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Kanban Task Manager SharePoint Add-in Manual

Table of contents

1 INTRODUCTION............................................................................................................................... 4

1.1 LANGUAGES........................................................................................................................................51.2 REQUIREMENTS....................................................................................................................................5

2 INSTALL KANBAN TASK MANAGER SHAREPOINT ADD-IN.................................................................6

2.1 DOWNLOAD FROM SHAREPOINT STORE....................................................................................................62.2 DOWNLOAD FROM KALMSTROM.COM......................................................................................................62.3 PERMISSIONS.......................................................................................................................................7

2.3.1 Add-in.......................................................................................................................................72.3.2 Users.........................................................................................................................................72.3.3 Administrator............................................................................................................................72.3.4 Visitors......................................................................................................................................7

3 FIRST TIME USAGE.......................................................................................................................... 8

3.1 EXAMPLE DATA....................................................................................................................................83.1.1 Remove Example Data..............................................................................................................9

4 THE CONFIGURATION PAGE........................................................................................................... 11

4.1 EXTRA FIELD......................................................................................................................................124.2 COLORS............................................................................................................................................12

4.2.1 Change Color..........................................................................................................................124.3 CHECKLIST.........................................................................................................................................134.4 TIME LOGGING..................................................................................................................................134.5 TABS................................................................................................................................................13

4.5.1 Projects...................................................................................................................................144.5.2 Phases.....................................................................................................................................14

4.5.2.1 Columns Per Phase..........................................................................................................................154.5.2.2 Move Close Tasks............................................................................................................................16

4.5.3 Responsibles...........................................................................................................................164.5.4 Hide a Phase or Project...........................................................................................................174.5.5 Lanes.......................................................................................................................................184.5.6 Change Captions of the “Project” and “Lane” Columns..........................................................184.5.7 WIP Limits...............................................................................................................................224.5.8 Tasks List.................................................................................................................................22

4.5.8.1 Custom Columns.............................................................................................................................234.5.9 Default Values.........................................................................................................................23

4.6 MY TASKS.........................................................................................................................................234.6.1 New page model.....................................................................................................................25

4.7 CLEAR CACHE....................................................................................................................................25

Kanban Task Manager SharePoint Add-in V4 www.kalmstrom.com

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http://www.kalmstrom.com/

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



5 THE KANBAN TASK MANAGER APP PART.......................................................................................26

5.1.1 Insert the Kanban Task Manager App Part.............................................................................26

6 USE KANBAN TASK MANAGER.......................................................................................................28

6.1 KANBAN VIEW...................................................................................................................................286.1.1 Filter and Search Tasks...........................................................................................................28

6.1.1.1 Copy Current Filter..........................................................................................................................306.1.1.2 Bookmark Filter...............................................................................................................................306.1.1.3 Remove Filter..................................................................................................................................30

6.1.2 Create a New Task..................................................................................................................306.1.3 Descriptions in Add-in and App Part.......................................................................................316.1.4 Open and Edit a Task..............................................................................................................336.1.5 Move Tasks.............................................................................................................................336.1.6 Delete a Task..........................................................................................................................336.1.7 Priority....................................................................................................................................346.1.8 Task Overdue Indicators.........................................................................................................346.1.9 Checklist..................................................................................................................................34

6.1.9.1 Change The Sequence Of Checklist Items........................................................................................366.1.9.2 Remove Checklist............................................................................................................................36

6.1.10 Time Logging.......................................................................................................................366.1.11 Details Pane........................................................................................................................37

6.1.11.1 Close a Task.....................................................................................................................................386.1.11.2 Checklist..........................................................................................................................................386.1.11.3 Time Logging...................................................................................................................................38

6.2 OTHER VIEWS....................................................................................................................................386.2.1 Month View............................................................................................................................386.2.2 Year View................................................................................................................................396.2.3 Timeline Responsibles.............................................................................................................406.2.4 Timeline Projects.....................................................................................................................416.2.5 Project View............................................................................................................................426.2.6 Month, Timeline Project and Timeline Responsible Features.................................................42

6.2.6.1 Open Task.......................................................................................................................................426.2.6.2 Create a New Task...........................................................................................................................426.2.6.3 Move Tasks.....................................................................................................................................426.2.6.4 Drag Time Extension.......................................................................................................................42

6.2.7 Daily Trend..............................................................................................................................436.2.8 Day Report..............................................................................................................................43

7 STATISTICS.................................................................................................................................... 45

8 UPGRADE...................................................................................................................................... 49

9 REGISTRATION AND TRIAL INFO....................................................................................................50

10 SUBSCRIPTION........................................................................................................................... 51


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11 CONTACT................................................................................................................................... 51

12 REMOVE KANBAN TASK MANAGER SHAREPOINT ADD-IN...........................................................51

13 MORE SHAREPOINT TIPS............................................................................................................52


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1 INTRODUCTION

Kanban Task Manager SharePoint Add-in helps a workgroup cooperate on projects and tasks in SharePoint. The add-in visualizes the workflow and makes it easy to manage projects. The SharePoint versions of Kanban Task Manager are especially suitable for users who need to reach the tasks from anywhere and for managers who supervise several workgroups. Kanban Task Manager SharePoint Add-in is installed from the SharePoint Store to the site 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 value


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Search of task subjects and body textsDisplay of tasks for multiple projects in one Kanban boardVarious views in addition to the kanban viewPossibility 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 iconsTask overdue indicatorSet number of columns per phaseEmbed My Tasks in any pageCreate a Checklist for each taskDisplay the checklist count on the task cards.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 activities on a specified date.

Section 6 of this manual is intended for all users, while the rest is meant for the administrator.Microsoft plans to replace the word “app” with “add-in”. In this manual we are talking about the Kanban Task Manager Add-in and App Part, so we are using the new term in the product name but the old term for app part/add-in part.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 original example data.

1.1 LANGUAGES

The language of Kanban Task Manager SharePoint Add-in 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. The Example data that can be generated for evaluation purposes are in English, and therefore SharePoint Store does not allow us to add more supported languages in the description. Kan-ban Task Manager will however work on all supported languages even if you install it from SharePoint Store.

1.2 REQUIREMENTS

To use Kanban Task Manager SharePoint Add-in 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 versions of Google Chrome and Mozilla Firefox.


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2 INSTALL KANBAN TASK MANAGER SHAREPOINT ADD-INKanban Task Manager SharePoint Add-in can be downloaded from SharePoint Store or from the kalmstrom.com website. The person who installs Kanban Task Manager must have administra-tor permission on the site collection.

2.1 DOWNLOAD FROM SHAREPOINT STORE

Go to the SharePoint site where you want to use Kanban Task Manager SharePoint Add-in and click on Site Contents.

In the ‘Site Contents’ click on ‘New’ and ‘App’.

Click on SharePoint Store in the left panel and select Kanban Task Manager.

2.2 DOWNLOAD FROM KALMSTROM.COM

You can also download Kanban Task Manager SharePoint Add-in directly from the kalmstrom.-com website to your PC and then upload the add-in to the farm’s or tenant’s Add-in/App Cata-log.


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http://www.kalmstrom.com/products/TaskManager/KTMSharePoint/DownloadSPAdd-in.htm

http://www.kalmstrom.com/products/TaskManager/KTMSharePoint/DownloadSPAdd-in.htm




When this is done, you can install Kanban Task Manager SharePoint Add-in on any site by go-ing into Site Contents and add an app as described under Download from SharePoint Store. Select ‘Apps You Can Add’ and choose Kanban Task Manager SharePoint Add-in.

2.3 PERMISSIONS

Standard SharePoint permissions are used for the Kanban Task Manager SharePoint Add-in lists. The permission for the Add-in itself is set automatically when the download is trusted.

2.3.1ADD-INKanban Task Manager needs Manage permission on the site collection where it is installed. Thanks to this permission restriction, the Kanban Task Manager SharePoint Add-in cannot make any other changes on the SharePoint site collection than the ones needed for the add-in to work, no matter what permission the user has.Kanban Task Manager sets the required add-in permission when you have clicked on the Trust-it button during the installation.

2.3.2USERS

By 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 the ‘KTM Tasks’ list to ‘Contribute’, users can still change the items, but they cannot change the settings.

2.3.3ADMINISTRATOR

The Kanban Task Manager administrator must have Full control over the site collection where Kanban Task Manager is installed.

2.3.4VISITORS

For people who just need to see the task it is sufficient with Read permission over the Kanban 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 page.


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3 FIRST TIME USAGE

When Kanban Task Manager SharePoint Add-in has been installed in a site collection, a “Get Started” page will be shown when you click on “Kanban Task Manager SharePoint Add-in” in the Site Contents.

From the “Get Started” page you can either add your own list data 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.


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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 SharePoint Add-in. Refer to Phases section. The responsible persons are added to Kanban Task Manager SharePoint Add-in from the user accounts when they are assigned as responsible for tasks. As no other user than the admin data is created, all the example data tasks will be assigned to this admin.

3.1.1REMOVE EXAMPLE DATA

When you create Example data, 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 (or any other tasks list that you have used with Kanban Task Manager). This is quickly done if you use the datasheet view for the list.


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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.


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4 THE CONFIGURATION PAGE

The Configuration page is opened from the all views. (At First Time Usage the Configure 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 and the tasks visualized there should look. Click OK to confirm your selection or Cancel to abort it.


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Before you register Kanban Task Manager, the configuration page has a licence button for reg-istration, refer to Registration and Trial Info.The image above comes from an installation where there is another tasks list in the site, be-sides the ‘KTM Tasks’ list that was created when Kanban Task Manager was activated.

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. Enter any name in the field, and a tab for that parameter will be added in the Configuration page, where you can enter your values.When a custom field is used, it will be displayed in the bottom left corner of the task card, instead of the due date. In the image here to the right, the organization has opted to use the parameter “Cus-tomer”.


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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 in the list if needed). If you want to remove the custom field, remove the text in the field.

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 Project View each phase has its own color.

4.2.1CHANGE COLOR

You can change the default colors to other colors. Click on the color you want to change and hover over the colors until you see the preferred color.

4.3 CHECKLIST


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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. Enable this feature 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. Enable this feature 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 the value. Remove values and rows by clicking on the minus sign.

4.5.1PROJECTS

Under 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.


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4.5.2PHASES

The 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, Completed, Deferred and Waiting on someone else. 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 PHASE

If 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.


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4.5.2.2 MOVE CLOSE TASKS

When Users close a task, the task will be moved to a specified phase. To move the tasks to a specified phase, check the op-tion “Move closed task to this phase” for the phase to where the tasks should be moved when they are closed.By default ‘Completed’ phase is selected.Users close tasks by right clicking on the task card and checking the box in the details pane.

4.5.3RESPONSIBLES

People or permission 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 ‘Assigned To’ field. To change the suggested 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.


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4.5.4HIDE A PHASE OR PROJECT

By 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.


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4.5.5LANES

You 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.

4.5.6CHANGE CAPTIONS OF THE “PROJECT” AND “LANE” COLUMNS

The captions of the columns “Project” and “Lane” can be replaced with any other captions that better suit the organization:

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.


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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.


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4. The Settings page opens. Click on ‘Project’ or ‘Lane’.


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5. The ‘Edit Column’ page will open. Change the column name and click ‘OK’.


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4.5.7WIP LIMITS

You can set WIP limits for the phases and lanes, so that users will have red warning text on the 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 LIST

The 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.


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4.5.8.1 CUSTOM COLUMNS

When 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 the process, any custom columns you have added to the list 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 users create new tasks (unless they have filtered for Project, Responsible and/orPriority, because then the filtered value(s) will be default instead).

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 installed. 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.


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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.

The tasks will be fetched from the current site, and one of the phases can be excluded from showing up in the embedding.

To embed My Tasks, 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.


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4.6.1NEW PAGE MODEL

If you want to embed My Tasks in a page with the new interface, first enter the app web URL under Site settings >Site Collection Administration >HTML Field Security.

If you cannot find the HTML Field Security link, write this in the address field:https://<tenant>.sharepoint.com/sites/<sitename>/_layouts/15/HtmlFieldSecurity.aspx

4.7 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 you have to clear the cache often, please contact the kalmstrom.com support!


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mailto:[email protected]




5 THE KANBAN TASK MANAGER APP PART

When the Kanban Task Manager Add-in has been configured, the Kanban Task Manager App Part can be added to any wiki or web part page in the site. The Kanban Task Manager App Part shows the same kanban board with the same tasks and settings as the add-in, and tasks can be created or edited in either the add-in or the App Part. Attachments, videos and inline images are supported in the App Part but not in the Add-in.

5.1.1INSERT THE KANBAN TASK MANAGER APP PART

Click on ‘Edit’ on the top right of the SharePoint page where you want to add the app part. The page will open in Edit mode.Open the INSERT tab and click on ‘App Part’.

Under Parts select ‘Kanban Task Manager App Part’.Click on ‘Add’.


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Move the cursor over the top right corner of the app part. Expand the accordion and click on ‘Edit Web Part’.

Expand the section ‘KTMSP App Part’ and enter the URL of the current page, where you have added the App Part. Click on ‘Apply’ and then save the page.

Now the kanban board will be added to the page.


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6 USE KANBAN TASK MANAGER

You can reach the Kanban Task Manager SharePoint Add-in kanban board by clicking on the “Kanban Task Manager” link in the Quick Launch.

6.1 KANBAN VIEW

The default tasks page (= the kanban board) shows all the tasks in the Tasks list used with Kanban Task Manager. You can use the Ctrl key + the plus or minus key to zoom in and out on the kanban board, just like you can do with any web page. The tasks are grouped according to their phase, and by default all the team’s tasks are shown on the kanban board. The kanban board may also have different lanes, where the tasks can be moved independently.


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6.1.1FILTER AND SEARCH TASKS

Click on the Search icon to open the left pane.

Here you may filter tasks by project(s), responsible(s) and/or priority/priorities.


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If the team is using an extra field, you may also filter the task 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.


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Kanban Task Manager will search for tasks that contain the word or phrase and show them on the kanban board. The rest of the tasks will be hidden. Your filtered view is preserved even if you refresh the page or restart the browser.

6.1.1.1 COPY CURRENT FILTER

When 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.

6.1.1.2 BOOKMARK FILTER

Filtered 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.

6.1.1.3 REMOVE FILTER

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

6.1.2CREATE A NEW TASK

There 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 or press Ctrl + En-ter to open a task with that subject.


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Click on the plus sign or press Ctrl + Enter, without entering a subject in the search field. A blank task will open.

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

6.1.3DESCRIPTIONS IN ADD-IN AND APP PART

As you see from the form images below, the task Description field give different possibilities in the Add-in and the App Part. The Kanban Task Manager App Part supports attachments, videos and inline images, but attachments, videos and inline images are NOT supported in the Add-in.


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This means that the App Part gives more options, but it also means that if you add attach-ments to the task in the App Part, they will not be visible in the Add-in. On the other hand, everything you add to the task in the Add-in will show up in the App Part.The Add-in task form


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The App Part task form

6.1.4OPEN AND EDIT A TASK

Double click on a task card to open the task in edit mode.

6.1.5MOVE 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 lane by using the CTRL key + one of the arrow keys. 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 form will be changed automatically.

6.1.6DELETE A TASK

To 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.


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6.1.7PRIORITY

When 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.

6.1.8TASK OVERDUE INDICATORS

When a task is overdue, this will be indicated by a red border. The due date will also be displayed in red.

6.1.9CHECKLIST

To make it easier to work with large 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:


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Details pane:


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When you add checklists to any task, the task card will display the checklist count.

6.1.9.1 CHANGE THE SEQUENCE OF CHECKLIST ITEMS

The sequence of the checklist items can be changed by drag and drop. This can be done in the task form as well as in the details pane.

6.1.9.2 REMOVE CHECKLIST

In the task 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.

6.1.10 TIME LOGGING

Keep track of how longyou have 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:


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Details pane:


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6.1.11 DETAILS PANE

When you right click on a task, a details pane will be shown on right side of the screen.In the details pane you can read the task description, see and change the progress bar and the responsible person and close the task.


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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.

6.1.11.1 CLOSE A TASK

Check the box to the left of the progress bar in the details pane, when you want to close the task.

6.1.11.2 CHECKLIST

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

6.1.11.3 TIME LOGGING

If the time logging option has been enabled in the settings, each team member who works with the task can register in the details pane how many minutes was spent on the task.

6.2 OTHER VIEWS

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

6.2.1MONTH VIEW

When 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.


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

6.2.2YEAR VIEW

When 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.


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

6.2.3TIMELINE RESPONSIBLES

When 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.


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6.2.4TIMELINE PROJECTS

When 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.


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6.2.5PROJECT VIEW

In the Project 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.

6.2.6MONTH, TIMELINE PROJECT AND TIMELINE RESPONSIBLE FEATURES

6.2.6.1 OPEN TASK

Click on the colored time slot to open a task.

6.2.6.2 CREATE A NEW TASK

Click in an empty cell to create a new task. The values of the selected cell will be filled out by default.

6.2.6.3 MOVE TASKS

Drag and drop tasks to move them to other time slots.


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6.2.6.4 DRAG TIME EXTENSION

In 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.

6.2.7DAILY TREND

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

6.2.8DAY REPORT

The 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.


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7 STATISTICS

Kanban Task Manager SharePoint Add-in 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 SharePoint Add-in statistics application, a new report will be generated with the updated data.The statistics reports are generated at a kalmstrom.com service on Microsoft Azure, and when the reports file has been created you will be asked to download it.

Kanban Task Manager SharePoint Add-in offers several Excel reports:Number of Tasks per Project Number of Tasks per Phase Tasks per Lane and PhaseAverage of Tasks % completed per Phase


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Number 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.


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




Change the charts as you like with the Excel tools.


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


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8 UPGRADE

If you downloaded your current version of Kanban Task Manager SharePoint Add-In from the SharePoint Store, you will get the message at step 3 below automatically. If you downloaded the current version of Kanban Task Manager SharePoint Add-In from the kalmstrom.com website you must first update the .app file in the App Catalog, refer to steps 1 and 2 below.

1. Download the ZIP file and extract it.2. Upload the Kanban Task Manager SharePoint Add-In APP file to the App Catalog of your

SharePoint farm or tenant. The older version will be overwritten. 3. On each site where Kanban Task Manager is installed, you will now get a message in

the Site Contents about the new version.4. Click on the GET IT button and then on Trust It.

5. The Site Contents page will open again with the notice ‘We are updating your app’ on the Kanban Task Manager SharePoint Add-in tile.

Should you not get the message in the Site Contents, remove the older app from the Site Con-tents and add a new Kanban Task Manager SharePoint Add-in "From your organization".The new version of the Kanban Task Manager Add-in will find and use all your old list items.


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9 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 Kanban Task Manager after the trial period, you must subscribe to the solution. 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 SharePoint Add-in. Minimum and Medium Subscribers will be given a registration key which allows the organiza-tion to continue using Kanban Task Manager SharePoint Add-in for the duration of the subscrip-tion. To register, open the Configure page by clicking on the settings icon at the top, near the search field.Press 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.


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The registration must be done once on every site where Kanban Task Manager SharePoint Add-in is used. In the future we plan to give our customers an easier way to register all installa-tions. The registration key will continue to work as long as the organization is a kalmstrom.com Sub-scriber.

10 SUBSCRIPTION Kanban Task Manager SharePoint Add-in is licensed with a subscription. There are three sub-scription levels, Minimum, Medium and Premium. Support, upgrades and an unlimited number of users within the subscribing organization are included in all levels. Refer to the Kanban Task Manager Subscription page .

11 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


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

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




[email protected] – Invoices, payments

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

Online chat http:www.kalmstrom.com

12 REMOVE KANBAN TASK MANAGER SHAREPOINT ADD-INShould Kanban Task Manager SharePoint Add-in not be used anymore, you can remove it. Cur-rently Microsoft has not added a Remove option in the modern Site Contents interface, so you must use the classic experience to remove Kanban Task Manager.To remove, go to the Site Contents and find Kanban Task Manager SharePoint Add-in. Right click on the ellipses (…) and select REMOVE from the context menu. You might also want to remove some or all of the Kanban Task Manager lists.

13 MORE SHAREPOINT TIPS

You surely have noticed that Kanban Task Manager SharePoint Add-in 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 kalmstrom.com website.


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