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Saketa Kanban UserGuide

Saketa Kanban User GuideCopyright Information Copyright Saketa. No part of this paper may be reproduced, transmitted, or disclosedin any form or by any means, electronic or mechanical, including photocopying andrecording, for any purpose without prior approval from Saketa. All rights reserved.P a g e 1 16

Saketa Kanban User GuideTable of Contents1. Introduction . 32. Prerequisites . 43. Features . 44. Advantages . 45. Getting Started. 46. Kanban Landing Page . 46.1. Status Configuration . 57. Kanban Home Page . 87.1. New Task . 97.2. Filter . 137.3. Select Category. 15P a g e 2 16

Saketa Kanban User Guide1. IntroductionTo make any process, project or product a success, you need a perfect combinationof team work, task prioritization/distribution and management. In today’s world, plansand priorities change rapidly and one needs to be on top of things and agile with thechanges. Kanban Board has been a great tool for such activities that many projectmanagement tools have incorporated a Kanban board view for their cards, activities,tasks or by whatever name they refer to these granularities of a milestone.SharePoint being an Organization wide collaboration portal has a very nice feature formanaging assigning tasks via task list. It has a graphical view where the dependenciescan be tracked among other details. But if things are rapidly changing, there is no easyway of reassigning or reprioritizing them. A feature like Kanban board will be of greathelp for the Project Managers. Saketa has just the perfect solution that can fill this gapfor SharePoint users.Saketa Kanban Board is a SharePoint add-in for SharePoint 2013 On-premise or Office365 (Cloud) users that can give you a card view of the SharePoint tasks in a Kanbanboard, with filtering by multiple options, sorting and a drag-able board to not onlyreprioritize the tasks but reassign, change/update status, fill in default % completionsin a user friendly and intuitive way within the SharePoint.Figure 1 Kanban Task PageP a g e 3 16

Saketa Kanban User Guide2. Prerequisites Availability of SharePoint 2013 On- Premise or Online. Configured App Catalog Activated SharePoint profile services and an incremental AD sync would berequired.3. Features1.2.3.4.Acts as a task board to assign multiple tasks along with their prioritiesStatus/Categories of tasks can be customized as required.Multiple filters to categorize tasks --- By start date, assigned user and due dateTasks can be switched between categories with an easy drag and drop feature.4. Advantages First and foremost is visualization, provide a view to your work.Separates task into subtasks and enhances clarity of work.Indicates task priorities with multi colors which are easy to track.Helps in focusing more on completion rather than just accumulation.Changes get reflected to all the team members once done by an individual.5. Getting StartedSaketa Kanban Board is built on top of SharePoint 2013 Hosted App platform. Youneed to add Kanban Board app into your SharePoint App catalogue, activate therequired features and then add the app in any SharePoint Page where you wish to useit. Once all the required features are installed and activated, your app is ready to use.6. Kanban Landing PageBelow landing page of Kanban Application is displayed once installation and activationis completed.Figure 2 Kanban Landing PageP a g e 4 16

Saketa Kanban User GuideExcept Status Configuration feature, all features are available on the landing pagefor every user who has managerial authority in an organization. Only SystemAdministrators can access Status Configuration feature.6.1. Status ConfigurationStatus configuration refers to multiple levels or categories in which a task iscategorized. For example, we can categorize a task into started, ongoing, halfcompleted and so on based on percentage level of completion. These categoriescan be defined in Status Configurations along with related percentage level. Bydefault, Not started status/category represents 0% and Completed is 100%.Apart from status/category assignment, you can also customize the sequence inwhich they get displayed vertically on the Kanban board. To assign categories kindlyfollow below mentioned steps:1. On Kanban Landing Page, Status Configuration page is displayed as defaultpop up where you can add Status/ Categories of tasks.Figure 3 Status Configuration Pop-upP a g e 5 16

Saketa Kanban User Guide2. By default, few status options are displayed on pop up page. You can proceedfurther with same or can add or delete them. To add a new and delete theexisting one click Add or Delete Status.3. As you click Add or Delete Status below pop up is displayed.Figure 4 Add/Delete Status Pop-up4. Slide the cursor on the required status and add or delete any status/category.You can add any number of Status related to a Task.Figure 5 New Status Adding Pop-up5. Once changes are done click Update. Changes get updated and are reflectedon Status Configuration Page.P a g e 6 16

Saketa Kanban User GuideFigure 6 Status Settings Pop-up6. Percentage refers to the completion ratio of work. You can assign percentageto multiple status ranging from 0 as Not Started to 100 as Completed.Note: Percentage column can be left blank also, however when you drag anyTask from one category to other then it takes default value of task and it isreflected same in other category also. However, if you provide a value here thatvalue will then be displayed in dragged task. For example, let’s go with deferredcase category.Value is not definedValue (45) is definedP a g e 7 16

Saketa Kanban User Guide7. Order refers to the pattern in which multiple status are displayed on Kanbanboard in vertical form. You can customize the order as required.8. Once all the status configurations are completed click Update. Changes getupdated and are reflected on Kanban Home Page.7. Kanban Home PageKanban Home Page consists of multiple features which helps you in managingassigned tasks and their representation. Let’s discuss every feature in detail as follows:P a g e 8 16

Saketa Kanban User GuideFigure 7 Kanban Home Page7.1. New TaskNew task feature enables you to add a task under multiple status along with prioritylevel, start date, end date and so on. To add a new task kindly follow below steps:1. On the left hand side of Home page, to add a task click New Task. New taskcreation page is displayed.2. On New Task Creation Page fill in the required details.Note: In New task creation page predecessors refer to previous task name ornumber to which you want to link the present task. It’s just a way of numbering tasksin multiple Status.P a g e 9 16

Saketa Kanban User GuideFigure 8 New Task Creation Page3. If you want to attach any file along with the task, click Attach File. Attach file popup is displayed.Figure 9 Attach a File Pop-upP a g e 10 16

Saketa Kanban User Guide4. Chose the file and click OK. Files get attached.5. Once all the details are filled, click ‘Save’. Task gets updated in assigned status inthe form of a Task Board.Task BoardFigure 10 Tasks Updated Page6. Multiple colors in tasks board represents priority levels of task.Green: Normal PriorityRed: High PriorityOrange: Low PriorityApart from above colors, task board includes name of task, priority level, assignedto, start date and end date.7. To view enlarge view of Task Board just hover the cursor over it and below viewis displayed.Figure 11 Task Board Enlarge View8. You can edit or delete an added task by clicking on Edit and Delete sign on Taskboard.P a g e 11 16

Saketa Kanban User GuideFigure 12 Task Board9. To edit any task, click edit icon, update task page is displayed.Figure 13 Update Task PageP a g e 12 16

Saketa Kanban User Guide10. On Update Task Page, perform the required changes and click Update.Information gets updated.11. If you want to delete any task, on related task board click Delete Icon. Aconfirmation message is displayed.Figure 14 Delete Task Board Pop Up12. Click Ok to delete or cancel if not.13. If you want to move a particular task from one status to another status, youcan do so by just drag and drop. As you drag and drop the required task boardTask status and completion percentage also gets changed and is reflected inTask board.Before DraggingAfter dragging to Completed Category7.2. FilterFilter section enables you to filter task displayed on Kanban Board on basis ofthree criteria’s. Criteria’s are on basis of all users, single users (Numbers canvary) and date range. Once required changes are completed click Apply. Relatedtasks get displayed on Kanban Board.P a g e 13 16

Saketa Kanban User GuideFigure 15 Applying Filters Page1. Once required changes are completed click Apply. Related tasks get displayedon Kanban Board. For example, you selected user Joe Smith. Then all taskassigned to Joe Smith get displayed.Before SelectionAfter Selection (Joe Smith)As you select the filter type, line present adjacent to filter category gets replacedby new filters.P a g e 14 16

Saketa Kanban User GuideFigure 167.3. Select CategoryCategory section enables you to filter task boards on basis of Start Date, DueDate and Users. This is another method to filter in order to get desired results,however in category section selected category forms a new vertical and task arerepresented accordingly.Let us look at an example:1. On right hand side of Home Page Click Select Category.Figure 17 Select Category Drop Down2. In Category, select Start date.Before Selecting CategoryP a g e 15 16

Saketa Kanban User GuideAfter Selecting Start Date3. In similar fashion you can get results for other filters including due date (enddate) and users.P a g e 16 16

Saketa Kanban Board is a SharePoint add-in for SharePoint 2013 On-premise or Office 365 (Cloud) users that can give you a card view of the SharePoint tasks in a Kanban board, with filtering by multiple options, sorting and a drag-able board to not only