Kanban is modern tool for managing all of your tasks for a project. Project tasks are placed in columns on a page, with each column, or 'list', representing a stage of progression.
Tasks typically begin in the first column, which represents tasks that have had no progression yet. As soon as progress is made, the task is moved to the next column. There are no limit to the amount of columns you can have in Kanban, but each column should represent a logical step in progress. The last column on a Kanban board should represent completed tasks (100%).
Configuring Kanban (Program)
Although Kanban boards are a project level tool, they are configured via the program configuration. Every project for this program will use the same Kanban configuration.
- Navigate to your parent program
- Click on Configuration > Kanban Board
- Click on the toggle to enable Kanban
Now that Kanban has been enabled, there are several options for configuring your Kanban board. By default, 4 columns will be created. The first column can not be deleted (but it can be moved) and there must be at least 2 columns.
- The six dots icon on the left allows you to click and drag an item to reorder them
- Click on the column name to rename it
- Click on the coloured circle to open the colour picker and change the colour of the column
- Click on the trashcan icon to remove a column
- Click on Add Stage to add a new column
The configuration automatically saves as changes are made.
Configuring Kanban (Initiative)
Kanban is enabled and configured for initiatives via the administration section of Amplify:
- Navigate to the Administration section
- Navigate to Classifications from the side menu
- Either create a New Classification or scroll down to Initiative Classifications and Edit an existing one.
- On the General Configuration tab, ensure the Enable Schedule option is checked.
- Click Save if you had to check the option.
- In the Initiative Classification configuration, navigate to the Work Planning tab.
Now that Kanban has been enabled, there are several options for configuring your Kanban board. By default, 4 columns will be created. The first column can not be deleted (but it can be moved) and there must be at least 2 columns.
- The six dots icon on the left allows you to click and drag an item to reorder them
- Click on the column name to rename it
- Click on the coloured circle to open the colour picker and change the colour of the column
- Click on the trashcan icon to remove a column
- Click on Add Stage to add a new column
The configuration automatically saves as changes are made.
The Kanban Board
Your Kanban board is located under Tools > Kanban
The Kanban board is comprised of two areas:
- The toolbar
- The board itself
The toolbar is used to manage the way you view the Kanban board as well as perform overall functions for the board.
Use the New Task button to create a new task for Kanban. This will open a sidesheet with several options for your new task.
Click the export button to export your tasks into a spreadsheet.
Click on the expand button to view your Kanban board in full screen.
Each Column header contains useful information and functions.
- The name of the Stage
- A counter for the total number of tasks in this column. This includes tasks that may be hidden by filters and serves as an indicator that some tasks may be hidden.
- A minimise/maximise button to change the width of the column. This is useful to reduce columns that may not be currently relevant or for boards with a large amount of columns.
Tasks
Tasks are added to the Kanban board as cards containing all the relevant details. It's important to note that Kanban tasks don't need to be as detailed or necessary as other project tasks, they are flexible enough to be used as simply a to-do list.
Each task card displays:
- Task ID - This is the unique internal ID that references the task
- Task Name - This is the name given to the task
- Task Owner - The owner of the task is displayed with their profile picture
Tasks can be moved to other columns, or re-ordered in the same column, by simply clicking and dragging the task card. A preview will be displayed as you drag the task to show the effects.
Tasks cards have additional attributes displayed on them depending on the task configuration.
Urgency - if the task has been given a start and due date, the urgency will be displayed on the card depending relative to the amount of days until the due date.
- Green - more than 7 days until the task is due
- Orange - 7 or fewer days until the task is due
- Red - the task is due today or is overdue
Priority - if the task has been assigned a priority, indicating the order tasks should be completed, a temperature icon will be displayed on the task. The colour represents the priority from green, low priority, to red, highest priority.
Tags - if a tag/tags have been added to a task, they will appear underneath the task name.
Dependencies - if a task has been given a dependency (Complete Before/Complete After) for another task, an icon will be displayed depending on the type of dependency.
- Complete Before - if this task must be completed before another task a traffic cone will be displayed, indicating that it is blocking another task
- Complete After - if this task cannot be completed before another task is completed a no entry icon will be displayed, indicating that the task is currently blocked
Adding a Task
To add a new task to the Kanban board, click on the New Task button in the toolbar.
A sidesheet will open and present the new task configuration. The configuration is split into two sections: Properties, and Scheduling.
The Properties tab presents the basic task details:
- Name - This is the name of the task and will be displayed on the card
- Description - This is a description of the task, it can be as discreet or as complex as needed
- Owner - This is the person responsible for managing the task
- Kanban Column - The task will be placed in this column upon creation
The Scheduling tab provides options for integrating the task with the schedule:
- Task Dates - Enable dates to be applied to the task (see below)
- Milestone - Display the task on the schedule as a milestone
- Start Date - Pick a date when the task should be started
- Due Date - Pick a date when the task should be completed by
- Add to Gantt - Turn this on to add the task to the schedule
Once you have finished configuring your new task, click on the Create button.
Editing a Task
To edit a task on the Kanban, just click on the task card. A sidesheet will open with the task's configuration and looks similar to creating a new task.
Tasks can also be moved between columns through this edit form.
Once the desired changes have been made, click on the Save button.
Tasks can also be deleted from this form, just click Delete Task to begin the process. Note that the task will be deleted from all instances, not just the Kanban board.
To remove a task from the Kanban board without deleting it, clear the Kanban Column field. To put the task back on the Kanban board, navigate to the Tasks screen. Click the edit button next to the task on the table and assign a Kanban column to it to place it back on the Kanban board. This can also be done with tasks that haven't been on the Kanban board before.