Activities Kanban View

In the Activities tab, the logged-in technician can view and manage their activities from all modules. It includes information from:

• Requests
• Tasks from home, requests, problems, changes, projects, milestones, and releases.

Kanban view groups requests and tasks to display them as organized boards. You can group activities into various columns based on priority, status, whom it is assigned to, and the module it belongs to. This will visually provide you detailed information about the workload at a glance.

To switch to kanban view, click the kanban view icon .

How is Kanban View different from Template View?

The Kanban view differs greatly from template view because of its unique drag-and-drop functionality and aesthetic layout. Unlike template view, technicians cannot customize the layout or limit the volume of data displayed on the kanban view page. On the other hand, it allows technicians to group, track, and determine activities that require immediate focus. Activities can also be instantly updated in kanban view with a simple drag-and-drop motion.

Role Required: Technicians with View Request permission.

 Content 

• Kanban Columns
• Kanban Cards
• Group Activities
• Reassign Activities
• Filter Activities
• Navigate through Kanban View
• Kanban View Indicators

Kanban Columns 

Kanban columns display various categories of activities based on applied grouping criteria. For instance, if you grouped your activities based on Priority, the activities will be categorized as high, low, medium, or normal and displayed on their respective columns.

You can perform actions specific to each kanban column such as:

Refresh: Mouse over the kanban column header and click the refresh icon to refresh the activities under the column.

View number of activities in each column: The number of activities present in each column is displayed on its respective kanban column header.

Pin/Unpin Columns: You can pin frequently-used kanban columns on your screen by clicking the pin icon on the column header. The pinned columns shift to the left side of the screen.

Kanban Cards 

The vital information about each activity will be displayed on the kanban card. You can choose to lay out the information on each kanban card in a compact, brief manner or in a comfortable, more spacious manner from Group By drop-down.

You can view the summary of each activity by clicking the activity subject/title. A pop-up window will slide open, where you can view request or task details. You can view the complete details of the activity by clicking View Details in the pop-up.

Depending on the activity type, you can perform different actions on each kanban card:

Requests

• You can view the conversations exchanged in each request by clicking the icon on its kanban card. The Conversations page of the request opens up where you can view the emails, notifications, and notes recorded for the request.

• Click the notes icon to add notes added to the request. If no notes are added to the request, the icon will appear grey. After you add a note, the icon will turn yellow.
• Activate the worklog timer to log the time spent on the request by clicking the worklog icon. Upon stopping the timer, you can add the time spent as worklog to the request.

Tasks

• The parent entity of the task (general, requests, problems, changes, projects, milestones, or releases) is denoted in its card, above the title. Apart from general tasks, you can click the parent entity of the task to view details of the request/change/project to which the task is assigned.

Sort Kanban Cards 

Select the value by which you want to sort the kanban cards in all columns by clicking the arrow beside the Sort icon. Click the Sort icon to sort the cards in ascending/descending order.

Group Activities 

You can group activities based on status, priority, owner/technician, and module using the Group By drop-down. Based on the selected criteria, the activities will be categorized and displayed as kanban columns.

Manage Grouping Criteria 

You can manage the kanban columns displayed based on grouping criteria. Click the Manage [Grouping Criteria] icon to:

• Search through the categories available
• Sort kanban columns
• Pin frequently used kanban columns
• View the number of activity cards present under each category

You can pin the Manage [Grouping Criteria] menu as a panel on the kanban view page by clicking the pin icon on the menu header.

Add owner/technicians to Kanban view 

While grouping the activities by owner/technicians, the default custom filters display only the activities assigned to you and/or your group. Create and apply your own custom filters to view the activities assigned to other owners/technicians.

By default, only the first 50 owners/technicians are displayed while grouping based on owner/technician. You can remove the irrelevant technicians and add technicians from your own group or site.

To add technicians to kanban view,

1. Select Owner/Technician criteria from the Group By drop-down.
2. Click to open Manage Owner/Technicians window.
3. Click on the Manage Technicians menu header.
4. Select the site and group of the technician you wish to add. The technicians under the selected site/group are listed accordingly.You can choose to view all technicians in the application or only the online technicians.
5. You can also search for owners or technicians using the search bar.
6. Select the technician(s) by clicking the check box beside their name.
7. Click Add. The owner/technician is added as new kanban columns.

Reassign Activities

One of the major benefits of kanban view is that it allows users to update an activity's priority, status, owner/technician instantly using a simple drag-and-drop motion.

If you have the Manage [Grouping Criteria] menu pinned as the right panel, you can also drag-and-drop activities to the required status, priority, owner/technician.

Filters Activities  

You can filter the activities displayed in the kanban view using:

Custom Views

The default custom views allow you to only view activities that are either assigned to you or your team. You can also create new custom views to view all activities (based on your scope) and mark/pin your favorite custom views on the header. To learn more, click here.

Activity Type

You can choose the type of activity (requests/tasks/both) you want to view from the Showing drop-down.

Created Time

Using the time filter, you can view activities that were created within the selected period. You can apply the time filter by clicking the icon.

Navigate through Kanban Columns  

To navigate to other columns, click the Next and Previous arrows present on either side of the windows. To navigate to other pages, click Next Page and Previous Page arrows.

Kanban View Indicators 

: Indicates incident requests.

: Indicates service requests.

: Indicates tasks.

: Indicates that the requester has not submitted any reply to the request yet.

: Indicates that the technician is yet to reply to the requester.

: Indicates that multiple replies from the requester is awaiting the technician's response. Mouse over the icon to see the number of replies sent by the requester.

: Indicates that the technician has replied to the requester.

: Indicates that no notes are added to the request.

: Indicates that notes are added to the request.

: Indicates that no one is working on the request presently.

: Indicates that you are working on the request currently; click to see the time logged so far.

: Indicates that some other technician(s) is working on the request currently; click to see the name of the technician(s) and the time logged so far.