Kanban Board
The My Tasks tab is where you work with your team's tasks day to day. It offers two views of the same data:
- Kanban — a visual board of cards organised into columns by status.
- List — a compact, sortable table.
Both views share the same filters, the same Refresh button, and the same underlying tasks. 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 many 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. Managers and admins configure them under Settings → Column Customization (see Task Settings).
When the board looks empty
| What you see | What it means |
|---|---|
| No columns | The selected department has no columns set up yet. A manager or admin needs to add them under Settings. |
| A lock icon with "Couldn't load this board. You may not have access to this department." | You don't have permission to 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 controls above the board apply to both the Kanban and the List view.
| 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 scoped to the departments you're allowed to see. | Everyone (scoped to your access) |
| Epic | Narrows the board to one epic. Choose All Epics to clear it. | Everyone |
| Priority | All Priorities, Critical, High, Medium, or Low. | Everyone |
| Assignee | Narrows the board to one person. Choose All Members to clear it. | Managers and admins |
| Search tasks… | Filters as you type, matching the task title and description. | Everyone |
| Export | Downloads the currently filtered tasks as a CSV file. | Everyone |
| 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. The one exception is a task that isn't linked to any department: its card appears dimmed and can't be dragged; open it instead to change its status.
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.
Filter first, then export. It's the quickest way to produce a focused list for a status meeting or a report.
Refresh
The Refresh button sits above both the board and 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 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 to include tasks originally from another department — only appears if the column 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
Your role decides how much of a department's board you see.
| You are | What appears on the board |
|---|---|
| A member | Only the tasks assigned to you |
| A manager or admin | Every task in the selected department |
Cancelled tasks are never shown on the board.
If a task you expected is missing, check three things: the Department selector, the active filters, and whether you're actually an assignee on that task.
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.
When a move is blocked
Some moves aren't allowed. The card snaps back to where it started and a message explains why. Common reasons:
- The task needs approval before it can move on — for example, "Task cannot move to this status (approval required)".
- The task is blocked by another task it depends on.
- That particular step isn't a valid next stage for the task's current status.
- The task has no department, which can happen while viewing All Departments — open the task to change its status instead.
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 dependency the task relies on hasn't been met yet |
| Epic | The task belongs to an epic — click the badge to open that epic |
Time badges
A card shows at most one time badge, choosing the most urgent one 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 of working time remain against its SLA target |
| 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 icons
Along the bottom of the card you'll find, where relevant:
| Icon | Shows |
|---|---|
| Check | Completion-condition progress, as met / total |
| Tree | Number of subtasks |
| Speech bubble | Number of comments |
| Calendar | The deadline date and time |
Overdue cards
A task whose deadline has passed — and that isn't done or cancelled — is highlighted with a red outline and a pink 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 |
|---|---|
| Status | Backlog, To Do, In Progress, In Review |
| Priority | Low, Medium, High, Critical |
| Delete | Deletes the selected tasks after a confirmation — managers and admins only |
| Clear | Deselects everything and closes the bar |
Deleting is permanent and 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 the same tasks.
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 your department's columns, 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 snaps back with a message such as "Task cannot move to this status (approval required)".
Completed tasks
When Show all completed is off, the list shows your active tasks first and adds a Recently completed section beneath them, noting how many more are hidden. Click Show all completed to reveal the rest.
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 (managers and admins) to review one person's workload before assigning more.
- Sort the List view by Due Date to plan the week.
- Filter, then 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.