With Kantata OX's To Do Board feature, you can create and manage project To Dos. To Dos are the smaller items and details that can come up as the project progresses that can either be supplementary to the project’s WBS (Work Breakdown Structure) or remain separate from the project tasks.
For example, if you need to contact a client for a document, you can create a To Do card for it, which you can then track, assign a team member to, use to communicate with your team, and more.
To access the To Do Board, select the Boards tab in a project workspace and then click the To Dos button above the Boards toolbar.
To Do Board
The To Do Board consists of individual To Do cards that can be rearranged based on the progress of a particular To Do item.
Above the individual To Do cards is the Boards toolbar, which has various actions and tools available:
- Board Selector
With Saved Views, you can use different combinations of the Board selector option, filters, and Lane selection to determine how Board information displays, and then save these configurations for future use. This way, you can switch between different views and get the information you need without having to manually re-configure the Board every time you use it.
After saving one or more views, you can access them from the Views drop-down menu. Click on the More (“ ”) icon to access the Views actions menu: Rename View, Set as Default, Delete View.
The view that is currently active always displays at the top of the Your Views section with a checkmark (“ ”) to the left of the view name. All other views display in alphanumeric order.
If you log out of Kantata OX or leave and return to the To Do Board, the view that is set as your default will automatically load.
Whenever you make a change to the Board while a view is selected, a dot will appear in the Views drop-down, indicating that changes have been made. Click Save Changes to Current View to apply the updates to the view.
When the To Do Board is enabled, you can quickly switch back and forth between the Tasks Board and To Do Board by clicking the corresponding options in the toolbar.
Filters are useful for viewing only the To Do information you are interested in and hiding the rest. Click the Filters button to open the Select Filters modal, where you can combine various elements to create a filter that fits your needs. You can save any combination of chosen filters for future use as a Saved View.
The following filtering options appear in the Fields section of the Filters modal:
- Task Status
- To Do Due Date
- Task Start Date
- Task Due Date
- Associated Task
For more information about the Filters modal, see the Filters Overview article.
The To Do Board has individual Lanes that visually separate and organize To Do cards based on specific data. The lanes are grouped into individual lane sets, which can be accessed from the Lanes drop-down.
There are two available lane sets to select from:
- Status—Organizes the To Do cards by status: Not Started, Started, Needs Info, and Completed
- Due Date—Organizes the To Do cards by due date: No Due Date, Overdue, Today, This Week, This Month, and Future. There is an additional lane in this set called Completed for all completed tasks that no longer have an active due date.
You can reorganize the To Do cards manually by clicking and dragging each one to a new lane and/or lane position. Please note that if the Status lane set is selected and you move a card to a new lane, this will also update the status for that particular To Do.
New lane sets can be added at any time by creating a task custom field set that has a single-select Choice option with a maximum of 20 options. Once the custom field set is created, it automatically appears in the Lanes drop-down for both the Tasks and To Do Board. For example, if you want a lane set that allows your team to organize To Do cards by sprints, you would create a new task custom field set titled Sprints and then add a choice option for each lane.
To Do Cards Section
In the To Do card section, you can add, edit, and organize the To Do cards. Each card represents a To Do that needs to be completed by yourself or a team member.
Click on an individual card to view and edit the To Do card's details.
In the To Do cards section, you can perform the following actions:
- Add a To Do
- Add Due Date
- Add Estimated Hours
- Add assignees
- Assign a status
- Associate to a task
- Track time to the associated task
- Add a tag
- Create and reply to a post
- Select and pin task custom field options
- Upload a file
- Duplicate a To Do
- Delete a To Do
Add To Do
To add a new To Do, click Add To Do or the Add (“ ”) icon in the top-right corner of the lane you want to add it to.
You can assign team members to a To Do by selecting them from the Assignees drop-down.
Assign a Status
To Dos have four possible statuses:
- Not Started
- Needs Info
To assign or change a To Do's status, select a new Status in the To Do card or select the Status lane set and then click and drag the card to the status lane you want to change it to.
Associate to a Task
You can associate To Dos to a project task by selecting one from the Associated Task drop-down. Once you associate a task, the associated task's due date will appear in the card as reference.
All associated To Dos for a specific task will appear in the To Dos column in the Task Tracker.
Click the fraction—or the To Do button—in the To Dos column to open the Associated To Dos modal. From here, you can view a full list of the To Dos associated to the task as well as their statuses, estimated hours, and due date. You can also add a new associated To Do or click the Go to Board button in the top-right corner to view the associated To Dos in the To Do Board.
You can track time to a To Do's associated task by clicking the Timer (“ ”) icon in the bottom-right corner of the card preview.
After the clicking the timer, the Time Entry form will open in the top-right corner of the screen with the project and associated task information already applied.
Add a Tag
Click the Tags drop-down to add a tag to the To Do. You can either type in a new tag name or select from the previously added tags in the drop-down that appears.
Select and Pin Custom Fields
With the Custom Fields section on the right side of a To Do card, you can utilize all your task custom fields in the To Do Board. You can also pin a custom field so it always appears in the To Do card preview by clicking the Pin (“ ”) icon to the right of the field.
Once you pin a custom field to a card, it displays at the bottom of the card preview.
Create and Reply to a Post
Once a To Do card is created, the Posts section appears on the right side of the card. Posts are used to quickly communicate with your team members about this particular task. Other members can then view and respond to your post, which promotes more team collaboration and transparency on how the project is doing.
If you want to include bold, italics, lists, links, lines, and/or emojis, you can add markdown formatting to your text or use the text formatting options under the text field.
To add an attachment to the post, click Upload Files and then select the file from the modal that appears.
You can direct a message to a particular person using @mentions, where you type the "@" symbol followed by the person’s name. Using an @mention will notify the person you mentioned. You can also type @all to notify all project participants.
To reply to a post, click Reply underneath the post and then enter your message in the Add Reply modal that appears.
To edit or delete an existing post, click the More (“ ”) icon and then select Edit or Delete.
Duplicate and Delete a To Do
To duplicate or delete a To Do, click the More (“ ”) icon in the bottom-right corner of the card and then select either Delete or Duplicate. Duplicated cards automatically appear below the original card with the same title, description, assignees, etc.