Kanban Board
The My Tasks tab is where you work with tasks day to day. It offers two views:
- Kanban — a visual board of a department's cards, organised into columns by status. It comes with a filter bar and an export.
- List — a compact, sortable table of your own tasks: the ones assigned to you or created by you, whichever department they belong to.
Each view has its own Refresh button. Pick whichever fits the moment.
Switching Between Kanban and List
Use the Kanban / List toggle at the top of My Tasks to switch views.
Your choice is remembered, so the next time you open Tasks you land in the view you were last using.
Use Kanban when you want to see flow and move work along. Use List when you want to scan your own tasks, sort by due date, or compare created and completed dates.
Board Layout
Each column on the board is a stage of work. Columns are defined per department, so different teams can have different boards. The standard statuses a column can map to are:
| Column | Meaning |
|---|---|
| Backlog | Not started yet |
| To Do | Ready to begin |
| In Progress | Being worked on |
| In Review | Waiting for review or approval |
| Done | Completed |
Every column header shows a colour dot, the column name, and the number of tasks currently in it.
Columns are customisable per department — your board may use different names, colours, or a different set of columns. They are configured under Settings → Column Customization. By default this is open to Admins, Executives and department managers; your organization can also give it to other people through a custom role (see Task Settings).
When the board looks empty
| What you see | What it means |
|---|---|
| Select a department | No department is chosen yet. Pick one from the Department: dropdown. |
| "No departments configured yet. Ask your admin to create departments in Settings." | There is no department you can open. |
| No columns | The selected department has no columns set up yet. Someone who can manage columns needs to add them under Settings. |
| A lock icon with "Couldn't load this board. You may not have access to this department." | You can't view that department's board. Pick another department. |
| "No tasks match your filters" | The board loaded fine, but your current filters hide everything. Clear a filter or two. |
Filters and Controls
The filter bar belongs to the Kanban view. It is not shown in the List view, which has only Refresh.
| Control | What it does | Who sees it |
|---|---|---|
| Department: | Chooses which department's board you're looking at. Pick All Departments to combine every department you can see into one board. The list is limited to the departments you have access to. | Everyone |
| Epic filter | Narrows the board to one epic. Choose All Epics to clear it. | Everyone |
| Priority filter | All Priorities, Critical, High, Medium, or Low. | Everyone |
| Assignee filter | Narrows the board to one person. Choose All Members to clear it. | Admins, Executives and department managers |
| Search tasks... | Filters as you type, matching the task title and description. | Everyone |
| Export | Downloads the currently filtered tasks as a CSV file. | People whose role allows exporting — by default Admins and Executives |
| Refresh | Reloads the tasks so you see the latest changes from your team. | Everyone |
All Departments
The Department: dropdown includes an All Departments option, above the list of individual departments. Choose it to combine every department you have access to into a single board, instead of switching between them one at a time.
Cards on this combined board don't show which department they came from. If you need to tell them apart, switch back to viewing one department at a time.
You can still drag cards between columns while viewing All Departments — the move applies to that card's own department. Two things can stop a move there:
- A task that isn't linked to any department: its card appears dimmed and can't be dragged, with the tooltip "This task has no department and cannot be moved." Open it instead to change its status.
- The card's own department has no column for the stage you dropped it on. The card stays where it was and a message tells you that department has no such column.
Export to CSV
Click Export (the download icon labelled Export) to save the current board as a spreadsheet file. The file is named tasks-export- followed by today's date.
The export respects everything you have filtered — department, priority, epic, assignee, and your search text — so what you download matches what you see.
By default Export is open to Admins and Executives. Your organization can also give it to other people through a custom role — see Roles & Permissions. If your role doesn't include it, the button is not shown.
Filter first, then export. It's the quickest way to produce a focused list for a status meeting or a report.
Refresh
A Refresh button sits above the board, and another above the list. Click it whenever you want to pull in the newest changes — for example after a teammate has moved a card. The icon spins only while your manual refresh is running.
Filtering the Done Column
The Done column has its own filter, separate from the filters above the board. By default it shows up to 50 tasks completed in the last 7 days, with the most recently completed task first.
Opening the filter
Click the filter icon in the Done column's header to open the Done filters panel. Whenever a filter is active, a small number appears on the icon so you can tell at a glance that you're not seeing every completed task.
What you can filter by
| Filter | Options |
|---|---|
| Time range | Today, Last 7 days, Last 30 days, Last 90 days, All time, or Custom (pick your own From and To dates) |
| Source | Blueprint (created automatically by a running blueprint) or Manual — tick either or both |
| Priority | Critical, High, Medium, Low — tick any number |
| SLA | Any, On time, Breached |
| Conditions | Any, Fully met, Partial — how completely the task's completion conditions were satisfied |
| Epic | Any epic represented among the completed tasks currently in view |
| Assignee | Any person assigned to those tasks |
| Departments | A checkbox, Include tasks from other departments — only appears if the board has any |
| Sort by | Recently completed, Oldest completed, Priority, Title, Longest to complete |
| Show | 20, 50, 100, or All |
Changes only take effect once you click Apply. Closing the panel any other way — pressing Escape or clicking outside it — discards them.
Reading the result
- The column header shows how many cards are visible against the total whenever some are hidden, for example 12 / 45 instead of just 45.
- Inside the open panel, the same count repeats at the bottom, next to Apply — for example 12 of 45 shown.
- If the Show limit, rather than your other filters, is what's cutting the list short, a note such as Showing first 50 of 73 appears just below the header.
- Small labels under the header summarize which filters are active, for example Last 30 days or Critical — they're a summary only, so open the panel to change them.
Clearing the filter
Inside the panel, click Clear all to reset every option to its defaults, then Apply to confirm. If your filter leaves the Done column with nothing to show, the board displays No tasks match this filter with a Clear filters link that resets it immediately, without opening the panel.
What You Can See
How much of a department's board you see depends on your position.
| You are | What appears on the board |
|---|---|
| A team member | Only the tasks assigned to you |
| An Admin, an Executive or a department manager | Every task in the selected department |
The List view is different: it always shows your own tasks — assigned to you or created by you.
Cancelled tasks are never shown on the board or in the list.
If a task you expected is missing from the board, check three things: the Department: selector, the active filters, and whether you're actually an assignee on that task. A task you created but aren't assigned to appears in the List view.
Moving Tasks
Drag and drop a card from one column to another to change its status. The change is saved immediately — there is no separate save step.
A drag only begins once you've moved the card a short distance, so a simple click still opens the task instead of dragging it.
Moving cards needs a permission that every system role except Restricted has by default. If your role doesn't include it, cards appear dimmed and can't be dragged; hovering one shows "You don't have permission to move tasks."
Which moves are allowed
| From | You can move to |
|---|---|
| Backlog | To Do, In Progress |
| To Do | In Progress, Backlog |
| In Progress | In Review, Done, To Do, Backlog |
| In Review | Done, In Progress |
| Done | In Progress (this reopens the task) |
When a move is blocked
Some moves aren't allowed. The card goes back to where it started and a message explains why. Common reasons:
- The step isn't in the table above — for example, Backlog straight to Done.
- You dropped the card on Done while a required completion condition is still open.
- The task is waiting in Pending Approval. Only the people who can approve it can move it.
- The task has no department, which can happen while viewing All Departments — open the task to change its status instead.
One case looks like a block but isn't: when you drop a card on Done and the task has an Approval condition that someone else must give, the card doesn't land in Done. It moves to Pending Approval and gets an Approval badge until the approval is resolved.
See Approvals and Completion Conditions for how these rules are set up.
Task Cards
Each card packs the essentials into a small space.
Identity
- Task ID — the short reference you can quote to colleagues.
- Title — shown over up to two lines.
Priority badge
Every card carries a colour-coded priority badge:
| Priority | Colour |
|---|---|
| Critical | Red |
| High | Orange |
| Medium | Yellow |
| Low | Green |
Status badges
| Badge | Appears when |
|---|---|
| Approval | The task is waiting in Pending Approval |
| Blocked | A required dependency the task relies on hasn't been met yet |
| Epic name | The task belongs to an epic — click the badge to open that epic |
Time badges
A card shows the most urgent time badge that applies:
| Badge | Meaning |
|---|---|
| Late | The task was completed after its target |
| Over time | The task is still open and has passed its target |
| SLA 2h 15m | Less than four hours remain before the target. Shown only when the target comes from an SLA policy — not when the task has its own estimated hours or start and end dates |
| Scheduled | Tracking hasn't started yet — it begins at a future date and time |
| Tracking | Time is currently counting on this task |
See Time Tracking for how targets and business hours work.
Tags and people
- Tags — the first two are shown; extra tags appear as +N.
- Assignees — the first three avatars are shown; extra people appear as +N.
Footer details
Along the bottom of the card you'll find, where relevant:
| Item | Shows |
|---|---|
| Check icon | Completion-condition progress, as met / total |
| Tree icon | Number of subtasks |
| Speech bubble icon | Number of comments |
| Date | The deadline — with the time when one was set |
Overdue cards
A task whose deadline has passed — and that isn't done or cancelled — is highlighted with a red outline and a light red tint, so it stands out immediately.
Click any card to open its full detail view.
Bulk Actions
When you need to update several tasks at once, use bulk selection on the Kanban board.
- Hover a card (on a phone the checkbox is always visible) and tick the checkbox at its top-left corner.
- Select as many cards as you need.
- A floating action bar appears at the bottom of the screen showing "{n} selected".
From that bar you can:
| Action | Options | Who sees it |
|---|---|---|
| Status... | Backlog, To Do, In Progress, In Review | Anyone whose role allows editing tasks — by default every system role except Restricted |
| Priority... | Low, Medium, High, Critical | Same as Status... |
| Delete | Deletes the selected tasks after a confirmation | Anyone whose role allows deleting tasks — by default Admins and Executives — and department managers |
| Clear | Deselects everything and closes the bar | Everyone |
After a bulk change, a message tells you how many tasks were updated — for example "3/3 tasks updated". A task that can't be changed — for example because the status you picked isn't an allowed next step for it — is skipped, so the first number is lower than the second.
Deleting cancels the tasks and removes them from the board — it cannot be undone, and it asks you to confirm first. If any selected task is part of a running process, the confirmation warns you that deleting may affect that process.
The bulk Status... list deliberately leaves out Done, Pending Approval, and Cancelled. Completion goes through the task's own completion conditions and approval rules — open the task and use Mark Done instead.
Bulk selection is available on the Kanban board only.
List View
Switch the toggle to List for a compact table of your own tasks — the ones assigned to you or created by you, across every department. There is no filter bar here; the only control above the table is Refresh.
Columns
| Column | Shows | Sortable |
|---|---|---|
| ID | The task's short reference | No |
| Title | The task name | Yes |
| Epic | The linked epic as a clickable chip | No |
| Status | The current column — click to change it inline | Yes |
| Priority | Low, Medium, High, or Critical | Yes |
| Assignee | The people working on the task | No |
| Created | When the task was created | Yes |
| Due Date | The deadline | Yes |
| Completed | When the task was completed | Yes |
Sorting
Click a sortable column header to sort by it. Click again to flip between ascending and descending. An arrow on the header shows the current sort.
Changing status from the list
The Status cell is a dropdown button. Click it to see the columns of the task's department, then pick a new one — the change is saved straight away.
The column the task is already in is shown as selected and can't be picked again. If the move isn't allowed, the status stays as it was and a message explains why — the rules are the same as on the board (see Which moves are allowed).
If your role doesn't allow moving tasks, the Status button is disabled and hovering it shows "You don't have permission to move tasks." For a task that has no department, the menu reads "This task has no department — status can't be changed here."
Completed tasks
The list shows your open tasks first. Beneath them, a Recently completed section lists your five most recently completed tasks and notes how many more are hidden. Click Show all completed to bring every completed task into the list.
Loading more rows
If there are more tasks than currently loaded, a Load N more button appears at the bottom of the active rows, with a (loaded / total) counter next to it. Click it to pull in the next batch.
When there is nothing to show at all, the table reads No tasks.
Tips
- Use priority colours to spot urgent work at a glance.
- Watch the badges — Blocked and Approval tell you exactly why a card won't move.
- Filter by assignee (Admins, Executives and department managers) to review one person's workload before assigning more.
- Sort the List view by Due Date to plan the week.
- Filter, then Export — if your role includes Export — to hand a clean CSV to whoever asked for a status update.
- Refresh before a stand-up so you're looking at the latest board.