Two of the key aspects of a Kanban view is the ability to view your cards in order of priority and easily update the status of an item as the user progresses through the workflow. Both of these are handled on the Kanban view within the Databases module.
Drag and Drop Records between Columns
A unique feature of a Kanban view is that you can drag cards between columns which will automatically update a value within the records. This feature is only available to users with at least Edit permission on the record (as it requires the user to update a field within a form). Currently this is only supported on Single Databases.
As Kanban columns represent values from 1 field within the record, changing the column also changes the value in that record.
If I have a Status field with values (responses) like 'In Progress' and 'Completed', then these will be the Kanban columns on the page once the Status field is selected. If I then move a Card which is in the 'In Progress' column to the 'Completed' column, the field within the record will automatically update to 'Completed'. The convenience of this Kanban functionality is that you don't need to Edit the Record to make this change; it just happens.
To drag and update a Record:
- Click the Move icon of the record you wish to update (this is located at the top right of the page)
- Drag the Move icon to the new column
- Drop (Let go) of the Move icon and the record will drop into place
Depending on the setup of the Database, workflows or conditional logic may then apply. In these scenarios, prompts will appear on the screen or the record will open so the user to continue.
Ordering / Prioritising Records within a Column
Unlike other Records views within the platform, the Kanban view utilises a Customised Order of Records. This is due to the importance of the order that cards appear in, with the most important and urgent typically appearing first. Initially, the order is based on the Date it was created, with the oldest at the top of the page.
To update the Custom order of the Record, you will need to have at least Admin permission on the Records. It's important to note that Changes made will apply to all other users, ie if 1 person makes a change then this will apply to everyone.
To update, simply click the Move icon and drag the record to its new position in the column. If there are many records in the column, you can drag up or down and the column will automatically scroll.
You can see an example of this below.
To find out more about the Databases module, you can browse other articles here. If you have any questions, please don't hesitate to contact your Customer Success Manager.
Please note that the Database module terminology referenced above may appear as another name in your platform as these are customisable. You can see comparable terms here.