Using task boards

You can use task boards for a more visual, interactive view of folder contents. You can perform many of the same actions on items as you can in the Folders list window. You can also drag cards between columns to change item status.

The information you can view and actions you can perform depend on the task board configuration, your security and folder permissions, and whether the folder is locked. See Managing access to folders.

Before you start using task boards, see Getting started with task boards.

1. Choose View > Folders to open the Folders list window.

2. Select the folder to view the task board for.

3. Click the View Task Board button to open the task board.

Depending on your permissions, you can change the task board configured for the folder. See Setting the task board for a folder.

4. Click the Expand View button to open the task board in a new window without the folders tree and some other parts of the Folders list window. This maximizes the space for the task board on the screen. To collapse the expanded window, click the Close Expanded View button.

You can also click the arrow next to the expanded view button and select an option to zoom in, zoom out, or zoom to a specific percentage.

5. Select List recursively to include subfolders for the selected folder.

6. Select or clear any item types in the Show list to control the items displayed in the task board. Select <All Types> to display all item types.

This option is only available if you can view multiple item types.

Task boards can display up to 300 items. To narrow the number of items, clear item types in the Show list. If only one item type is selected, you can also apply a filter to narrow the results.

Swimlanes group items horizontally in task boards by folder, user, relationship, or requirement document. See Changing task board swimlane groupings for information about each grouping.

You can perform the following actions on swimlanes.

  • To change the swimlanes used to group items, select a Group by option.
  • To expand a swimlane to display all cards, click in the swimlane header. Click to collapse the swimlane. Click the Expand All Swimlanes button to expand all swimlanes or click the Collapse All Swimlanes button to collapse all swimlanes.
  • To perform actions on the item or folder used as the swimlane, click the gear icon in the swimlane header and choose an action. For example, on item swimlanes, you can view or edit the item used as the swimlane, add related items, or enter workflow events. On folder swimlanes, you can add new or existing items to the folder. You cannot perform actions on user swimlanes.
  • To open the item used as the swimlane, click the item tag in the header. Only available if swimlanes are grouped by relationship or document.

You can easily change the status of items in task boards. Moving a card to another column changes the status and adds a workflow event to the item. See Adding workflow events to items.

  • To change an item's status, drag the card to a different column. If you drag a card to an invalid column based on the workflow, the column is red and you cannot add the card to it. You cannot drag cards to other swimlanes.
    • If more than one resulting state is available, the Select Event dialog box opens. Select an event and click OK.
    • Depending on the workflow, you may be prompted to enter information for the event. Enter the information and click OK.
  • To change the status of multiple items, Ctrl+click the cards, choose Workflow, and select the event to enter.
  • To change the status of the item used as a swimlane, click the gear icon in the swimlane header, choose Workflow, and choose an event. Only available if swimlanes are grouped by relationship or document.

You can enter hours on items in task boards if time tracking is enabled in the project. See Configuring time tracking

The remaining hours to complete the item and a percent done bar are displayed on the card. Mouse over the bar to view the percent done.

  • If no time has already been entered on the item, click Enter Hours, enter the information, and click OK.
  • If time was already entered on the item, click the remaining time, enter the information, and click OK.
If more than one event with time tracking fields is available, a list of events is displayed. Choose the correct event and then enter the information.

You can perform a variety of actions on one item or multiple items at the same time in task boards. To perform actions on multiple items, Ctrl+click the items.

  • To view or edit an item, click the tag on the card or swimlane header. You can also click the gear icon on the card or swimlane header and choose View or Edit.
  • To add an item to a folder, move it to another folder, or remove it from the folder, click the gear icon on the card and choose an action. You can also click the Add or Remove buttons above the task board to add items to or remove items from the folder.
You can also right-click a card and choose an action to perform.

You can add folders or items to the selected folder or rank items in the folder from task boards.

  • To add a folder or items to the selected folder, click Add above the task board and then choose the item type. You can also click the gear icon on the swimlane header. See Adding items to folders.
  • To rank items in the selected folder, click Rank. See Ranking items in folders.

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