What Is the Kanban View?
The Kanban view is a visual project management tool that organizes work into cards and columns. Each card represents a task or item, while columns define how those items are grouped—commonly by workflow stages like To Do, In Progress, and Done.
To optimize your workflow, set up columns as either sequential steps or custom categories:
Workflow Stages – Use columns to represent the progress of tasks, moving them from one stage to the next.
Categories – Alternatively, organize columns by team members, departments, or project types to match your structure.
To improve visibility and structure, assign a distinct color to each column. This helps users quickly recognize status or category at a glance.
There are three default colors available: red, orange, and green. The red and orange colors serve to highlight steps that are not yet completed and require attention. Tasks falling under these statuses will appear in the "To Do" and "Agenda" section on your action center. For a detailed explanation, click here.
If you are a system administrator, you have the ability to define additional colors for your workgroups. You can find instructions on how to do this in this article.
Sharing Group Items
To share information and record data, simply click on the "➕" symbol at the bottom of the relevant column/status. From there, choose the desired form for publishing the required information. In certain workgroups, a specific information item may be pre-defined for publication, eliminating the need for choosing between multiple options.
Provide the necessary parameters, update the due date if applicable, associate the information item with the responsible user, and assign a suitable label.
Click on 'Create' to make the information accessible to group members, except for classified users. If needed, you can associate the information with a specific person by using the editor association in the actions menu of the item. You can continue to update the item at any time and move it between the appropriate columns or statuses until the end of the process.
By viewing the creation date of each published item, you can gain a chronological perspective on the items within the group. This allows you to identify any delays in the process.
Adding "Labels" to the Group
In each group, you have the option to define special labels that provide additional information for items.
To filter information based on relevant labels, you can use the advanced search bar. This enables you to focus your search according to specific label names.
Here's how to create a label:
1. Click on the three-dot menu of an item.
2. Select the "Labels" option.
3. Choose "Create a label."
4. Define a color and name for the label.
5. Click "Save."
For a detailed article on the definition of labels, click here.