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SharePoint Kanban Board Web Part

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.

When you have assigned a field for columns, the maximum count of columns will be displayed on Kanban board. On the next step 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” options 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 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 at all.

“Max work tasks” option allows you to set the maximum tasks count displayed in this column. Setting the value to 0 specifies no task count limit.

The “minimum count of tasks in column per line” setting allows you to adjust the column width and change the Kanban look.

Note: If you set all values to “1”, the columns will divide the space equally.

If you set a column width to 5, it will be displayed with 5 tasks width size even if this column contains only one task.

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 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 time required for task closing will appear above all tasks from this column.

Click "Add count" and set values in appeared pop-up window, then click "Save" to save the settings.

Current version has only two functions – Sum and Average.

Note: selected task field must contain a number.

Now total Count shows the total amount of hours for "Not Started" column.

Click on the 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 a task between swimlanes. The task will change its status (“Priority” in this 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 that do no fit to a new custom swimlane conditions are automatically placed in default swimlane.

You can create swimlanes for a chosen field. For example, you can use swimlanes for task priority: “High”, “Normal” and “Low”.

Click “populate swimlanes” to show all swimlanes from the choice field of the selected list value.

Now you can select which swimlanes will 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 and type a minimum number of tasks rows.

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 that will be used to calculate the total amount of swimlane`s tasks.

In the following example the total count of tasks for “Low” swimlane is 5. The column “Not started” was not included in calculation.

Views & Filters

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

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

Then choose a filter and click “Apply”.

Additional options are the task sorting and user filter.

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, a user filter will be added to Filters.