Kanban View of Records

The Kanban View of Records is the latest feature available on your platform. Kanban allows users to see and re-order their Database Records in columns as well as Drag & Drop records between them, making it easy to visualize and update data.

What is a Kanban View?

A Kanban view is a Board-based card display that can visually indicate what status a piece of work is in. It allows you to view the current capacity of a team, prioritize work or move the card through a process, indicating its progress as work is completed. Any team who, for example, has a set process for their work (and defined stages), or that uses a form of Agile Methodology, can find a Kanban view useful. 

Benefits of using the Kanban view for your Records display

Alongside the other Record views (List, Card & Calendar), Kanban (at its simplest) is a way to view your records. Unlike the other views however, Kanban also provides a way to update fields within the Record via drag and drop and order items by priority.

There are many use cases for a Kanban board. Some of the things you could do include:

• Track the progress of each record as it goes through a workflow by creating a Status field in your form to use it as a Kanban column. Values could include In Progress, Completed, etc. 
• Update progress without having to open and edit the record by using drag and drop between columns. 
• Add Records with the Kanban value pre-selected by click Add Record at the bottom of the relevant column
• Filter your records using our standard Filter panel, allowing you to see for example which team member has the capacity for more tasks
• Utilize existing functionality, such as Auto-Created Folders, Highlight colour feature or Lookup field functionality in order to break larger projects into smaller tasks and track the overall progress of a project. 

These are just some of the ways that Kanban can be utilized alongside existing features within the platform. 

How to setup the Kanban View

If Kanban has been enabled on your platform, it will be available as a view option for your records, alongside List, Card and the Calendar view. The first time you enter your Kanban view (or if no Default Field is set), you will see a dropdown menu at the top left of your page (indicated below). This will allow you to select and then switch the Kanban field. The fields within the dropdown will be all Single Select or Radio Button fields from within the Form Template for the visible database. 

Once a field has been selected, Kanban columns will appear. You can see an example of Kanban Columns below (note that these have the highlight color field feature enabled). 

Records will be sorted by default by the most recently created first, but the order can then be customized within each status column. Note that this order applies to all users.

Unlike List or Card views, the records cannot be sorted by Alphabetical or Last Updated order.



Each column represents a value from within the field chosen as the Kanban field. For example, if in the form you ask users to select the Status of their project, the values would be the options they had to choose from, ie In Progress, Completed, etc.

You can switch the Kanban field option to another select field from within your form at any time. if you wish to setup a Default Kanban field, click here to find out how. 

If a Record does not have a value for the Kanban field, then it will appear in a column called No Selection. 

Updating your Records within the Kanban view

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. 

If you have Edit permission on a Record, you will be able to drag records from one column to another. Note that currently this is only supported on Single Databases. 

If you have Admin permission on Records, you will also be able to drag records within the column to re-prioritize. 

For both of these options, the process is quite simple:

1. Click the Move icon of the record you wish to update (this is located at the top right of the page)
2. Drag the Move icon to it's new location
3. Let go of the Move icon and the record will drop into place

You can see an example of this below:

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.

You can read more about both scenarios above by clicking here.

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To find out more about Kanban or to get it enabled on your platform, contact your Customer Success Manager. 

To find out more about the Databases module, you can browse other articles here. 

Please note that the Database or Record terminology referenced above may appear as another name in your platform as these are customizable.