Working with Virto Kanban Board App on Virtosoftware Guides & Docs

Kanban Board on mobile devices

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The Virto Kanban Board App is compatible with mobile devices. While maintaining the same features, the board adjusts to the different device parameters.

Kanban mobile

Kanban Board in Microsoft Teams

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The Virto Kanban Board App can be added as a separate tab to Microsoft Teams to avoid switching between applications to manage your team tasks.

You can create and manage tasks as usual in Teams and adjust the board settings in SharePoint. Although Kanban board customization is only available in the SharePoint environment, you can display and manage the board’s tasks in Teams without access to settings.

The Kanban boards in Teams inherit the user permissions from SharePoint and are invisible to external Teams users. To add a board to Teams, open the channel and click “+.”

Managing boards

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Click “Boards” at the top of the board to view all the Kanban boards created on your SharePoint site.

Boards

You can add more boards, remove those that are no longer needed, or use the star icon to mark your most-used boards as favorites.

Favorite boards

Edit board settings from this view or from within the board view by clicking the “Edit settings” icon on the right of the board name.

Save to PDF

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You can save your board as a PDF by clicking the “Save as PDF” icon in the upper-right corner and choosing the required format. You can also share or print this file.

Save to PDF

Charts

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The Virto Kanban Board App supports making reports for your boards in a chart view. To open the chart view, click the charts icon in the upper-right corner.

Chart icon

Here you can see task statistics displayed in five graphs: “Status," “Assigned to," “Completion," “Burndown," and “Lead Time.”

Status chart#

This pie chart shows tasks grouped by status. In the drop-down menu, select the field you need to analyze, such as the due date, the time period to analyze, and the unit as number of tasks, percentage, or budget. You can save this chart as an image.

Subtasks

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You can use subtasks to split tasks and work on them step by step.

Go to the “Advanced Setup” tab and tick the “Enable Subtask/Checklist” checkbox to start using subtasks.

Enable subtask mode

If you check the box “Allow multilevel," you can create subtasks for subtasks.

Now, click “Add new subtask.”

Add subtask icon

Next, click on “Add new subtask.”

Add new subtask in the form

Fill out the form and save the subtask.

Clone task

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You can clone a task to copy its details by clicking the “Clone task” icon in the task form.

Clone task

Attachments and images cannot be transferred to a cloned task.

Task and board history

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Task History#

Task history is available in the task view form.

Task history

Ensure the “Item Version History” option is enabled in the SharePoint list versioning settings.

This way, you can track the task’s history and see all the changes.

Track the changes

Any changes to attachments and pictures are not displayed in either the task or board history.

Comments

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Team members can leave comments on the board tasks. To add a new comment, double-click the comments icon in the task card.

Add comment icon

The “Comments” tab will open in the task form. Leave a comment here.

View and edit task

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Click a task to view its details. You can switch between the short view and the full view.

Task view form

You can edit card fields underlined with a dotted line directly on the board without opening the form.

Edit task on the board

If you change “% complete” to 100, the task will be automatically moved to the “Completed” column.

Filters

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The following filtering options are available for Kanban Board: search, sorting, and more specific condition filters.

Filter options

The search bar allows you to show only tasks matching any entered task values (text, numbers, and symbols) displayed on cards.

Search string

If you enable task sorting according to a specified field in the settings block, you can apply this filter on the Kanban board header to sort tasks in ascending and descending order according to the selected field.

Swimlanes

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Hide/collapse swimlanes#

Use the hide empty swimlanes icon to hide all that do not currently contain tasks.

Hide empty swimlanes

Using the relevant icon, you can collapse or show all the swimlanes at once.

Collapse all swimlanes

Switch swimlanes#

You can switch swimlanes directly on the board to view tasks grouped in swimlanes. There is no need to open the settings and make modifications—choose the desired swimlane field from the drop-down menu.

Move tasks

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To change a task’s value (usually the status), drag and drop it to the required column.

Drag and drop task to a new column

You can also drag and drop tasks between swimlanes. If, for example, the priority field is chosen for swimlanes, dragging and dropping a task to another swimlane will change its priority.

Drag and drop tasks between swimlanes

Adding a task

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Use the “Add task” button to add new tasks to a board.

Add task

If multiple lists are added to the board, select the list to which the task should belong.

Multiple lists

You can also use “+” to add a task directly to a column or swimlane.

Add task to a column

Board and task links

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Each board has a direct link. You can share it with team members or add it to a quick launch on your SharePoint site.

Click the copy icon on the board header to copy the board link to your clipboard.

Copy link to a board

You can also copy the link for a task.

Copy link to a task