Kanban Boards and Tasks

Create as many Kanban Boards as you need in the Workspace. For example:

  • To divide the work between several teams that use different workflows
  • To divide the work and track progress by sub-projects, project phases, customers, etc.

Watch the video

Jump to:

Adding a New Board

Note: If you're working in Scrum, click here.

To add a Board to your Workspace:

  1. In the Workspace, open the Boards tab. Click +Board.
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  2. Enter the Board name and select the Kanban Board type.

To create a new Board similar to an existing Board, open the menu and click Duplicate Board.

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Archiving, Restoring and Deleting Boards

When you archive a Board, all its Tasks will be archived as well.

Note: You cannot archive the first Board created in the Workspace.

To archive a Board:

  • You can archive a Board by clicking on the 3-dot menu > Archive Board. You can do this in the Board or from the Kanban Boards tab in the Workspace (on the relevant Board card). 
    Archiving a Board from within the Board
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To restore a Board:

  • In the Workspace, open the Boards tab, and filter the Status to show archived Boards. Click the 3-dot menu on the relevant Board to restore the Board and all its content.
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To delete a Board:

When you delete a Board from the Workspace, all of its tasks will be deleted as well.

You can delete Archived Boards (see above).

  • In the Workspace, open the Boards tab, and filter the Status to show archived Boards. Click the 3-dot menu on the relevant Board to delete the Board and all its content.

Board Discussions

Open the 3-dot menu and select Board Details.

Collaborate with colleagues in the Discussions panel. Use @ to mention a colleague.

You can also add comments to discussions by replying to email notifications. 

File Attachments

Open the 3-dot menu and select Board Details. Scroll down to Files.

To upload an attachment, click Choose a file or drag a file to the Board.

We support many file formats, including document formats such as doc and PDF, image formats such as jpg and png, and multimedia, such as mp4 and avi. You can upload files up to 250 MB each.

To quickly preview image, video, or PDF files, click + on one of the files. You can then navigate between files, download or delete files, and use tools like pagination and zoom on the files.  mceclip0.png

You can also rename, delete, and download files from the 3-dot menu options. 

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Using Stages and Statuses

Stages represent phases in the Project. You can drag Tasks between Stages as they progress. 

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For each Stage, you can set a status (color) to indicate if Tasks in the Stage are classified as Not started, In progress, Done, or Blocked.

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Two Stages may have the same status, depending on your actual workflow.
Using common Stage statuses allows each team to set their own process, while providing a standard, unified view of progress across all Boards within the Workspace, or across multiple Workspaces.

This unified status view is visible in the tasks summary in the different views. You can see the status based on the number of Tasks, estimated effort or remaining effort. Effort can be displayed in time or Story Points

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To add Stages and statuses:

  1. Open the Board in Board view. 
  2. To the right of the last Stage on the Board, type in a name for the new Stage.

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  3. For each stage, set a status (color) to indicate if Tasks in the Stage are classified as Not started, In progress, Done, or Blocked.
    Click on the status and choose the status for the Stage.

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To easily manage your Stages, click Stage Settings in the Board menu.

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You can then easily add, delete, rename, and rearrange Stages.

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Adding Tasks

You can add a Task from the following locations:

  • In All Workspaces, in the Tasks tab
  • In a Workspace, in the Tasks tab
  • In a Board, in Kanban and Grid views
  • On the Gantt chart

Tip: To easily create a new Task, based on another Task, simply duplicate the Task.

Activity (Discussions, Updates, and Progress) are not duplicated.

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See also Creating Tasks with Email

Board Views

Tasks can be viewed with their Boards minimized, or in a compact view.

Switch between views.

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When maximized, Tasks are not in view. Click Show Tasks to minimize and view Tasks.

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Managing Tasks in Board View

 

To manage Tasks in Board view:

  • Add a Task - Click +Task or Create New Task. See Task Details below for more. 
    The creator of the Task becomes an assignee by default. 

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    Note: You can also create Tasks from email.
  • Edit a Task - You can update many of the Task details by clicking on the relevant property on the Task card directly on the Board. For more editing and Task details, click on the Task to open it.
    Click mceclip0.png to select and edit multiple Tasks, or click mceclip0.png twice to select all Tasks.
    See Task Details below for more.
  • Archiving and Deleting a Task - Click the 3-dot menu and click Archive Task
    To archive multiple Tasks, click mceclip0.png. Select the Tasks and click Archive Tasks. Click mceclip0.png twice to select all Tasks.
    To view archived Tasks, open the filters and select Show only archived Tasks
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    Click the 3-dot menu to permanently delete the Task or restore it.

  • Get/Copy the Task link - Open the context menu to get a direct link to the Task.
  • Move a Task to a different Board -
    • Click on the Task to open it. Select the Board.
    • Drag it to a different Board in the left navigation panel.

Managing Tasks in Grid View

To switch between Kanban and Grid views, click the relevant view icon.

In Grid view, you can quickly view and filter Tasks, as well as add and edit tasks inline.

You can also use the Gantt chart to add and alter Task dates and durations. Click here to learn more. 

  • Add a Task - In the top row of the grid, click Create new Task and type a name for your Task. The creator of the Task becomes an assignee by default. 
  • Edit a Task - You can edit task details inline by clicking on a field in the grid column. Editable fields have a dotted line around them when hovering over the field. Click the 3-dot menu next to the Task name and select Task Details
    See Task Details below for more.
  • Archiving and Deleting a Task - Click the 3-dot menu and click Archive Task
    To archive multiple Tasks, click mceclip0.png. Select the Tasks and click Archive Tasks. Click mceclip0.png twice to select all Tasks.
    To view archived Tasks, open the filters and select Show only archived Tasks
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    Click the 3-dot menu to permanently delete the Task or restore it.
  • Rearrange columns by dragging them in the grid.

Rearranging columns
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Filtering Tasks

In all Task views you can filter Tasks by name, assignee(s), priority and labels. Click on the Filters icon mceclip1.png to filter your view further, by Boards, Milestones and more. Select the My Tasks checkbox to see only your tasks.

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Tips:

  • To filter tasks by one or more users, you can click on the user avatars. To select multiple users, press the Ctrl (Windows) or Command (Mac) key and select the users. 
  • To filter by Status, click on the Status in the summary. 

Editing Task Details

To edit a Task:

  • In Board view
    • Single Task - You can update many of the Task details by clicking on the relevant property on the Task card directly in the Board. For more editing options, click on the Task to open it. See Task Details below for more.
    • Multiple Tasks - To update multiple Tasks, click mceclip0.png. Select the Tasks to edit and click Update Tasks. Edit the properties, and click Update Tasks
      Tip: Click mceclip0.png twice to select all Tasks.
  • In Grid view
    You can edit some of the Task properties inline. Editable fields have a dotted line around the field.
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    For non-editable fields, open the menu to edit the Task.
    To edit multiple Tasks, click mceclip0.png and select the Tasks. You can also press Shift and select multiple Tasks in the column, or click mceclip0.png twice to select all Tasks.

Summary 

At the top of the Task page, you can update the following details:

  • Task name - Click on the name to edit
  • Priority - Set a priority, which can also be used to filter Tasks
  • Board - Click the Board name to move the Task to a different Board
  • Assignee - Click the assignee to add, remove or update assigned members

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Description

Add a description to your Task. 

Checklists

Create checklist items in the Task that can be checked off as you progress in the Task.

Hover over the checklist item to rename, rearrange or delete the item.

Assign checklist items to one or more members. As you add members, they will be added as assignees on the Task. If you remove an assignee from the Task, that member will be removed from any checklist item previously assigned to the member.

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Labels

Use labels to classify Tasks. You will be able to filter and search Tasks by labels in the different views. 
Note: When you create a label, it will be available for all Tasks in the current Workspace.

To apply a label, click Add a label. Select or search for a label.

To create a new label, click on an existing label or click Add a label. Click Create new label, enter a name and choose a color. Then click Create.

To remove a label, hover over the label and click the pencil icon. Then click Delete.

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Epics vs Labels
Use Epics to track the progress of a broader group of Tasks, such as Epics, project types, etc. Use labels for searching and filtering lower level classifications such as sub-projects, products, etc.

Scheduling

Start Date and Due Date - Set the start and due date of the task. Entering dates is not mandatory.

Use Milestone date

Enable this option to determine the Task's due date based on a Milestone. Select the Milestone from the drop-down list and the number of days/weeks/months before a selected Milestone as the due date. The Task’s due will move if the Milestone date is changed.

Effort

Estimated Effort and Remaining Effort - Use these fields to track and assess progress. Enter estimates for the expected time this Task requires, or the estimated time still needed to complete the Task. The estimates do not affect any calculations or dates.

You can enter effort using hours and minutes, or story points. Depending on your Workspace settings, the aggregated effort for boards and workspaces will be displayed either by time or story points, with time being converted to points, and points to time.

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To remove an estimation, hover over the estimation and click x.

Log Time

Log hours in Tasks. Learn more. 

Epic, Board and Stage

Select the Epic, Board, and Stage of the Task. from the drop-down list.

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Attachments

To upload an attachment, click Choose a file or drag a file to the Task.

You can upload files up to 250 MB each.

Supported file types for attachments

  • Documents: pdf, doc, docx
  • Images: jpg, jpeg, png, gif
  • Presentations: ppt, pptx
  • Spreadsheets: xlsx
  • Multimedia: odt, avi, ogg, m4a, mov, mp3, mp4, mpg, wav, wmv

To quickly preview image, video, or PDF files, click + on one of the files. You can then navigate between files, download or delete files, and use tools like pagination and zoom on the files.  mceclip0.png

You can also rename, delete, and download files from the 3-dot menu options. 

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Copy link

Copy a link to the Task for sharing via email, etc.

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Activity

In the Activity panel, you can see your Discussions, Updates (changes made to the Task), and updates in the Task's Progress.

You can choose to view all activities or only Discussions, Updates or Progress.

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Discussions

Collaborate with your colleagues in the Discussions panel.

To mention members in the discussion, type in @ and select the member. The mentioned member will get a notification email with a link to the Task.

You can also add bold, italic and hyperlink formatting to your conversations. Use the keyboard shortcuts for bold and italics. URLs will automatically get formatted with hyperlinks.

Click on the heart icon to like a comment.

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To edit or delete a comment, hover above the comment and click the edit/delete icons.

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You can also add comments to discussions by replying to email notifications. 

Updates

Changes made to the Task include changes to dates, assignees, labels, Epic, etc. 

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Progress

See updates to the Task's Stage and status.

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Moving a Task to Another Workspace

Move a Task to a different Workspaces.

From the Task menu, select Move Task.
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When moving the Task, you can select which Board and Stage to move it to, as well as whether to move assignees, labels, and custom fields as well or exclude them.

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