy viewing.
Kanban Settings
Stack By
Kanban stacks are based on a single select field, meaning each stack represents an option within that field.
You can modify how tasks are arranged by:
from the gear icon Choose Stack by
Select different single select field or create new one and start categorize the cards on it.
Show/Hide Stacks
To manage the Stacked displayed:
from the gear icon Choose Show Stacks
Use the toggle next to each stack to show or hide it.
Use the Hide all or Show all buttons for bulk changes.
Customizing Cards
The Customize cards option lets you control what information appears on each task card. Once your Kanban view is created, you can:
Choose which fields to display
Search for specific fields
Rearrange fields within the card layout
Cover Field
The cover field is a designated file field (such as an image) that appears at the top of the kanban card.
To set a cover field:
Ensure your table has at least one file field.
Select a file field as the kanban cover image after creating the kanban view.
If multiple file fields are present, you can change the cover field by selecting a different option from the cover field dropdown. You can also choose to have no cover field.
When a kanban view is shared publicly, its cover image will remain visible.
Adding Cover Field
Click Gear icon to view kanban settings.
Click Customize Cards.
Click on the Cover field drop-down list.
Choose the File Column from the List.
Removing Cover Field
Click Gear icon view kanban settings.
Click Customize Cards.
Click on the Cover field drop-down list.
Choose No Cover.
Showing/Hiding Fields
To manage the fields displayed on cards:
Click gear icon to view kanban settings
Click Customize cards in the top-right of the view.
Use the toggle next to each field to show or hide it.
Use the Hide all or Show all buttons for bulk changes.
You can also rearrange fields by dragging and dropping them in the preferred order. Clicking on a card will expand it, allowing you to adjust visible fields.
Show on Expand
to control appearing fields when expanding a card:
Click Gear icon to view kanban settings
Click Show on Expand from the drop-down list.
Use the toggle next to each field to show or hide it.
Use the Hide all or Show all buttons for bulk changes.
Sharing the Kanban View
You can share a Kanban view via a shareable link. When sharing, you can control what others see by applying filters or hiding specific fields.
Managing Cards
Creating a New Card
Adding a new card creates a new row in the table:
Click the ellipsis (•••) beside the Stack.
Select Add new card, fill in the details, and click Add.
OR Click Add New under Each Stack
Duplicating an Existing Card
duplicating an existing card duplicate an existing row in the table:
Click the ellipsis (•••) under the Card.
Select Duplicate card.
Deleting a Card
Deleting a card delete an existing row in the table:
Click the ellipsis (•••) under the Card.
Select Delete card.
Managing Stacks
Editing a Stack
To rename a stack or change its color scheme:
Click the ellipsis (•••) beside the stack.
Select Edit stack and modify the settings.
Click Change to apply updates.
Shrinking/Unshrinking a Stack
To shrink a stack:
Click the arrow icon beside the Stack.
Reverse to un-shrink the stack.
Deleting a Stack
Deleting a stack will remove the associated single select field option, which could result in data loss. To delete:
Click the ellipsis (•••) beside the stack.
Choose Delete stack and confirm.
Click Delete to Confirm Deleting the Stack.
If a stack is deleted, the corresponding rows in the table is also removed, so always double-check before deleting.
To delete a card, right-click on it and select Delete. Be cautious when deleting, as it removes the associated data from the table permanently.