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SharePoint Kanban Board App for Office 365

Board Setup

Columns

Columns visualize the flow of work across the board.

Select the “Set of columns” list field, which will be used for generating columns for Virto SharePoint Kanban. This field must be choice type.

When you have assigned a field for columns, all choice values from this field will be displayed as columns. Then, you can choose the exact columns that will be displayed on board.

Click “…” next to column name to define the position of column (move columns left or right) or delete it.

“Insert left” and “Insert right” buttons from dropdown allow you to add previously deleted columns again.

You can define a custom title for each column; the column name will be left unchanged in list.

You can set WIP limit (work-in-progress limit) and specify maximum count of items in a column. If the WIP limit is exceeded, the column will be highlighted with red. The first and the last columns do not have WIP limit.

“Max work tasks” option allows you to set the count of maximum tasks available to display in this column. Setting the value to 0 specifies no task count limit. This feature may be useful if you work with large lists with a lot of tasks in a column.

With SharePoint Kanban Board, you can use Count feature to aggregate data for columns. This can be used, for instance, if a task has "Hours" field (custom content type field), that defines the time required for task closing. You can select this field and choose Sum function (you can also use Average function to count average value). Now, the time required for task closing will appear above all tasks from this column.

Click "+” next to Count and set values in appeared pop-up window, then click "Save" to save the settings.

Current version of Virto Kanban has two functions – Sum and Average.

Note: selected task field must contain a number.

Now, total Count shows the total amount of hours for "Completed" column.

Click “X” next to the Count name to delete this Count.

Swimlanes

Swimlanes visualize different classes of work as horizontal lanes on the board.

The first checkbox allows you to move task between swimlanes. The task will change its status (“Priority” in our example) in the source list accordingly.

The second checkbox option is intended to change task value after you move it to the default swimlane. If this box is checked, you should choose a new value after moving the task or left this field empty.

Default swimlane is used as a main Kanban section if there are no other swimlanes.

All tasks not fitting to other swimlanes conditions are automatically placed in default swimlane.

You can create swimlanes by selecting a list field. For example, you can use swimlanes to distinguish task priority (“High”, “Normal”, and “Low”) or create swimlanes by Assigned User field.

Now, you can select a swimlanes set to be displayed on Kanban Board. Click on dots to remove swimlane or move it up or down, then add more swinlanes. The default swimlane can be deleted.

You can rename swimlanes.

If you check the box “Is collapsed by default”, this swimlane will be collapsed in hidden view when you open your Kanban Board. Also, any swimlane is collapsed by default if it does not contain any tasks.

In this view High and Normal swimlanes are collapsed.

Total count option for swimlanes allows you to count the number of tasks in chosen columns of a swimlane. You can check the required column to use them for calculating the total amount of swimlane’s tasks.

In the following example, the total count of tasks for “High priority” swimlane from the “In Progress” and “Completed” columns is 5. The column “Not started” was not included in calculation.

Views & Filters

You can choose list views for each list to filter tasks on the board.

You can apply the task sorting feature to change the order of tasks inside a column or inside a row.

If you check the “Allow filter by user” checkbox, user filter will be added to Filters.

You can select a set of view filters for each list.

To apply the filter click “Filters” on the Kanban board.

Then choose a filter for a list and click “Apply”.