User Manual, Kanban Task Manager SharePoint Add-in
Contents
1. ee Eee Bes 9s aa EN 6 SHAREPOINT LISTS AND FIELDS The Kanban Task Manager SharePoint Add in lists are standard SharePoint lists so you can treat them like you treat any other lists in SharePoint Kanban Task Manager SharePoint Add in will check if all needed lists and columns are in place and give a warning in case you should make changes in a way that will harm the function of Kanban Task Manager SharePoint Add in Kanban Task Manager SharePoint Add in creates the lists KTM Tasks KTM Phases KTM Projects Responsibles and KTM Lanes If you enter a name in the Extra field box in the Configure page Kanban Task Manager SharePoint Add in also creates a list for values of the extra tag that you can add to the tasks and the kanban board filter However only the KTM Tasks list and the Projects lists must be used for Kanban Task Manager SharePoint Add in to work By default Kanban Task Manager SharePoint Add in does not use the lists Phases and KTM Responsibles Instead the SharePoint built in task fields Status and Assiged To are used for these tags The list KTM Lanes will be used if it has at least two values If the list has one or no value the kanban board will not have any lanes 6 1 SHAREPOINT FIELDS 6 11 STATUS When you first click on the Phases link in the Kanban Task Manager SharePo2. Kanban Task Manager SharePoint Add in www kalmstrom com 16 kalmstrom leveraging your Microsoft Kanban Task Business Solutions Manager s 6 2 3 KTM PHASES By default Kanban Task Manager SharePoint A dd in uses the standard SharePoint task field Status for the phase names When you use the default setting and click on the Phases link in the Configure page you will be directed to a dialog and not to a list refer to Status Phase However Kanban Task Manager SharePoint Add in also has a custom list for phases KTM Phases When you have unchecked the default option the Phases link in the Configure page will instead direct you to that custom list Enter the phase names you want to use in the KTM Phases list and they will be displayed the kanban board 6 2 4 RESPONSIBLES By default Kanban Task Manager SharePoint Add in uses the SharePoint user accounts to populate the task field Assigned To However Kanban Task Manager SharePoint Add in also has custom lists for responsibles KTM Responsibles When you have unchecked the default option the Responsibles link in the Configure page will instead direct you to that custom list Enter the names of the workgroup members in the KTM Responsibles list and these names will be shown in a dropdown in the tasks There you can select the responsible for each task KM EDT ONE 6 2 5 THE KTM TASKS LIST defaut the tasks are sa
3. Enhanced rich text Rich te with pictures tables and hyperinks Append Changes to Existing Text Oys No With the Enhanced rich text option selected the users get more possibilities and can insert images and tables in the tasks Enhanced rich text will also make links in the description field clickable directly on the kanban card Kanban Task Manager SharePoint Add in 18 kalmstrom Business Solut leveraging your Microsoft Kanban Task Manager ter s 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 Note 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 6 3 LIST AND FIELD MODIFICATIONS 6 3 1 ADD ITEMS TO LISTS New projects phases responsibles and lanes can be added to the lists in two ways both standard SharePoint methods Standard View via the Add new item button new dialog opens and you can fill out the details Taimon Z TUNS n KTM Projects 4 bond new item or edit this list P All items sanam r nai e qa a pm i Xo qn Do Bis O fe cond 4 cem cuan Mas 4 2 on es 1 now poRA Kanban Tak Manager Rece
4. a Efue m d Stop editing this list Pt 6 3 7 DELETE ITEMS IN A DIALOG In a dialog use the red X to the right to delete an item Kanban Task Manager SharePoint Add in 24 kalmstrom leveraging your Microsoft Kanban Task Business Solutions Manager to sorone Move closed tasks to this phase Kanban Task Manager SharePoint C are you sure you want to delete the Bem x Waiting on someone eise Phase Name Pali E m E XX X X X Kanban Task Manager 6 3 8 DEFAULT VALUE SharePoint does not show empty dropdowns Instead the first alternative is shown as default in the dropdown If you want to avoid unintended selections of the default alternative you can create entries with the name Unassigned Then this value will be shown by default when you create a new task unless you have filtered for Project Responsible because then that value will be default instead Note the current user will automatically be selected as default when a new task is created Kanban Task Manager SharePoint Add in ww 25 kalmsti almstrom teveragng your meros Cl Kanban Task ns Manager sse 7 UsiNG KANBAN TASK MANAGER You can reach the Kanban Task Manager SharePoint Add in kanban board by clicking on Kanban Task Manager S
5. the KTM Projects list If you use the default setting for responsibles you can only change the colors in the Configuration page If you use the KTM Responsibles list you can to write or paste the color codes for each item cancel choose 4 6 CLEAR CACHE To increase performance Kanban Task Manager SharePoint Add in saves a cache of all the current tasks Sometimes this cache gets corrupt If that happens once click this button to resolve the problem If it happens often please contact the kalmstrom com support Kanban Task Manager SharePoint Add in wwn 10 kalmsti X almstrom teveragng your merosot Cl Kanban Task Business Solu Manager s Kanban Task www kalmstrom com Manager o s deem x p 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 page in the site The App Part shows the same kanban board with the same tasks as the Add in and tasks can be created or edited in either the Add in or the App Part Attachments and inline images are supported in the App Part but not in the Add in 5 1 ADD APP PART 1 Click on Edit on the top right of the SharePoint page where you want to add the part The page will open in Edit mode 2 Open the INSERT tab and click on App Part app Part Insert app content rom this si pas new app to deploy
6. commodo magna eo qut Prony Nema 7 Poles Sai masing rated at 9p 182015 550 PM By Rimes eta t Sea 13 215553 FM Ey Raa us Kanban Task Manager Kanban Task Manager SharePoint Add in 27 kalmsti X almstrom your meros Cl Kanban Task Business Solu snoreroin The App Part task form a oo IEEE Bi le EET ced 9 Ehe Kua usss ars e ir sss see m iis poste m ae a jal eec exem Met oie 159915 539 PM by Kanbon Task Maro SharePoint beha of Rien But 7 4 1 DIFFERENCES As you see from the form images above the task Description field give different possibilities in the Add in and the App Part The App Part gives more options but this means that if you add attachments to the task in the App Part they will not be visible in the Add in Everything you add to the task in the Add in will show up in the App Part also 7 5 MOVE 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 then transform 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 In next version this will work between lanes also just like drag and
7. drop 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 Kanban Task Manager SharePoint Add in 28 kalmsti almstrom teveragng your meros Cl Kanban Task BT Manager w s 7 6 EDITA TASK When you focus on a task the Edit icon on the top right EE corner of the task becomes visible You can open the task ct in edit mode by either clicking the icon or by double licking on the task 7 7 DELETE OR CLOSE A TASK When you click the close button on the task the item will be either deleted or moved to a phase specified by the administrator Tasks that are deleted will be moved to the site recycle bin where they are usually kept for 30 days making it easy to restore deleted tasks 7 8 SEE MORE TEXT When you right click a task a details pane that shows more of the text than what is visible on the kanban board will be shown at the bottom of the screen in a details pane Proje a Lo p Daters 012 ating en someone eee When you have already opened the details pane by right clicking on a task you can select another task by either left or right click to see its details in the pane You can also use the arrow keys to move between tasks Right click in an empty space to close the detalls pane Kanban Task Manager SharePoint Add in www 2
8. es tern m sweat Registration Cancel 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 installations The registration key will continue to work as long as the organization is a kalmstrom com Subscriber 11 SUBSCRIPTION Kanban Task Manager SharePoint Add in is licensed with a subscription There are three subscription 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 pao Kanban Task Manager SharePoint Add in wwn 35 kalmsti X almstrom E E Kanban Task n Manager w sot 12 Contact If you have any kind of problem or questions about Kanban Task Manager there are several ways of contacting us E mail support kalmstrom com Technical issues sales kalmstrom com Subscription and general issues financeGkalmstrom com Invoices payments Telephone 46 739 206 106 Within USA 800 518 4155 Online chat http www kalmstrom com 13 REMOVE KANBAN TASK MANAGER SHAREPOINT ADD IN Should Kanban Task Manager SharePoint Add in not be used anymore you can remove it 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
9. some or all of the Kanban Task Manager lists Kanban Task Manager SharePoint Ad px x Kanban Task Manager SharePoint Ad Version 1003 KTM Phases DETAILS PERMISSIONS D items Modified 20 hours ago 14 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 Kanban Task Manager SharePoint Add in www 36
10. the kanban board filter dropdown However as long as the user is added to SharePoint the name will be suggested when you enter a responsible in the open task Responsibles x Kare Fell wa nes E Kanban Task Manager sess ox c Kanban Task Manager SharePoint Add in ww 14 kalmsti X almstrom E v NEU Kanban Task Business Solutions Manager s 6 1 3 MAP RESPONSIBLE By default the responsible names are fetched from the SharePoint user accounts but Kanban Task Manager SharePoint Add in has an option to instead fetch the names from a custom list KTM Responsibles When you switch between these two options from the default option to the custom list or vice versa a dialog will be displayed Here you can map the former responsibles with the new ones so that all current tasks will have the correct responsible even if you change the way Kanban Task Manager fetches them Resolve Respor Responsible Map Responsible Gujarati Kate Kalmetram Kate Kalmetrom itu Patidar Ruka Kate Kelmatrom Peter Kalmetrem Kate Kalmetram Sharad verma aT Kanban Task Manager LE ees 6 2 Lists The Kanban Task Manager SharePoint Add in Configure page always has links to the KTM Projects and KTM Lanes lists If you do not use the default settings
11. 9 kalmsti ij almstrom everaging your Micros Eh Kanban Task Business Solutions Manager st 8 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 th kanban boar 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 an kalmstrom com service on Microsoft Azure and when the reports file has been created you will be asked to download it Wus cun user mun ma ho S Kanban Task Manager SharePoint Add in offers several Excel reports Number of Tasks per Project Number of Tasks per Phase Tasks per Lane and Phase completed Tasks per Phase Number of Tasks per Responsible completed Tasks per Responsible When swim lanes are used there are three additional default reports Number of Tasks per Lane Tasks per Phase and Lane completed Tasks per Lane 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 Kanban Task Manager SharePoint Add in 30 kalmstrom leveraging your Microsoft Kanban Task Business Solutions Manager v s The different reports can be reached via the
12. Kanban Task Manager SharePoint Add in tasks Kanban Task Manager SharePoint Add in 8 kalmsti almstrom fissis nek Kanban Task Business Solutions 4 Manager s Kanban Task Manager Settings 1 02 Kanban Task t T Kanban Task ET Managers 4 1 SHOW PRIORITY Check the box for Show priority if you want the priority value to be shown on the visualized tasks 4 2 CUSTOM FIELD In the Extra field you can enter any parameter that you would like to be added to the visualized tasks and that you want to filter the tasks by on the kanban board When you enter a name in this fleld a list for the values of the si custom parameter will be added to Kanban Task Manager SharePont Add in Add your own values in the list so that users can select them for each task The custom field value will be added above the responsible value on the visualized task In the image here to the right the organization has opted to use the parameter Weight and to set the Extra field Weight values to 1 10 They have also opted to show Priority in the task Above the tasks on the kanban board there will also be a new dropdown for filtering the custom field Kanban Task Manager SharePoint Add in ww kalmstrom leveraging your Microsoft Kanban Task Business Solutions Manager s roject Responsible ai v priorny a 7 If
13. N TASK MANAGER SHAREPOINT ADD IN Kanban Task Manager SharePoint Add in can be downloaded from SharePoint Store or from the kalmstrom com website 2 1 DOWNLOAD FROM SHAREPOINT STORE NOTE Kanban Task Manager SharePoint Add in has not yet been added to SharePoint Store so currently the only possibility is to download from the kalmstrom com website see below Go to the SharePoint site where you want to use Kanban Task Manager SharePoint Add in and click on Site Contents Under Site Contents click on add an app Kanban Task Manager SharePoint Add in 4 kalmsti X almstrom E E E EN Kanban Task Business Solutions Manager o Site Contents ome Lists Libraries and other Apps nm gt en cerere Jom tempter CR Click on SharePoint Store in the left panel and select Kanban Task Manager SharePoint Add in 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 Add in catalog of the SharePoint site collection where you want to use Kanban Task Manager Install Kanban Task Manager SharePoint Add in on a site by going 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 permissio
14. P Kantun k Manager Sheep ar 3 Under Parts select Kanban Task Manager App Part 4 Click on Add Kanban Task Manager SharePoint Add in www kalmstrom Business Solu leveraging your Microsoft Kanban Task ns Manager s Add part Reh Conte V ROWS PAGE FORMATTEST INSERT Qoue Yrruow Im Bid sb ee in Yr eer Parts About the part ipp Paape Bue Traing _ Kanban Task Manager App Part Iflappsin Testing Pandan Task Mong Manage tasks by drag and drop and visualize them on a Epocuments TM Lanes color coded kanban board For more information please 20 Deparment Taske CIIM Phases fom Templates Ther projects dick on Edit Web Part Minimize N Close X Delete EJ Edit Web Part Move the cursor aver the top right corner of the app part Expand the accordion and 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 E Advanced E KTMSP add in part Current Page URL Kanban Task Manager SharePoint Add in 12 www kalmstrom com kalmsti leveraging your Microsoft Kanban Task Business Solu D s 8 Now the kanban board will be added to the page Manager Apo part
15. ban Task Managers es Hui Phase Name Phase Desenption canban Task Manager M projects sequence 5 M Responsables 1 we EJ 1 Content My Mo dosed isto thie phe ele Bn When the Close button is set to move tasks to a specified phase tasks can instead be deleted via the tasks list or by using the X icon in the open task Kanban Task Manager SharePoint Add in www 23 kalmstrom leveraging your 6 3 6 DELETE ITEMS Kanban Task Manager s Microsoft How you delete items depend on if they are stored in SharePoint lists or in Kanban Task Manager dialogs 6 3 6 1 DELETE ITEMS IN A LIST Delete items in the Standard View ove by selecting the item s and pressing the Delete Item button nia under the ITEMS tab in the ribbon m O Wi ssem l5 ME Yet em m 3 Aci she Tet u kem n Delete the selected tem or teme Notebook ais c Terms Documents Kanban Task Manager E erus si bn ELE When the item is open you can find a similar Delete button inside the open item In the Datasheet Quick Edit view you can delete one or several rows by selecting them and right click Tasks File the papers m Xo Ps H mos V SR Sa meg sms FEM poem Task Name File the pape Deletes tem Loe
16. ded 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 When you create Example data you will have to remove them before you start using Kanban Task Manager SharePoint Add in with your own data To remove the Example data delete all data in the lists KTM Tasks KTM Projects and KTM Lanes This is quickly done if you use the datasheet view for each list 4 THE CONFIGURATION PAGE The Configuration page is opened from the kanban board At First Time Usage the Configure page is instead reached from the Get Started page as no kanban board has yet been created Kanban Task Manager SharePoint Add in ww 7 kalmstrom co leveraging your Microsoft Kanban Task ns Manager s Kanban Task Manager SharePoint Add in lt there should look Click OK to confirm your selection or Cancel to abort it ben Bee s Bie Kanban Task Y Manager C a 4 1 TASKS LIST The default tasks list is a custom Kanban Task Manager SharePoint Add in list named KTM Tasks but you can change that and use another tasks list Click on the button Switch Tasks List to open a dialog where all your tasks lists are displayed Select the radio button for the list you want to use for the
17. e to the latest version To upgrade the Add in catalog upload the new version of Kanban Task Manager SharePoint Add in to the Add in catalog and over write the old version A notification that an update is available appears next to the add in in the Site Contents of every site where it is installed To upgrade right click on the ellipses and select ABOUT Kanban Task Manager SharePoint Adin Kanban Task Manager SharePoint Ad gt Veron 1007 KTM Projects idee Noted 2 hours ago DETAILS PERMISSIONS REMOVE Informtion about new version will be shown in a new window Click on the GET IT button and then on Trust It Kanban Task Manager SharePoint Add in ww 33 kalmsti S meom leveraging your Microsoft Kanban Task Business Solutions Manager s Kanban Task Manager SharePoint Add in pass ADDIT finden dnd saa saa perg dl po YOU trust Karbon nascar pp puc Soe Wa erst seman tm Pome Marager SharePoint Add The Site Contents page will open again with the notice We are updating your app on the Kanban Task Manager SharePoint Add in tile Kanban Task Manager We are updating your app click here to cancel The new version of the Kanban Task Manager Add in will find and use all your old list items 10 REGISTRATION AND TRIAL INFO You may evaluate Kanban Task Manager without cost and with full functionality
18. etween phases and lanes Filter tasks by project responsible and or priority and if enabled also by a custom value Search of task subjects and body texts lt Display of tasks for multiple projects one Kanban board Possibility to create swim lanes lt limits gives a warning when there are too many tasks Excel reports that show statistics on the task management Section 7 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 Kanban Task Manager SharePoint Add in wwn 3 kalmsti almstrom your meros C s Kanban Task Business Solutions Manager w s 1 1 LANGUAGES The language of Kanban Task Manager SharePoint Add in is automatically set to the same as the SharePoint site The supported languages are Danish Dutch English French German Italian Norwegian Portuguese Spanish and Swedish 1 2 REQUIREMENTS To use Kanban Task Manager SharePoint Add in you need to have SharePoint 2013 in house or hosted or Office 365 SharePoint Online Supported browsers are Microsoft Edge Internet Explorer 9 and higher and the latest versions of Goagle Chrome and Mozilla Firefox 2 DOWNLOAD KANBA
19. fferences 75 Move TASKS 7 6 EDITATASK 77 DELETE OR CLOSE ATASK 7 8 SEEMORE TEXT STATISTICS 9 UPGRADE 10 REGISTRATION AND TRIAL INFO 11 SUBSCRIPTION 12 CONTACT 13 REMOVE KANBAN TASK MANAGER SHAREPOINT ADD IN 14 MORE SHAREPOINT TIPS Kanban Task Manager SharePoint Add in www kalmstrom almstrom Kanban Task Business Solutions Manager ss 1 INTRODUCTION Kanban Task Manager SharePoint Add in helps a workgroup cooperate on projects and tasks in SharePoint The add invisualizes 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 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 e Drag and drop tasks within or b
20. 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 organization to continue using FE co Kanban Task Manager SharePoint Add in 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 Kanban Task Manager SharePoint Add in 34 kalmstrom leveraging your Microsoft Kanban Task Business Solutions Manager ic Kanban Task pm Manager sues cerae ue o 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 Kanban Task Manager SharePoint Add in x Please enter your e mall address and your registration key for Kanban Task Manager and click Registration You need to be connected to the Internet for this to work This version will function 27 more days Email Registration key Format J00001000120004000 0000 wew kairnstrom com Kanban Task
21. for phases and responsibles the Configure page also has links to the lists KTM Phases and Responsibles By default the Phases and Responsible links open dialogs not lists see above You can also reach these lists via the SharePoint Site Contents or via the Get Started page refer to First Time Usage 6 2 1 PROJECTS In the KTM Projects list all the workgroup s projects are stored and shared Kanban Task Manager SharePoint Add in ww 15 kalmst 6 2 2 The KTM kanban b get them rom 5 Kanban Task Manager EDIT LINKS gt KTM Projects Home new item or edit this list Find anit Notebook dis Documents Project Name Kanban Task Manager Planting the garden s leveraging your Microsot C Kanban Task Manager tor s Recent KIM Weight Building a playground s KIM Task 4 Trip to India KTM Task 3 School reunion st KTM Task 2 Seles team meeting KTM Task 1 Tubi x KTM LANES Lanes list does not have to be used but if you want to group the tasks on oard in swim lanes create at least two items in this list Add a sequence nui in the correct order the imber to gt a KIM Lanes Heme new item or edit this list Notebook Allitems Find an item Documents Sequence w Kanban Task Manager ear customers 1 10 porem insi m 2 w KM Task Contracts 3 a kr Tasks m E 4 2 Kaka n ES
22. harePoint Add in in the Site Content 7 1 THE KANBAN BOARD The tasks page the kanban board shows all the tasks in the Kanban Task Manager SharePoint Add in Tasks list 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 Pret Fem 3 memi T Kanban Task Manager SharePoint Add in The kanban board may be zoomed in and out with the zoom bar at the top right Drag the bar to the left when you want to see as many tasks as possible Drag the bar to the right when you want to zoom into one or a few tasks You can also 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 pages This method gives an even more expanded zoom range than the button The filter options search and phase names are locked so that you still can see them when you scroll vertically 7 2 FILTER TASKS You may filter tasks by project responsible and or priority and also by a custom parameter if this is enabled by the administrator Proje When you select a value from the dropdowns in Kanban Task Manager SharePoint Add in the tasks for that value will be shown All the tasks will be shown when you select All Kanban Task Manager SharePoint Add in 26 kalmstrom leveraging your Microsoft Kanban Task Busi
23. int add in Configuration page a dialog filled out with the built in SharePoint task options for Status will open In this dialog you can hide phases for example the Completed phase decide the order of the phases and set a limit for the allowed number of tasks WIP Kanban Task Manager SharePoint Add in www kalmsti X almstrom teveragng your merosot Cl Kanban Task Business Solutions Manager s Phase Name m Nor sianed a a in Progress 1 a a Completed a 8 a Kanban Task mr Qi Se Ss SharePoint gives the Status options Not Started In Progress Completed Deferred and Waiting on someone else To edit these options write in your prefered phase names in the grid You can also add or remove phase names here All changes will be reflected back to the kanban board 6 1 2 ASSIGNED To When you create a new task your own name will be suggested in the Assigned 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 in the Responsibles dialog if it is not already present there If this person should leave the workgroup the name can be hidden from the filter dropdown in the kanban board You may also remove the name from the Responsibles dialog Either you hide or remove the name it will not show up in
24. kalmstrom Business Solu leveraging your Microsoft Kanban Task ns Manager w sot Kanban Task Manager SharePoint for Add in Manual Table of contents 1 INTRODUCTION 11 12 2 DOWNLOAD TASK MANAGER SHAREPOINT ADD IN 21 22 23 231 Add in 232 Users 233 Administrator 234 Visitors 3 FIRST TIME USAGE 3a 4 THE CONFIGURATION PAGE 41 41 42 43 44 45 46 5 THE KANBAN TASK MANAGER APP PART 51 6 SHAREPOINT LISTS AND FIELDS 61 611 Status 612 Assigned To 6 1 3 Map Responsible 62 6 2 1 KTM Projects 622 KTM Lanes 623 Phases 6 24 Responsibles 6 25 The KTM Tasks list 63 6 3 1 Add Items to Lists 632 Add Items To Dialogs 633 Hide a Phase Project or Responsible 6 3 4 WIP Limits 63 5 Close a Task LANGUAGES REQUIREMENTS DOWNLOAD FROM SHAREPOINT STORE DOWNLOAD FROM KALMSTROM COM PERMISSIONS EXAMPLE DATA TASKS UST PrioRITY Custom FieLo STATUS PHASE AssicNeD To RESPONSIBLE Cotoss CLEAR CACHE ADD APP PART SHAREPOINT FleLos sts LIST AND FIELD MODIFICATIONS Kanban Task Manager SharePoint Add in www 1 kalmsti X almstrom e Kanban Task ns Managers Business Solu 6 3 6 Delete Items 6 3 7 Delete Items in a Dialog 638 Default Value 7 USING KANBAN TASK MANAGER 71 THE KANBAN BOARD 72 FIUTER TASKS 73 SEARCH TASKS 74 CREATE ANEW TASK 741 Di
25. 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 usc Red p fo Ey A Wem 4 PivatTable Fields Kanban Task Manager SharePoint Add in ww kalmstrom lt Kanban Task Manager ier leveraging your Microsoft k E dl Change the charts as you like Jr seers SECS SH E f 3 E PivotChart Fields with the Excel tools r3 IE ee Se 6 a H B d 2 Kanban Task Manager SharePoint Add in 32 kalmsti X almstrom E E EN Kanban Task Business Solutions SEAT Manager o sen r Sinton lit ered Lo hs as Melita ases See _ steepest a ater rm m tma ets EE 9 UPGRADE When you have installed Kanban Task Manager SharePoint Add In via SharePoint Store you will get a notification when a new version is available Upgrades are free and we recommend that you always upgrad
26. ness Solutions Manager io s 7 3 SEARCH TASKS The standard SharePoint search may be used with Kanban Task Manager Sharepoint add in but the application also has its own Search feature Above the phases in the kanban board there is a search field where you can search the subjects and bodies of all tasks earch Ta amp m Start writing the word or phrase you are looking for Kanban Task Manager SharePoint Add in will start searching immediately and show tasks with words that begin in the same way on the kanban board The rest of the tasks will be hidden When you delete the text the search filter is removed and all your tasks become visible again In Internet Explorer you can also click on the x in the Search field to delete the text 7 4 CREATE A NEW TASK Double click 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 The task form looks a bit different depending on if you are using the Kanban Task Manager Add in or the Kanban Task Manager App Part The Add in task form Tasks Order Indtatons and distribute ox Tack Name ansans 1 Due Dat Asie To ida Rica compie Bae Ones us Fee Fomfemi Font Format E LU E TT Iber mel
27. ns 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 1 ADD IN Kanban Task Manager SharePoint Add in 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 SharePoint Add in sets the required add in permission when you have clicked on the Trust it button during the installation 2 3 2 USERS People who should work with tasks must have at least Contribute permission over the Kanban Task Manager SharePoint Add in Task list 2 3 3 ADMINISTRATOR The Kanban Task Manager SharePoint Add in administrator must have Full control over the site where Kanban Task Manager SharePoint Add in is installed Kanban Task Manager SharePoint Add in ww 5 kalmsti almstrom Casa n NEUE Kanban Task ns Managers st 2 3 4 VISITORS For people who just need to see the task it is sufficient with Read permission over the Kanban Task Manager SharePoint Add in 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 3 FIRST TIME USAGE When Kaban Task Manager SharePoint Add in ha
28. nt 4 4 Stat ue YE E hu j Kma responsies Projets Completed ate raros ru ste comens E Bin iii u save Kanban Task Manager SharePoint Add in www 19 leveraging your Microsoft Kanban Task Business Solutions Manager SharePoint lt Quick Edit Datasheet view write or paste data into the cells de KTM Projects Poke Kanban Task Manager SharePoint Add in uses the lookup method to fill its dropdowns so entries will always be sorted and shown alphabetically in the dropdowns even if you don t add the items into the lists in alphabetical order 6 3 2 ADD ITEMS To DIALOGS When you use the default Kanban Task Manager SharePoint Add in settings the phases and responsibles are not fetched from lists Instead they are fetched directly from the SharePoint settings 6 3 2 1 App PHASE By default Kanban Task Manager SharePoint Add in uses the SharePoint task field Status To add new value and to edit or remove values dick on the Phases link in the Configure page and edit in the dialog You may also go into the site settings of the task list you are using with Kanban Task Manager SharePoint Add in KTM Tasks by default and choose Site Contents KTM Tasks list gt LIST tab gt List Settings gt Columns gt Status 6 3 2 2 ADD RESPONSIBLE By default the responsible person
29. s are fetched from the SharePoint accounts When you create a new task and add a responsible person to it this name will be automatically added to the Responsibles dialog if it is not already present there Kanban Task Manager SharePoint Add in wwn 20 kalmsti T almstrom EN NER Kanban Task Business Solu Manager sn 6 3 3 HIDE A PHASE PROJECT OR RESPONSIBLE By checking the Hide option for a phase project or responsible item you may hide that phase project responsible from the kanban board It is suitable to hide phases like Completed which you want to keep in the database but not display on the kanban board Finished projects and responsibles that are no longer active in the work group should also be hidden Hide an item by checking the Hide box in the list item or in the dialog phases Ret Gard In Progress 9 Hu Compleied a pe P Kanban Task Manager ust E b Fac Document Phase Description Kanban Task Manager AI Toss KIM Projects re E sequence F ej KIM Responses KIM Phases we z contents More closed tasks to this phase Recjde in Note that hidden projects and responsibles are only hidden from the filter dropdowns As Kanban Task Manager SharePoint Add in uses standard list items they cannot be hidden from Kanban Task Manager SharePoint Add in www mstrom com 21 kalm
30. s been installed in site collection Get Started page will be shown when you click on Kanban Task Manager SharePoint Add in in the Site Contents 4 Kanban Task Managers nmm Get tarea with Kanban Task Manager Tt fanton Tare gee anemia wan Phase cnn I waton se Fela rane ae take ara en can on e tn A nau espa to aningen Snr es Caren tonne eite d young ane Hamper og ut sas are is ror Kno ey i are nana ue eet de pae ek ogy a ome portam to ae pe dn Map ae sp a ore pene cea ee ub ead d 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 Kanban Task Manager SharePoint Add in www 5 kalmsti X almstrom E EE pate tee Kanban Task Business Solutions s 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 SharePoint Add in Refer to Phases section The responsible persons are ad
31. sti l almstrom teveragng your merosot Kanban Task Manager ter s the dropdowns in the open tasks Instead you can add in front of the name so that these items show up last in the dropdown list 6 3 4 WIP LIMITS You 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 defined in the settings Not Started 15 In Progress 21 Completed 25 Phases X Phase Name Started Ers pw RE T Kanban Task Managers s s KTM Lanes Send notices iting this list Customer E Fulfilment 5 6 3 5 CLOSE TASK When users click the Close button on the visualized task on the kanban board the item will be either deleted or moved to a specified phase move the tasks to a specified phase check the option Move closed task to this phase for the phase to where the tasks should be moved when they are closed Kanban Task Manager SharePoint Add in www 22 kalmsti ij almstrom MENU Kanban Task 6 Manager o sso Business Solu Phases x Phase Name Hide Sequence WP Wot Stn B x t 5 D x Completed g D x tered D E x on someone Kan
32. ved in a ist cated um KT M Phases Tasks In the Configure page you may choose to use another SharePoint tasks list with Kanban Task i Manager SharePoint Add In refer to Tasks List new item or edit this list s Podan tem Planning t Developments s Testing 12 mer Responsible Created at 7 23 2015 4 Arpeet Gujarati Last modified at 7 23 Kanban Task Manager SharePoint Add in ww 17 kalmstrom leveraging your Microsoft Kanban Task Business Solu Manager v s Kanban Task Manager Z EDTUNG KTM Tasks o new task or edit this list AliTass ActiveTesks By AssigneciTo D sume umque Statue E Order invitations and distribute W LI Rituka Rimza Waiting onsomeona else 2 Normal D send receipts w s T Rituka Rimza in Progress 2 Normal D romani memos amp ee C Rituka Rimza Not Started Normal D oot time at the ministry C Rituka Rimza Waiting onsomeoneelse 2 Normal santa T aT P atat 6 2 5 1 The text type of the description field in the KTM Tasks list is by default set to Enhanced rich text Description Require that this column contains information No Number of lines for editing Specify the type of text to allow O Plain text Rich test Bold tales text alignment hyperlinks
33. you want to change the 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 field remove the text in the field 4 3 STATUS PHASE The different phases in the work process are by default defined with the SharePoint Status field for the tasks list you are using with Kanban Task Manager SharePoint Add in refer to Status Uncheck the box if you want to use the custom Kanban Task Manager list KTM Phases instead refer to KTM Phases Click OK to save your change and enter your values in the Phases list 4 4 ASSIGNED TO RESPONSIBLE The person who should be responsible for each task is by default fetched from the SharePoint accounts in the Assigned To field for each task refer to Assigned To Uncheck the box if you want to use the custom Kanban Task Manager SharePoint Add in list Responsible for the responsible persons refer to Responsibles Click OK to save your change and enter the names of the team members in the KTM Responsibles list 4 5 COLORS By default the color codes are used for projects but you may also let each responsible person has his her own color You can change the default colors to other colors in the RGB range composing mets use colors for responsibles amp Use colors for projects If you prefer to write or paste the color codes you do that in
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