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Project management

How to track a project's progress in Kanban and list views

Under Contacts › Tasks, open the list and use the View control to switch between Kanban view (cards in columns by status, drag to move forward) and List view (a table for reviewing many tasks). Use Group by, the assignee, status and date filters, and save the combination as a smart list with + View.

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Before you start

  • A list with tasks already exists and the space's statuses are set up.
  • For the cards to tell you anything, tasks should have an assignee, date and priority filled in.
Where to find it

Contacts › Tasks › (list) › View · Group by · Filter · + View

Step by step

Switch between Kanban and list

  1. In the left panel, click the list you want to track.
  2. In the toolbar, open the View control and choose Kanban view or List view.
  3. Switch as often as you like: the tasks are the same, only the layout changes, and your choice doesn't affect what colleagues see.

Work in Kanban view

  1. Each column is a status from the space; the header shows its name and how many tasks it holds, which instantly reveals where work is piling up.
  2. Each card shows the task name, its date or range and, if any, the subtask count. Click a card to see everything.
  3. To move a task forward, drag the card to the column of the new status.
  4. To create a task already in a stage, use + Add Task at the foot of that column.
  5. If there are more columns than fit on screen, scroll sideways.

Work in list view

  1. Tasks appear as rows with a column per field; it's for reviewing many tasks at once, for example what's overdue across the whole list (overdue dates in red) or comparing priorities before planning the week.
  2. Click a column header to sort by that field.
  3. Add, remove, reorder or resize columns as needed.
  4. To change several tasks at once, check them with the checkboxes and use Bulk actions: Move to (another status) or Delete. Track progress via the Bulk actions button in the top right.

Group and filter

  1. Under Group by, choose how to divide the tasks: Status (the default on the board), Assignee (who has what), Status group (To Do / Doing / Done), Priority or a custom field.
  2. Use the toolbar filters: Assignee, Status and Due date are always visible (set to "All" by default). For more conditions, click Filter on the right.
  3. Filters only change what you see; no task is modified. Clear them to see everything again.

Save a view as a smart list

  1. Apply the filters you want first (e.g. Assignee = me; Due date = overdue).
  2. Click + View, next to the tabs above the board, and choose List view or Kanban view.
  3. Give it a short name (e.g. "My overdue"), choose the Fields to show, check the inherited Filter and set Sort and its direction.
  4. For a Kanban view, also choose Group by (the columns), the card size and how subtasks are shown.
  5. Click Create. The smart list appears as a tab next to All, with an icon showing whether it's a board or a list.

Tips

  • Use the board for day-to-day work (seeing the flow and unblocking what's stuck) and the list for reviews (what's overdue, who has too much).
  • For a one-off question the toolbar filters are enough; when you notice you ask the same question every day, save it as a smart list.
  • Each smart list has its own address: copy it from the browser to send the team the same view.
  • In a Kanban smart list, card size, stacked fields, empty fields and collapsed empty columns are your personal preferences and apply to all your boards.

Common problems

  • A column shows empty → The status exists in the space but holds no tasks. That's normal; you can drag work into it.
  • I can't see all the columns → The board is wider than the screen. Scroll horizontally, or turn on Collapse empty columns in a Kanban smart list.
  • I applied filters and tasks "disappeared" → Filters only hide; clear them (set to "All") to see everything again.
  • I can't drag a card into a column → The task belongs to another list (it was added to this one) and only accepts its home list's statuses. Change the status from the home list.
  • There's no calendar or timeline view → This release offers Kanban and list views only.

Frequently asked questions

Does changing the view change what my team sees?

No. The view, filters and grouping only change your own screen.

How do I change a task's status?

Drag the card in Kanban view, or open the task and change its Status field.

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