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Version: Version 22

Kanban

Introduction​

What is the Kanban tab?
The Kanban tab in the Project app visualizes the work within a project as cards flowing through lists (columns). Each card represents a task; the list it is in shows in which phase the task is. The board is developed for optimal integration with the project planning: it does not only contain cards you add yourself, but also automatically shows cards that originate from the project planning (tasks on plan items) and from log items such as Risks.

Who uses it?
Project managers, team leads, and team members who plan, prioritize, and track work. Permissions determine who can configure the board (e.g., manage canvases) and who can only use it.

What value does it deliver?

  • A clear overview of the status and flow of tasks (from left to right).
  • One board that combines manually added work, planned work, and follow-up actions from logs.
  • Priorities made visible by ordering and ranking cards.
  • Personal and team views through filters and saved views.

Working with the Kanban board​

Setting up lists​

Start by creating lists on the Kanban board. Make them as detailed as needed, but keep the board simple enough to fit your project. Some examples for inspiration:

  • Basic usage: 'To do', 'Doing', 'Done'.
  • Software development: 'Backlog', 'Ready', 'Coding', 'Testing', 'Approval', 'Done'.
  • Marketing: 'Requested work', 'Waiting to be assigned', 'Assigned to writer', 'Assigned to editor', 'Final production', 'Published'.

Adding cards​

Cards appear on the board in three ways:

  • Manually: click + Add card in the list where you want to place the card.
  • From the project planning: click the plan item in the project planning and add tasks to the plan item's Kanban board. These tasks appear on the Kanban tab as well, with a label that indicates the plan item they belong to.
  • From log items: cards can also originate from log items such as Risks, so follow-up actions from logs are visible on the board automatically.

Note: The link between planning and board works in one direction only. Cards created on the Kanban board cannot be linked to the Gantt planning afterwards; tasks must be added from the plan item in the planning to be linked to it.

Importing cards​

Kanban items can also be created in bulk via the Import/export module, just like Portfolio items in the portfolio funnel. Administrators create an import task with data type plan item and can import Kanban items under a plan item, a log type, or the project itself. See Imports and exports for details.

Mass-adding cards by pasting a list​

You can also add a list of cards directly on the Kanban tab, for example by pasting rows copied from Excel:

  1. Click the ⋮ menu at the top right of the board.
  2. Select Import project information.
  3. Paste your Excel data into the dialog.
  4. Map the columns to the correct fields.
  5. Confirm the import. The items are added to the board automatically.

Prioritizing and ranking cards​

Indicate priority by changing the order of the cards: place the cards with the highest priority at the top of their list. To rank automatically, click the options menu at the top right of a list and select Rank on field value to order the cards by a relevant field value.

Adding owners to cards​

Click a card and click + under Owner. Adding an owner makes someone responsible for the card and provides insight into the distribution of work among people.

Filters, views and personal Kanban boards​

Use filters to display a specific set of cards, and save frequently used filters as a view. This also makes personal Kanban boards possible: set a filter on Owner with the value current user, and the board shows only the cards of whoever is looking at it. Saved as a view, this gives every team member a personal board with one click. For more information, see the Filters and views article.

Showing extra information on cards with canvases​

Cards can show extra information through canvases: compact, configurable panels rendered on the card itself (fields, lists, formatted text and images). Canvases are attached per list via Configure canvasses, so each phase can show exactly the information that matters there. For an explanation of canvases, templates, and segment types, see the Canvases article.

Best practices​

  • Keep lists simple: Start with a few lists and only add more when your process needs them.
  • Add tasks from the planning where possible: Tasks added via plan items stay linked to the planning; cards added on the board cannot be linked afterwards.
  • Use ranking for focus: Keep the highest-priority cards at the top, or rank lists on a field value.
  • Give every card an owner: This makes responsibilities and workload visible at a glance.
  • Create a personal view: A saved view with Owner = current user works as a personal board for every team member.
  • Use canvases sparingly: Show only the information users actually need on the card.

FAQ​

Can I link a card on the Kanban board to the Gantt planning?
No. The link works in one direction: tasks added to a plan item in the planning appear on the board, but cards created on the board cannot be linked to the planning afterwards.

Why do I see cards I did not add?
The board automatically shows tasks from plan items in the project planning and cards originating from log items such as Risks.

Can I import cards in bulk?
Yes. Administrators can import Kanban items via the Import/export module, comparable to importing Portfolio items in the portfolio funnel.

How do I create a personal Kanban board?
Set a filter on Owner with the value current user and save it as a view. Everyone who opens the view sees only their own cards.

Can I add the same canvas to multiple lists?
Yes. Select all relevant lists in the canvas configuration. See the Canvases article.

Need more support?​

For step-by-step instructions or troubleshooting, contact your Fortes Change Cloud administrator or consult in-app help.