Kanban

The Kanban View displays visual stages of a work process using cards to represent work records and columns to represent each stage of the process.

Let’s consider Pizzeria database with the following Kanban view example:

The core setting of Kanban view is the “Status” column that defines the list of columns to render in the view. The “Status” column should be a text column with single-choice option or a lookup to such column. Column’s colorization options, if provided, affect the color of the header. Also, the order of choices matters.

To create a Kanban View, select the Kanban option from the list of view types and click Next. The system will display the Kanban View form comprising the following sections:

Name

Enter a name of a new kanban view.

Notes

The Notes field can hold any developer’s comments that need to be kept for this view. The comments will be visible in the Setup mode only.

Show In Menu

Leave this option checked if the view should be displayed in the menu.

Category

Enter a category name if you want to group view under a category.

Highlight Color

Select a color to highlight this view in the list displayed in the menu.

Icon

This option allows to select an icon for a view. You have a choice of 900+ icons covering various subjects – actions, brands, file types, symbols, animals and a lot more. The Search box above will help you to narrow down the list of choices.

In the User mode the icon will appear to the left of the View name listed in the left menu of the table.

Access

If you want to restrict access to the view for your users basing on their roles, select the Restrict access right by role checkbox and choose what roles will have access to this particular view.



Filter

The Matching section is intended to set the filter criteria for the records that will be displayed in the view.

  • If you want to include all records into the view, select All records.
  • If you want to filter records according to certain criteria, select Only records that meet certain criteria. With the help of drop-down lists below create the rules according to which records will be filtered.
  • If you want to enter a custom formula, select Custom formula and add the formula into the expanded field.


Grouping

In the Grouping section specify how displayed records should be grouped

  • If you do not want to group records at all, select No grouping.
  • If you want to set specific grouping rules and sorting order, select Custom grouping and use the expanded drop-down lists to specify grouping criteria and order.

Grouping options are expounded in the Grouping item.


Sorting

The Sorting section is intended to set the sorting order for the records in this view.

  • If you want to sort records by default settings, select Default sorting. Moreover, there is the Edit Default Sorting button allowing to change sorting of the Default View.
  • If you want to set a specific sorting order, select Custom sorting. Use the expanded drop-down lists to define sorting criterion and order.


Status

A column chosen in the Status field is very important in the Kanban view. It defines the list of columns to render in the view. The chosen column should be a text column with single choice-option or a lookup to such column. In our example, the text column with the name “Status” is chosen in the Status field.

Image

In the Images field specify the column where the images are stored.

Header

In the Header field select the column comprising data that will be displayed as a header.

Subheader

In the Subheader field select the column comprising data that will be displayed as a subheader.

Details

The Details section allows you to select which columns data will be displayed as details under the subheader.

  • If you want to use the default set of columns, select Default columns. In this case the Edit Default Columns button will be displayed. It allows to select and reorder columns of the Default View.
  • If you want to use a specific set of columns for the new view, select Custom columns. The system will expand a form to select the necessary columns. In the Search Available Columns field type-in a column name and select this column in the field below. After that click Add (Tip: Hold CTRL to select multiple columns or deselect a selection). Use the group of buttons to the right of the form to change the order of columns in the tile view.



The Advanced options section is intended to specify additional options:

Allowed actions

From the Allowed actions list select what actions will be applicable to the Kanban view records (New, View, Edit or Delete). All record’s actions are hidden beside the ⋮ (three vertical dots) menu button.

Small “+” buttons in table header allows a user to add a record with pre-selected status. This option is controlled via the New with status checkbox.

Cards are draggable. To allow drag and drop, just enable the Drag and drop checkbox in the Allowed actions section. Please note, that dragging a record will change a value of the Status column.

The reason for the New with status and Drag and drop extra options is that not all types of workflow allow arbitrary status setting. Some workflows require to start from the beginning. Even for the demo Pizza database you probably should not put the pizza in the oven without preparing it first. Or moving from status to status may require filling in some fields.

When a Kanban view is placed on a table dashboard, its New with status and Drag and drop options are controlled via New and Edit options accessible in the dashboard section settings respectively.

If you plan to delete many records at a time, use the Mass Delete option. As with other mass-actions, when the Mass Delete is checked, TeamDesk renders the Delete button in a view's header and checkboxes to mark the records.

Click action

All record’s actions are hidden beside the ⋮ (three vertical dots) menu button. To enable quick navigation there is the Click action view’s setting to control what happens when the user clicks on a card. If the View option is chosen, the user will be navigated to the record view form. In case the Edit option is selected, the user will be navigated to the record edit form.

Rows to display

In the Rows to display field you can specify the number of rows that will be shown in the view (use whole numbers only).

Row Colorization

If you want to highlight certain cards, select the Colorization Formula checkbox and enter the formula into the expanded field. The details are expounded in the View Colorization item.

Enable Embedding

This option allows you to copy/paste simple HTML snippet to embed a view on your website page. More details are described here Embedding Option for Views.

Help

When the Help text property is filled in, a view page displays small dropdown titled Help just under the tab bar. On user’s click it extends toward the bottom displaying the text you’ve typed.

When finished, click Save to create a new view; click Cancel to discard changes.

Next: Editing Existing Views