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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. This field must be a choice field.

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 Kanban 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 menu 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 tasks number in this column will be highlighted with red. In the following example, the WIP is 1, but the column contains 2 tasks. In this case, the first red character is the actual number of tasks (since it’s exceeded, it’s red). And the second character is the WIP limit.

Note: the first and the last columns don’t 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 many tasks in a column.

“Minimum count of tasks in column per row” option allows you to set a number of tasks that will fit to selected column.

In the following example, we have applied 3 max work tasks to the column. This means, only 3 tasks will be displayed.

In fact, the “In Progress” column contains 4 tasks, but only 3 are displayed.

You can see the first character is 3, it’s max work tasks limit. That’s why you can see only 3 tasks in this column.

The second character is 4 (actual number of tasks). It’s highlighted with red, because the WIP limit for this column is 1 task (the last character 1 displays WIP limit).

If you have to display all tasks, click on this number highlighted as link (3/4) to expand the column. Click again on this number to collapse the column again according to max work tasks count.

With SharePoint Kanban Board, you can use Counter feature to aggregate data from columns. This can be used, for instance, if a task has "Hours" field (a custom number 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 Counter 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 Counter shows the total amount of hours for tasks in "In Progress” column.

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

Note: If the board has swimlanes, the counter would be applied to each cell (a part of a column included into a swimlane).

Swimlanes

Swimlanes visualize different classes of work as horizontal lanes on the board. You can select for a swimlanes set a list field containing several values, for examle Choice, Multichoice, User, Lookup, Boolean, etc.)

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

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

The first checkbox allows you to move a 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 ticked, you should choose a new value after moving the task or leave this field empty.

“Hide empty swimlanes” option hides by default all swimlanes that don’t contain any tasks at the moment. You may always show these swimlanes using “Show empty swimlanes” icon on the board header.

If you enable checkbox “Dynamic swimlanes”, the values will be taken from the list without the ability to customize them. This feature may be useful, if the swimlanes set of your source list is changing often. In this case, you don’t have to change the swimlanes settings in Kanban Board and the swimlanes will be added or deleted automatically.

If you always use a certain set of swimlanes for this board, you may disable this option and customize the swimlanes more flexible.

If you tick the “Dynamic swimlanes” checkbox, there are displayed two more options.

When you have selected dynamic swimlanes and selected a list containing a large number of values used for swimlanes, you can enable paging (in this case, you will have 20 swimlanes on each page).

The second option “Is collapsed by default” allows to display all dynamic swimlanes closed.

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. The tasks will appear in the order you put them in a column manually with drag and drop feature.

Note: the manual sorting is unavailable, if you set a field for sorting in a cell in Advanced Settings.

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

Click “Filter on” / “Filter off” button in the right upper corner to display or create filters.

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

Note: If you use a list view as a filter on your board (for example, “Upcomung” tasks or sorting by Due Date), please uncheck the box “Allow sorting tasks inside a column or inside a row” to avoid view conflict.

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

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