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Kanban Task Manager for SharePoint Manual

Table of contents1 INTRODUCTION............................................................................................................................... 3

1.1 LANGUAGES........................................................................................................................................41.2 REQUIREMENTS....................................................................................................................................41.3 SYNCHRONIZATION...............................................................................................................................5

2 INSTALLATION OF KANBAN TASK MANAGER...................................................................................6

2.1 INSTALL AND ACTIVATE FOR SITE COLLECTION............................................................................................62.2 ACTIVATE FOR SITE...............................................................................................................................72.3 SITE SETTINGS LINK...............................................................................................................................72.4 TEXT TYPE...........................................................................................................................................82.5 PERMISSIONS.......................................................................................................................................8

2.5.1 Administrator...........................................................................................................................82.5.2 Users.........................................................................................................................................8

2.5.2.1 Secure the Settings............................................................................................................................82.5.3 Visitors......................................................................................................................................8

3 FIRST TIME USAGE.......................................................................................................................... 9

3.1 EXAMPLE DATA..................................................................................................................................103.1.1 Remove Example Data............................................................................................................10

4 THE CONFIGURATION PAGE........................................................................................................... 12

4.1 EXTRA FIELD......................................................................................................................................134.1.1 Create or Change the Extra Field............................................................................................134.1.2 Remove the Extra Field...........................................................................................................13

4.2 COLORS............................................................................................................................................134.2.1 Change Color..........................................................................................................................13

4.3 CHECKLIST.........................................................................................................................................144.4 TIME LOGGING..................................................................................................................................144.5 TABS................................................................................................................................................14

4.5.1 Projects...................................................................................................................................144.5.2 Phases....................................................................................................................................15

4.5.2.1 Columns Per Phase..........................................................................................................................164.5.2.2 Move Closed Tasks..........................................................................................................................17

4.5.3 Hide Phases or Projects..........................................................................................................174.5.4 Responsibles...........................................................................................................................17

4.5.4.1 Multiple Responsibles.....................................................................................................................184.5.5 Lanes......................................................................................................................................214.5.6 Change Captions of the “Project” and “Lane” Columns..........................................................224.5.7 WIP Limits...............................................................................................................................234.5.8 Tasks List................................................................................................................................23

4.5.8.1 Custom Columns.............................................................................................................................234.5.9 Default Values........................................................................................................................244.5.10 Checklist templates.............................................................................................................24

4.6 MY TASKS.........................................................................................................................................254.6.1 New page model....................................................................................................................26

4.7 MOVE TASKS BETWEEN SITES...............................................................................................................29

Kanban Task Manager for SharePoint V7 www.kalmstrom.com1

http://www.kalmstrom.com/

http://www.kalmstrom.com/products/TaskManager/KTMSharePoint.htm



4.8 CLEAR CACHE....................................................................................................................................30

5 USE KANBAN TASK MANAGER.......................................................................................................31

5.1 KANBAN VIEW...................................................................................................................................315.1.1 Responsibles...........................................................................................................................315.1.2 Filter and Search Tasks...........................................................................................................31

5.1.2.1 Copy Current Filter..........................................................................................................................335.1.2.2 Bookmark Filter...............................................................................................................................335.1.2.3 Remove Filter..................................................................................................................................33

5.1.3 Create a New Task..................................................................................................................335.1.4 Open and Edit a Task..............................................................................................................345.1.5 Move Tasks.............................................................................................................................345.1.6 Delete a Task..........................................................................................................................355.1.7 Priority....................................................................................................................................355.1.8 Task Overdue Indicators.........................................................................................................355.1.9 Checklist.................................................................................................................................35

5.1.9.1 Checklist Templates........................................................................................................................375.1.9.2 Change The Sequence Of Checklist Items........................................................................................385.1.9.3 Remove Checklist............................................................................................................................38

5.1.10 Time Logging......................................................................................................................385.1.11 Details Pane........................................................................................................................39

5.1.11.1 Close a Task.....................................................................................................................................405.1.11.2 Move Tasks to Another Kanban Board............................................................................................405.1.11.3 Task Description..............................................................................................................................405.1.11.4 Checklist..........................................................................................................................................405.1.11.5 Time Logging...................................................................................................................................40

5.2 OTHER VIEWS....................................................................................................................................405.2.1 Month View............................................................................................................................415.2.2 Year View...............................................................................................................................415.2.3 Timeline Responsibles.............................................................................................................425.2.4 Timeline Projects....................................................................................................................425.2.5 Projects View..........................................................................................................................435.2.6 Month, Timeline Project and Timeline Responsible Features.................................................43

5.2.6.1 Open Task.......................................................................................................................................435.2.6.2 Create a New Task...........................................................................................................................435.2.6.3 Move Tasks.....................................................................................................................................435.2.6.4 Drag Time Extension.......................................................................................................................43

5.2.7 Daily trend..............................................................................................................................445.2.8 Day Report..............................................................................................................................445.2.9 Not Assigned..........................................................................................................................45

6 STATISTICS.................................................................................................................................... 45

7 UPGRADE...................................................................................................................................... 50

8 REGISTRATION AND TRIAL INFO....................................................................................................51

9 SUBSCRIPTION.............................................................................................................................. 52

10 CONTACT...................................................................................................................................... 52

11 MORE SHAREPOINT TIPS...............................................................................................................52






1 INTRODUCTION

Kanban Task Manager for SharePoint helps a workgroup cooperate on projects and tasks in SharePoint. The software visualizes the workflow and makes it easy to manage projects. The SharePoint version of Kanban Task Manager is especially suitable for users who need to reach the tasks from outside the office and for managers who supervise several workgroups. Kanban Task Manager is a sandboxed SharePoint solution which is uploaded to a SharePoint solution gallery and activated there and on each site in the collection where it should be used. The traditional kanban board uses cards that tell what and how much should be produced and when it should be done. When managers get such a visual picture of the work process, they can quickly reveal bottlenecks and blockers. Less time is spent on trying to sort out how projects are coming along, because everything is visible on the kanban board.

Working in kanban style with tasks in SharePoint gives you everything in the computer, and on top of that the developers of kalmstrom.com Business Solutions have added several useful features:

Drag and drop tasks within or between phases and lanes Filter tasks by project(s), responsible(s) and/or priority/priorities and if enabled also by a custom valueSearch of task subjects and body textsAutomatic synchronization of tasks within the workgroup, so everything is always up to date and everyone can see what is happening.Display of tasks for multiple projects in one Kanban boardSet multiple responsibles for a single task






Possibility to create swim lanesWIP limits gives a warning when there are too many tasksExcel reports that show statistics on the task management% completed bar that shows task progressPriority icons on tasksTask overdue indicatorResponsible person’s image on the taskSet number of columns per phaseMove tasks to another kanban boardVarious views in addition to the kanban viewEmbed My Tasks in any pageCreate a Checklist for each taskDisplay the checklist count on the task cardsCreate a checklist template for tasks where the same steps must be performed. Drag and drop checklist items to change their sequence.Time Logging to keep track of invested time per taskSet Default values for tasks list fieldsDaily Trend view to display task status in a line chart.Day Report to view tasks that were created, open, closed, delayed and modified on a specified date.Not Assigned view to display and assign unassigned tasks.

Section 5 of this manual is intended for all users, while the rest is intended for the administra-tor. The images in this manual are taken from an English Office 365 SharePoint installation with example data, but we have added some checklists and time logging to the example data.

1.1 LANGUAGES

The language of Kanban Task Manager is automatically set to the same as on the SharePoint site. The supported languages are: Danish, Dutch, English, French, German, Italian, Norwegian, Portuguese, Spanish and Swedish. When the SharePoint site has another language, Kanban Task Manager will be in English.

1.2 REQUIREMENTS

To use Kanban Task Manager, you need to have SharePoint 2013 or above (in-house or hosted) or Office 365 SharePoint Online. Supported browsers are Microsoft Edge, Internet Explorer 9 and higher and the latest version of Google Chrome or Mozilla Firefox.The SharePoint Sandboxed Code Services must be activated to install Kanban Task Manager. Refer to http://www.kalmstrom.com/FAQ/TaskManager/0004.htm for more information.



http://www.kalmstrom.com/FAQ/TaskManager/0004.htm




1.3 SYNCHRONIZATION

Automatic synchronization will take place in the background every minute. The tasks that are modified, added or deleted by other users will automatically sync and get updated in Kanban Task Manager.Whenever there are any changes in the Kanban Task Manager configuration, the auto synchro-nization will stop and users will get a notification to refresh the kanban board manually.






2 INSTALLATION OF KANBAN TASK MANAGER

Kanban Task Manager is uploaded as a SharePoint Solution in a site collection, and it needs to be activated for each site where it will be used. This can be done manually, as described be-low, or with a PowerShell script given to subscribers on request.

2.1 INSTALL AND ACTIVATE FOR SITE COLLECTION

Download the file KanbanTaskManagerSP.wsp from the kalmstrom.com website to any folder on your computer and extract it. Then follow these steps to add Kanban Task Manager to the site collection.

1. Go to the root site of the SharePoint site collection where you want to use Kanban Task Manager and click on the Settings icon at the top.

2. Select the Site settings option.

3. (If you don’t see this option, most likely you don’t have the appropriate permissions. You need to be the site collection Administrator to install solu-tions.)

4. Under Web Designer Galleries, select “Solu-tions”.

5. Next step is to upload the solution – which is the .wsp file you downloaded from the kalm-strom.com website. Click on the ‘Upload Solution’ button and browse to the file KanbanTaskMan-agerSP.wsp on your computer. (Open the SOLU-TIONS tab if the ‘Upload Solution’ button is not visible.)

6. When the file has been uploaded, you will be shown a dialog where you can activate the solu-tion. (Don’t worry if you get a warning message. Kanban Task Manager is intended for moderate modification of data, but the solution will do what you tell it to do, nothing more.)

7. Now Kanban Task Manager is available for all sites in this site collection.If your SharePoint farm has many site collections, you need to do this for each site collection.



http://www.kalmstrom.com/products/TaskManager/Download/DownloadSP.htm




2.2 ACTIVATE FOR SITE

When Kanban Task Manager has been installed in the site collection, you need to activate the solution for each site and subsite where it should be used. You may very well have several sites with Kanban Task Manager, maybe one for each work-group. Managers can have access to them all, while the workgroup staff only needs to access their own site.

1. Go to the site where you want to activate Kanban Task Manager and once again select Site Settings.

2. Select “Manage site features” under Site Actions. (If you don’t see this option, most likely you don’t have the appropriate permissions. You need to be a site owner or site designer to manage site features.)

3. Find the Kanban Task Manager entry in the list of Site Features. Click on the Acti-vate button to activate it.

2.3 SITE SETTINGS LINK

When Kanban Task Manager has been activated for a site, there is a Kanban Task Manager link in the Site settings, under the Web Designer Galleries heading.

When you click on the Site settings link, Kanban Task Manager creates a custom Tasks list, KTM Tasks, and a hidden settings list, and adds a Kanban Task Manager link in the Quick Launch. When this is done, a “Get Started” page will be displayed. Refer to First Time Usage.






You have to activate Kanban Task Manager this way even if you want to use the solution on the root site of the site collection.

2.4 TEXT TYPE

The text type of the description field in the ‘KTM Tasks’ list is by default set to Enhanced rich text:

With the Enhanced rich text option selected, the users get more possibilities and can insert images and tables in the tasks. Should you want to give less formatting possibilities, change into the Rich text option, and if you do not want to give any formatting options at all, select the Plain text option.

2.5 PERMISSIONS

Standard SharePoint permissions are used for the Kanban Task Manager lists. The permissions below must be applied for the user/admin/visitor on each Kanban Task Manager installation.

2.5.1ADMINISTRATORThe Kanban Task Manager administrator must have Full control over the site where Kanban Task Manager is activated. At first time use, refer to chapter 3 below, the admin must have Full control over the site collection.

2.5.2USERSPeople who should work with tasks must have at least Contribute permission over the Kanban Task Manager Tasks list.

2.5.2.1 SECURE THE SETTINGSBy default, users have ‘Edit’ permissions on the ‘KTM Tasks’ list, which means that they also can change the settings. If you restrict the permission on ‘KTM Tasks’ list to ‘Contribute’, users can still change the items, but the Configure button will be hidden to them.






2.5.3VISITORSFor people who just need to see the tasks, it is sufficient with Read permission over the Kan-ban Task Manager Task list. Visitors will not be able to modify or add tasks, but they will be able to review the tasks in both the standard list and on the kanban board.






3 FIRST TIME USAGE

When Kanban Task Manager is activated on a site but enough data has not been entered in the lists – at least one phase, one project and one responsible – a “Get Started” page is shown when you click on the “Kanban Task Manager” link in the Site settings.From the “Get Started” page you can either add your own projects (and lanes) or generate Example data. You can also reach the Manual web page, to download this manual.






3.1 EXAMPLE DATA

If you choose to first generate Example data for the evaluation, click on the ‘create Example data’ link in the “Get Started” page.

Example data is created for projects, lanes and tasks. The phases are the SharePoint built-in status options, which are used by default by Kanban Task Manager. You can edit them on the Kanban Task Manager Configuration page.The responsible persons are added to Kanban Task Manager from the user accounts when they are assigned as responsible for tasks. As there is no other user than the admin when the data is created, some example data tasks will be unassigned and the rest will be assigned to the admin.

3.1.1REMOVE EXAMPLE DATAThe recommended way to test Kanban Task Manager is to create a new site collection for test-ing. Once the testing is completed, you should start over by installing it in the production site collection. However, if you create Example data data and want to use the same installation in production, you will have to remove them before you start using Kanban Task Manager with your own data. To remove the Example data, delete all data in the KTM Tasks list. This is quickly done if you use the datasheet view.






Also remove the project and lane names under the Projects and Lanes tabs in the Configura-tion page, by selecting them and clicking on the minus sign below the names. Review the radio buttons and checkbox settings, so that they are correct for your organization.






4 THE CONFIGURATION PAGE

The Configuration page can be opened from all views via the settings icon. (At First Time Us-age the Configuration page is instead reached from the Get Started page, as no kanban board has yet been created.)

In the Configuration page, the admin specifies how the kanban board should work and how the visualized tasks should look. Click OK to confirm your selection or Cancel to abort it. Before you register Kanban Task Manager, the configuration page has a license button for reg-istration, refer to Registration and Trial Info.






4.1 EXTRA FIELD

Use the Extra field when you want to create a custom parameter to be added to the kanban cards. When you have added a custom field, users can select values for that parameter in the tasks, and the tasks can be filtered by those values. When a custom field is used, it will be displayed in the botton left corner of the task card, in-stead of the due date.In the image here to the right, the organization has opted to use the parameter “Customer”.

4.1.1CREATE OR CHANGE THE EXTRA FIELDEnter any name in the field, and a tab for that parameter will be added in the Configuration page, where you can enter your values.If you want to change the name of the custom field, write another name in the field on the Configure page (and change the values if needed).






4.1.2REMOVE THE EXTRA FIELDIf you want to remove the custom field from kanban board, remove the text in the field. Then the custom field will be treated like any other choice type column, so it will not be possible to filter on the custom value, and the value will not be displayed on the task card. To remove the custom field from task form, go into the settings for the list used with Kanban Task Manager and remove the column.

4.2 COLORS

By default the color codes are used for projects, but you may also let each responsible person have his/her own color.

In the Projects View, each phase has its own color.

4.2.1CHANGE COLORYou can change the default project/responsible colors to other colors. Click on the color you want to change and hover over the colors until you see the color you want to use.

4.3 CHECKLIST

To make it easier to work with large tasks, users can add checklists to them. Users can manage each checklist in the task form, while creating or editing a task, or from the Details Pane. This feature is disabled by default, but it gets enabled with the example data and of course by checking the box.






4.4 TIME LOGGING

Keep track of how long users have worked on a task with the help of time logging. Users can manage the time logging in the task form, while creat-ing or editing a task, or from the Details Pane. Each user enters how many minutes he or she has worked with the task, and the time is auto-matically added and converted into hours. In the Kanban Task Manager statistics you can see hours per task, phase and responsible. This feature is disabled by default, but it gets enabled with the example data and of course by checking the box.

4.5 TABS

Under the tabs in the Configuration page, you can enter values for the parameters you wish to use in tasks and on the kanban board, and make several other settings. To add a value, click on the plus sign below the settings grid to open a new row and then write or paste in the value. Remove values and rows by clicking on the minus sign.

4.5.1PROJECTSUnder the Projects tab, you can enter project names to be selected in the tasks. When projects are finished they can be hidden under this tab, and if you have selected to color code the projects, you can change the colors here.

4.5.2PHASESThe different phases in the work process are by default defined with the SharePoint options for Status in the tasks list you are using with Kanban Task Manager. SharePoint gives the Status options Not Started, In Progress, Waiting on someone else, Deferred and Completed.






To edit the default options, click on a phase name and write in your own name instead. You can also add or remove phase names here, by using the plus and minus signs under the phase names. All changes will be reflected back to the kanban board.Note that the default status values cannot be changed in the Outlook edition of Kanban Task Manager. Therefore you must keep the default SharePoint status values, if the team uses both editions with the same kanban board.

Under the Phase tab, you can also hide phases, for example the Completed phase, decide the order of the phases and the number of columns per phase. You can also set a limit for the al-lowed number of tasks (WIP).

4.5.2.1 COLUMNS PER PHASEIf the installation has few phases and you use big screens, you can set one or more phases to have more than one column of tasks. This can be done for all phases, and you can have 1 to 9 columns in a phase. In the image below the ‘In Progress’ phase has three columns.






4.5.2.2 MOVE CLOSED TASKS When users close a task, the task will be moved to a specified phase.To set which phase the closed task should be moved to, check the option “Move closed task to this phase” for the phase to where the tasks should be moved when they are closed.By default, the ‘Completed’ phase is selected.Users close tasks by right clicking on the task card and checking the box in the details pane.

4.5.3HIDE PHASES OR PROJECTSBy checking the Hide option for a phase or project item, you may hide that phase or project from the kanban board. It is suitable to hide phases like “Completed”, which you want to keep for statistics but not display on the kanban board. Finished projects that are no longer active in the work group should also be hidden.Hide an item by checking the Hide box under the item tab.






Note that hidden projects are only hidden from the filter dropdowns. As Kanban Task Manager uses standard list items, they cannot be hidden from the dropdowns in the open tasks. Instead you can add a “Z” in front of the name so that these items show up last in the dropdown list.

4.5.4RESPONSIBLESPeople and groups are added under the Responsibles tab automatically the first time they are assigned a task. When you create a new task, your own name will be suggested in the ‘As-signed To’ field. To change the name, write the first letter of the name of the new responsible in the field. Then SharePoint will suggest names from the user accounts. The name you select will be entered under the Responsibles tab, if it is not already present there.






4.5.4.1 MULTIPLE RESPONSIBLESYou can let users assign multiple responsibles for a single task.

1. Go to the ‘Home Page’ of the site where you have installed Kanban Task Manager and select the ‘Site contents’ option under the settings wheel.

2. Click on the tasks List you are using with Kanban Task Manager, by default ‘KTM Tasks’.

3. The tasks list will open. Click on the settings wheel and select List Settings.

4. The Settings page opens. Click on ‘Assigned to’.






5. The ‘Edit Column’ page will open. Change the column name and click ‘OK’. The option ‘Yes’ for ‘Allow multiple selections’ must be activated.






4.5.5LANESYou don’t have to use lanes on the kanban board, but if you want to group the tasks in swim lanes, enter at least two lane names under this tab. Add a sequence number to get them in the correct order.






The collapse/expand status of the swim lanes will be kept even after you referesh the page or log out from your account.

4.5.6CHANGE CAPTIONS OF THE “PROJECT” AND “LANE” COLUMNSThe captions of the columns “Project” and “Lane” can be replaced with any other captions that better suit the organization. Open the tasks list you are using with Kanban Task Manager, by default “KTM Tasks”. Under List Settings >Columns >Lane or Project. In the ‘Edit Column’ page, change the column name and click ‘OK’.






4.5.7WIP LIMITSYou can set WIP limits for the phases and lanes, so that users will have red warning text on phase and lane names when the number of tasks in a phase or lane exceeds the number de-fined in the settings.

4.5.8TASKS LISTThe default tasks list is the custom Kanban Task Manager list named ‘KTM Tasks’, but you can change that and use another list that is built on the Tasks template. When you have another Tasks list on the Kanban Task Manager site, in addition to the ‘KTM Tasks’ list, a Tasks List tab will be displayed.

Under the Tasks List tab, all the site’s lists built on the Tasks template will be shown with a radio button. Select the radio button for the list you want to use for the Kanban Task Manager tasks.

4.5.8.1 CUSTOM COLUMNSWhen you switch to another task list than the default ‘KTM Tasks’ list, Kanban Task Manager adds a new Content Type, "KTM Task" to that list. In that process, any custom columns you






have added will be removed by the new Content Type. When the switch has been done, you can add any custom columns that you wish to the list.

4.5.9DEFAULT VALUES You can set default values for the tasks list fields Responsible, Start Date, Due Date, Project and Priority. To keep the field empty, select the ‘Empty’ option from the dropdown for that field under the Default Values tab. The ‘Priority’ field has no ‘Empty’ option.

The ‘default value’ option is different in the various task list fields.

Responsible: the current user. Start Date: the current date.Due Date: the current date plus one.Project: the first project in the list.Priority: Normal.

The values you set, will be shown by default when you create a new task (unless you have filtered for Project/Responsible/Priority, because then that value will be default instead).

4.5.10 CHECKLIST TEMPLATESIf many tasks have the same steps to be performed, you can create a template for the check-list steps under the ‘Checklist templates’ tab.






4.6 MY TASKS

Kanban Task Manager comes with an ‘Embed My Tasks’ option that can be added on any page in the site where Kanban Task Manager has been activated. The embedded My Tasks shows the open tasks assigned to the current user in a grid with the task name, due date, created by, status and priority. The embedded My Tasks has a search box but no other filter options and no phases and lanes. The tasks are sorted first by priority and then by created date.

Tasks can be fetched either from all sites or from the current site. One of the phases can be excluded from showing up in the embedding.






To embed My Tasks in a wiki or web part page, go to the Kanban Task Manager settings and click on the ‘Embed My Tasks’ button. Follow the instructions on the screen. Click on the Video demonstration link if you want to see a video on how to add My Tasks.

Note that we have used the SharePoint Search API, so My Tasks might take some time to up-date with changes. This depends on SharePoint.

4.6.1NEW PAGE MODEL

If you want to embed ‘My Tasks’ in a page with the modern interface, follow the steps below:

1. Go to Site Settings >Site Collection Administration >HTML Field Security. Under HTML Field Security, activate the ‘Allow contributors to insert iframes from any domain’ op-tion and click OK.






2. Go to ‘Add a page’ by clicking on the settings wheel.

3. On the new page, click on the ‘+’ sign in the centre and select ‘Embed’.






4. In the right panel, under the ‘Website address or embed code’, use the code below: <iframe width="560" height="315" src="KTM Page URL Full" frameborder="0" allow="autoplay; encrypted-media" allowfullscreen></iframe>(Insert the full URL of the SharePoint site where Kanban Task Manager is installed in src=””.)






5. Name the page and click on ‘Publish’.

6. The image below shows the kanban board embeded in the modern interface page.

4.7 MOVE TASKS BETWEEN SITES

When you have several installations of Kanban Task Manager, you can allow users to move tasks between the installations. Check the box for “Move tasks between kanban boards” and write or paste in the path to the sites that have the other installations in the text box. (Give the path to the site, not to the kanban board!) Start with a new row for each path.






4.8 CLEAR CACHE

To increase performance, Kanban Task Manager saves a cache of all the current tasks. Some-times this cache gets corrupt. If that happens, press the F12 key and open the ‘Console’ tab. Then write or paste the code below and press Enter. KTMCache.ClearLS(true);location.reload();

A confirmation dialog will open.

If it happens often, please contact the kalmstrom.com support!



mailto:[email protected]




5 USE KANBAN TASK MANAGER

You can reach the Kanban Task Manager kanban board by clicking the ‘Kanban Task Manager’ link in the Quick Launch.

5.1 KANBAN VIEW

The default tasks page (= the kanban board) shows all the tasks in the Tasks list used with Kanban Task Manager. The tasks are grouped according to their phase, and by default all tasks are shown in the page. The kanban board may also have different lanes, where the tasks can be moved independently.

You can use the Ctrl key + the plus or minus key to zoom in and out on the kanban board, just like you do with any web page.

5.1.1RESPONSIBLESThe person that the task has been assigned to is displayed with a photo on the task card. If no photo has been added to the account, the image icon will be blank in SharePoint Online. In case of in-house SharePoint, the card has the responsible person’s initials.Tasks that have not yet been assigned, always have ‘NA’ on the im-age icon.When the task has been assigned to multiple responsibles, multi-headed icon will be shown. Hover the mouse over the multiple responsible icon to see the names of the responsible per-sons.






5.1.2FILTER AND SEARCH TASKSClick on the Search icon to open the left pane.

Here you may filter tasks by project(s), responsible(s) and/or priority/priorities. In the image below, the kanban board is filtered by the project “Composing instructions manual”, so only tasks that belong to that projects are visible on the board.

If the team is using an extra field, you may also filter the tasks by that custom parameter. In the image below, the extra field is called 'Customer'.






To search, write a word or phrase in the search field on the kanban board or in the left pane and press Enter or click on the Search icon. Kanban Task Manager will search and show tasks that contain the word or phrase on the kan-ban board. The rest of the tasks will be hidden. This filtered view will be preserved even if you refresh the page or restart the browser.

5.1.2.1 COPY CURRENT FILTERWhen you click on ‘Copy current filter’, the URL of the filtered kanban board will be copied. You can for example filter the kanban board by responsible to show only tasks that you are responsible for, and send the URL to a manager to show your status.

5.1.2.2 BOOKMARK FILTERFiltered kanban boards can be bookmarked and opened in new windows or browsers. If you for example are working with two projects, you can filter the kanban board for first one of them and then the other one. If you bookmark both, you will have the filtered views for these projects easily at hand.

5.1.2.3 REMOVE FILTERWhen you click on the x in the search field, the search filter will be removed and all tasks be-come visible again.

5.1.3CREATE A NEW TASKThere are several ways to create a new task:

Double-click in an empty space in a phase where you want to create the new task. That phase (and lane, if you use lanes) will be selected by default. If the view is filtered for






project, responsible or priority that project/responsible/priority value will be the default one.Write the subject in the search field and then click on the plus sign to open a task with that subject.

Click on the plus sign, without entering a subject in the search field. A blank task will open.

If you fill out the % Complete field, the value will be shown as a line on the task card.

5.1.4OPEN AND EDIT A TASKDouble click on a task card to open the task in edit mode.

5.1.5MOVE TASKS






To drag a task, within a phase, from one phase to another or from one lane to another, move the cursor over it. The cursor will trans-form into a hand, and you can drag the task and drop it in the new place.You can also move tasks within a phase by using the CTRL key + the left or right arrow key. If you have a touch screen, you can move the tasks with a finger. When you move the task to another phase or lane, the phase/lane info in the task will be changed automatically.

5.1.6DELETE A TASKTo delete a task, open it and click on the X icon in the open task. Tasks that are deleted will be moved to the site recycle bin, where they are usually kept for 30 days, making it easy to re-store deleted tasks.

5.1.7PRIORITYWhen you set the priority of a task, it will have an importance icon. High priority tasks have red exclamation marks and low priority tasks have blue downward arrows. Tasks with normal priority do not show any icon.

5.1.8TASK OVERDUE INDICATORSWhen a task is overdue, this will be indicated by a red border. The due date will also be displayed in red.

5.1.9CHECKLISTTo make it easier to work with extensive tasks, you can add a checklist to it. You can manage the checklist in the task form, while creating or editing a task, or from the details pane. This feature must be enabled in the configuration page before it can work.






Task form:

Details pane:






5.1.9.1 CHECKLIST TEMPLATESIf Checklist templates are added in the Configuration page, the checklist option in the ticket and in the details pane will have a dropdown so that you can select a suitable template. You may also add a new checklist by clicking the ‘+’ icon to the right.Task form:






Details Pane:

When you add checklists to any task, the task card will display a check-list count.






5.1.9.2 CHANGE THE SEQUENCE OF CHECKLIST ITEMSThe sequence of the checklist items can be changed by drag and drop. This can be done in the task edit mode as well as in the details pane. When you add checklists to any task, the task card will display the checklist count.

5.1.9.3 REMOVE CHECKLISTIn the task edit form, drag the checklist item away from its place to remove/delete it. You may also drag the checklist item out of the details pane and it will be removed.

5.1.10 TIME LOGGINGKeep track of how long have you worked on a task with the help of time logging. You can man-age the time logging in the task form, while creating or editing a task, or from the Details Pane. This feature must be enabled in the configuration page before it can work.Task form:






Details pane:

5.1.11 DETAILS PANEWhen you right click on a task, a details pane will be shown on the right side of the screen.In the details pane you can see the task description, the progress bar and the responsible per-son. Responsibles can be added or deleted in the details pane. You can also manage the checklist and time logging, if that feature has been enabled in the configuration page.






When you have already opened the details pane by right clicking on a task, you can click on another task to see its details in the pane. You can also use the arrow keys to move between tasks. Right click again to close the details pane.

5.1.11.1 CLOSE A TASKCheck the box to the left of the progress bar in the details pane, when you want to close the task.

5.1.11.2 MOVE TASKS TO ANOTHER KANBAN BOARDIf move tasks between kanban boards has been enabled in the settings, the details pane also has a dropdown where you can select site to move to.

5.1.11.3 TASK DESCRIPTIONYou can see the whole task description in the details pane.






5.1.11.4 CHECKLISTIf the checklist option has been enabled in the settings, you can create a checklist or work with an existing checklist in the details pane.

5.1.11.5 TIME LOGGINGIf the timelogging option has been enabled in the settings, each team member who works with the task can log in the details pane how many minutes was spent on the task.

5.2 OTHER VIEWS

From the View dropdown above the kanban board, you can study the tasks in more views.

5.2.1MONTH VIEWWhen you select the Month View, you will see the open tasks for the current month displayed over the time slots from start date until due date. The time slots are colored with the color for project or responsible, depending on which option is selected in the settings.






Select another month by clicking on the arrows in the month selector to the right.

5.2.2YEAR VIEWWhen you select the Year View, you will by default see tasks from the current year. All days that have tasks are highlighted in yellow. When you hover over the highlighted dates, you will see the task subjects for all the open tasks.

Select another year by clicking on the arrows in the year selector to the right.

5.2.3TIMELINE RESPONSIBLESWhen you select the Timeline Responsibles view, you will see the tasks for one month grouped by responsible. You can drag and drop the tasks to change responsible person.Note: In the Timeline Responsibles view, tasks with multiple responsibles will only be shown under the first responsible person of that task. Kanban Task Manager takes the first assigned responsible as the primary responsible.







5.2.4TIMELINE PROJECTSWhen you select the Timeline Projects view, you will see all the tasks for one month grouped by project. You can drag and drop the tasks to change project.


5.2.5PROJECTS VIEWIn the Projects View, each project is visualized as a pie chart. The phases that contain one or more tasks belonging to the project are displayed as slices of the pie. The size of the slice is relative to the total number of tasks in the project.






The number of project tasks in the phase is indicated with a number. By hovering with the mouse over a pie slice you can see the name of the phase.

5.2.6MONTH, TIMELINE PROJECT AND TIMELINE RESPONSIBLE FEATURES

5.2.6.1 OPEN TASKClick on the colored time slot to open a task.

5.2.6.2 CREATE A NEW TASKClick in an empty cell to create a new task. The values of the selected cell will be filled out by default.

5.2.6.3 MOVE TASKSDrag and drop tasks to move them to other time slots.

5.2.6.4 DRAG TIME EXTENSIONIn the timeline views you can drag one end of the time slot to extend or reduce its length and thereby change start and due dates.






5.2.7DAILY TRENDThe Daily trend displays the status of all tasks from the last 30 days in a line chart representa-tion form. The line chart is updated each time a task is edited, added or closed.

5.2.8DAY REPORTThe Day Report shows task activities on a specified day, among them the number of tasks that were created, open, closed, delayed and modified on a specified date. Select the date from the date icon at the top.Note: In the Day Report view, only the first responsible person of a multiple responsibles task will be shown. Kanban Task Manager takes the first assigned responsible as the primary re-sponsible.






5.2.9NOT ASSIGNEDThe Not Assigned view displays the tasks that have not been assigned to any responsible per-son yet. At the top of the view, the number of unassigned tasks is mentioned, here ‘5’. The unassigned tasks are displayed with descriptions in the center of the view. Drag a task to the person you wish to assign the task to.

View other tasks descriptions by clicking on the arrows at the top right corner of the view.

6 STATISTICS

Kanban Task Manager data can be studied in different Excel reports. You can reach the statistics by pressing the Excel button on the kanban board.Each time you run the Kanban Task Manager statistics application, a new report will be generated with the updated data.The statistics reports are generated at kalmstrom.com service on Microsoft Azure, and when the reports file has been created you will be asked to download it.






Kanban Task Manager offers several Excel reports:

Number of Tasks per Project Number of Tasks per Phase Tasks per Lane and PhaseAverage of Tasks % completed per PhaseNumber of Tasks per ResponsibleAverage of Tasks % completed per Responsible

When swim lanes are used, there are three additional default reports:Number of Tasks per Lane Tasks per Phase and LaneAverage of Tasks % completed per Lane

When Time Logging is enabled, there are three more default reports:

Hours per TaskHours per PhaseHours per Project






When a custom parameter has been added via the Extra field feature in the settings, there will be one more report that shows the number of tasks for each value of the custom parameter.The different reports can be reached via the links on the Excel homepage or via the tabs at the bottom of the sheet.Each report is shown as a pivot table and as a chart. All standard Excel features can be used with these reports. To learn more about Excel, refer to the kalmstrom.com Tips section.



http://www.kalmstrom.com/Tips/Excel-2016-Course/default.htm




Change the charts as you like with the Excel tools.






Under the first tab, D1, you can find all info about the tasks.






7 UPGRADE

To upgrade Kanban Task Manager, replace the old KanbanTaskManager.wsp file with a new version of the file. Subscribers who do not use a Premium copy should download the new ver-sion from the kalmstrom.com Upgrade page. Premium Subscribers will get a message from kalmstrom.com when their setup file has been updated.This is the upgrade process:

1. Clean Kanban Task Manager with the Clean-up button in the Configuration page.Note: The Clean-up button is for older versions. If you don't see it in your Configura-tion page, you don't need to use it. In that case, start the upgrade with point 2.

2. Deactivate Kanban Task Manager on all sites where it is activated.3. Deactivate the old KanbanTaskManager.wsp file under Site settings >Solutions.4. Delete the old KanbanTaskManager.wsp file.5. Upload the new KanbanTaskManager.wsp file to the Solutions gallery.6. Activate the new KanbanTaskManager.wsp file for the site collection.7. Activate Kanban Task Manager on each site where it is is used. 8. Click on the Kanban Task Manager link in the Site settings to recreate the Quick

Launch link. Refresh the page to see the Quick Launch link.

A PowerShell script for the whole process can be provided on request.



http://www.kalmstrom.com/products/TaskManager/KTMSharePoint/UpgradeSP-Sandboxed.htm




8 REGISTRATION AND TRIAL INFO You may evaluate Kanban Task Manager without cost and with full functionality for 30 days. If you want to continue using the solution after the trial period, you must subscribe to the solu-tion. We supply a Premium version, which does not require registration at all, but organizations who select the Minimum or Medium Subscription must register their installations of Kanban Task Manager. Minimum and Medium Subscribers will be given a registration key which allows the organiza-tion to continue using Kanban Task Manager for the duration of the subscription. To register, open the Configure page by clicking on the settings icon at the top, near the search field.

Click on the ‘License’ button, and a registration dialog will open.

Enter an e-mail address with your company domain and the registration key you have received from kalmstrom.com. Then click on ‘Registration’.

The registration must be done once on every site where Kanban Task Manager is used. In the future we plan to give our customers an easier way to register all installations.






The registration key will continue to work as long as the organization is a kalmstrom.com Sub-scriber.

9 SUBSCRIPTION Kanban Task Manager is licensed with a subscription. There are three subscription levels, Mini-mum, Medium and Premium. Support, upgrades and an unlimited number of users within the subscribing organization are included in all levels, but the Medium and Premium levels also give other benefits. Refer to the Kanban Task Manager Subscription page .

10 CONTACT

If you have any kind of problem or questions about Kanban Task Manager, there are several ways of contacting us:

E-mail [email protected] – Technical issues

[email protected] – Subscription and general issues

[email protected] – Invoices, payments

Telephone +46 739 206 106 Within USA: (800) 518-4155

Online chat http:www.kalmstrom.com

11 MORE SHAREPOINT TIPS

You surely have noticed that Kanban Task Manager uses what is best in SharePoint, and that the Kanban Task Manager lists and pages may be handled just like other SharePoint lists and pages. For tips on SharePoint usage in general, please refer to the Tips section of the kalm-strom.com website.



http://www.kalmstrom.com/Tips/

http://www.kalmstrom.com/Tips/


http://www.kalmstrom.com/products/TaskManager/KTMSharePoint/SubscribeSP.htm


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