The Kanban Board On-Premises by Virto is a powerful tool that helps visualize and manage tasks in SharePoint. Key features include:

• Displays any SharePoint list as a Kanban board.

• Organizes tasks into columns and swimlanes, typically based on their status.

• Allows tasks to be shown on your selected SharePoint site page.

• Provides a visual representation of task processes, helping managers quickly identify bottlenecks and blockers.

• Saves time by minimizing the need for manual project progress tracking.

Server

Microsoft SharePoint Foundation 2013 or Microsoft SharePoint Server 2013

Browser

Microsoft Explorer, Microsoft Edge, Mozilla Firefox, Google Chrome, Brave

The expected outage time ranges from two minutes to several hours, depending on your hardware and the number of SharePoint sites. We recommend that all Virto users perform upgrades or installations of the web part over the weekend.

Server

Microsoft SharePoint Server 2019, Microsoft SharePoint Server Subscription Edition

Browser

Microsoft Edge, Google Chrome, Mozilla Firefox, Brave

Please visit the "Virto License Manager" documentation to learn about VirtoSoftware product activation and Virto ONE license activation.

Before you begin, ensure you have access to the server and that your account has the necessary administrative privileges to install applications.

To access the Virto Kanban Board setup program, download the Virto.SharePoint.20XX.KanbanTaskManager.zip file from the product page and unzip it (using "Extract All"). Run the extracted Setup file.

The setup wizard window will appear.

The Virto Kanban Board setup wizard will perform a system check before the installation. Once all the checks have been completed, click "Next."

Tick the checkbox "I accept the terms in the License Agreement" and click "Next."

Select the web applications / site collections where you want to install the product, then click "Next."

Wait for the product to install.

Click "Close" to complete the installation.

Click on "Subscriptions" to view all licenses of Virto products and their current subscription status.

If you have any questions or encounter any errors, please contact our support team at support@virtosoftware.com or through this form.

How to reniew a subscription or license

To renew your subscription, you should click the "Deactivate" button and request a new subscription key and/or serial number from our support team at support@virtosoftware.com or through this form. Then, follow the steps outlined in the instructions above that apply to your situation.

If the renewed subscription doesn’t appear instantly with a new subscription expiry date, don’t worry—it will show up after some time. You can also update manually by clicking "click here" on the yellow bar and waiting for a minute. If it still doesn’t appear, please contact our support team at support@virtosoftware.com or through this form.

The Virto License Manager adds timer jobs to the Central Admin Web Application, which notify your designated contact person about subscription status and updates.

Virto New Version Notification Job This job sends weekly alerts about available product updates.

Virto Notification Timer Job This job sends weekly alerts about expired subscriptions to the contact person's email.

Virto Subscription Timer Job This job updates essential information about your subscription status based on activated licenses.

Virto ONE License Timer Job This job updates essential information about your Virto ONE license subscription.

To uninstall the component, follow the steps below.

1. Double-click the Setup file extracted from the .

2. The program will perform the system checks again. After that, you will be prompted to repair or remove the web part. Choose “Remove” and click “Next.”

Wait for the product to uninstall.

If you are trying to install the web part on a SharePoint 2019 server, you may encounter the following error when adding it to your site: "Sorry, apps are turned off. If you know who runs the server, tell them to enable apps."

Here are the possible reasons and solutions for this error:

If you already use the Virto Kanban Board web part and need to upgrade it to the latest version, download the package from the Kanban Board product page.

To upgrade the Virto Kanban Board web part, run the Setup file under the administrator account (right-click the Setup file and choose "Run as administrator").

Then select the "Upgrade" checkbox and click "Next."

Wait for the product to upgrade.

Click "Close" to complete the upgrade.

Choose "Configure for the existing list" to create a board from an existing SharePoint list.

Then adjust your board according to your needs. To do this, you need to configure the settings in the “”, “”, “” and “” blocks (optional).

The Virto Kanban Board web part for SharePoint 2019 (SE) can be used as a SharePoint Framework (SPFx) web part. Follow the steps below to start using the Virto Kanban Board web part on modern sites and pages in SharePoint 2019.

1) in your SharePoint if necessary.

2) Download . To install the Virto Kanban Board web part, run the Setup file under the farm administrator account (right-click the Setup file and choose "Run as administrator").

The "kanban-webpart-spfx.sppkg" file will be automatically uploaded into "Apps for SharePoint" in your Tenant App Catalog. However, please check your app catalog for the existence of the "kanban-webpart-spfx.sppkg" file.

Now you can add the Virto Kanban Board web part to the modern pages or sites.

There are three ways to set up a new kanban board:

1. Quick Board

2. Board for an existing list

3. Create board from a template

Wiki Page

Click "+New" and select "Wiki Page."

Give your page a name and click "Create".

In the "Insert" tab, find and click the "Web Part" icon.

In the Categories section, locate and click the "Virto Solutions" folder, then select "Virto Kanban Board" and click "Add."

Click "Save" in the upper right corner.

Your Virto Kanban board is now ready to use.

Web Part Page

Click "+New" and select "Web Part Page."

Enter the name of your page, choose a layout, and select the location where you want the Web Part Page to be saved.

Add your web part to any available location within the chosen template. Simply click "Add a Web Part" and follow the same two last steps described for a "Wiki Page."

If you've created a quick board, the List Setup tab will appear after you click the “Edit board settings” icon next to the board name.

If you're creating a board for an existing list, the List Setup will appear after you choose the “Configure for the existing list” option.

Enter a board name and click "Open lists picker" to select the SharePoint list(s) from the site collection that contain the data you want to display as a Kanban board.

If you're working with a quick board, the list will be automatically created.

Choose one or multiple lists to display on the Kanban board. The list name in the list picker includes a link to the list, and you can also view the list collection that the list belongs to.

The “Available Content Types” drop-down menu displays the lists containing the selected content type.

Board Templates

The Kanban Board web part (including versions for SharePoint 2013, 2016, and 2019) supports templates.

You can choose one of three available options:

• Save the board as a template—saves a KBOT file to your disk: Kanban board settings + SharePoint list linked to the board + list data (optional).

• Save as template—saves a KBOJ file to your disk: only board settings.

• Load template—choose a KBOJ or KBOT file from your disk to load a previously saved template.

To save a template, find “Templates” in the List Setup tab and click “Save the board as a template.”

Check the fields you would like to export and note that the fields not selected will not be exported.

You can preview the export by clicking “Preview data.”

Finally, save the created file to your disk for future use.

You can also create a new board from a template. When creating a new board, choose “Create from a template” on the Kanban Board web part page.

Now, select the previously saved template file from your disk, and you’re ready to start working.

You can overlay lists with the same content type and lists with matching fields. Every list chosen as a data source for a Kanban board must have at least one choice field and one user field.

Lists can be merged in two cases:

• They have identical content types with the same fields.

• They share the same parent content type. In this case, only the matching fields will be merged—both the field type and field title must be identical in both lists to merge them and make them available to select as Kanban columns, Kanban swimlanes, or required fields in the board settings.

The table below shows the compatibility of list columns. These columns, taken from two or more SharePoint lists, can be merged and used as the following:

• Kanban columns

• Kanban swimlanes

• Required fields for a board (such as the task title field)

For example, if List 1 is a task list with the “Assigned to” field renamed to “Users” and List 2 is a custom list with the “Created by” field also renamed to “Users,” this field (“Users”) will be available on the board as a column or swimlane when both lists are merged.

However, if List 1 has the field named “Assigned to” and its copy, “Copy of list 2,” has renamed the field to “Assigned Users,” these fields will be available to edit and display on a Kanban board, but you won’t be able to use them as columns or swimlanes.

In the board setup tab, you can adjust the main kanban board settings:

You can choose default Kanban view: board or charts.

You can choose list views for each list to filter tasks on the board.

If you enable the “Allow filter by user” option, the user filter will be added to the “Filters” block.

Click the filter icon in the upper right corner to display or create filters.

You can also select a set of view filters for each list.

To apply a filter, click “Filters” on the kanban board. Then choose a filter for a list and click “Apply.”

In the card setup tab, you can adjust the following settings:

• board fields

• task information

• short and full views

• comments

• styles

Once you have added the Kanban Board web part to a SharePoint site page, you can create a new board by choosing a quick board, an existing SharePoint list, or a template (if available).

The web part pulls data from a SharePoint task list and visualizes it as a classic Kanban board. If you already have a SharePoint list with the required data for your new board, you can configure a board for an existing list. If you don’t have such a list, select "Quick Board." In this case, the web part will automatically create the board and an appropriate SharePoint task list.

To create a quick board, enter the board name (you can customize the board later). A list with the same name will be created automatically. Once you’ve entered the name, click "Create new board."

The new board will contain a default task and a basic set of columns. You can adjust the board by clicking the edit icon next to the board name.

Once the Virto Kanban Board web part is installed, you can add it to a SharePoint site page within your site collection.

To create a modern page with a Virto Kanban board, click "New" and choose "Site Page."

Next, give your site page a name, click "+", find "Virto Kanban Modern," and click its icon.

In the upper right corner, click "Publish."

Now you can create your first board!

You can use the task sorting feature to change the order of tasks within a column or row.

Sorting by default follows the selected list view.

The “Allow sorting tasks” option enables custom sorting, where tasks will appear in the order you manually arrange them using drag-and-drop.

The “Sorting by field” option allows you to arrange tasks based on data in a specific field (e.g., a date or task name). You can sort tasks in either ascending or descending order.

A short view is a group of fields that appear in the task pop-up window (also known as the tooltip). You can change the order of the fields in the full form by selecting a field and moving it up or down in the list using the arrows.

When you click on a task, the short view will appear. You can switch to the full view from here using the toggle. The full view displays the create/edit form for a task.

To create a board from a template, you must first have a template created. To do this, please follow the instructions provided in the List setup => Board templates section.

If you’re creating a board from a custom list (not a quick board), you can add missing fields in the board settings. When you have selected a list and moved to the “Cards Setup” step, review the fields. Some will already be selected, while others will not.

You should select the following fields: the visual date field, the text field for adding comments, and the allow labels field. If the list does not contain an appropriate option, click “Add new field” next to it—there’s no need to navigate to the list settings to add fields.

Specify the name of the required field and save it. Tick the checkbox “Require that this field contains information” if needed.

The added field will appear. Complete the same actions for other fields if necessary. For example, in the same way, you can create multichoice fields for comments and labels.

The ability to add fields is available for all users with the right to create fields.

You can set common settings for the Virto Kanban Board at both the board level and the farm level. In this section, we focus on the farm level.

1. Find "Site settings" in the top right corner.

1. Scroll down to “Virto Kanban Task Manager settings” in the “Site Administration” section.

A block of administration tools with three tabs will appear.

Settings

Virto Kanban settings

An administrator can select the checkbox “Always follow parent settings” to apply common settings for all Kanban boards on the site. Uncheck this option if you want to adjust each board individually.

The “Solution Settings” block includes the following options:

• Disable Quick Board—select this checkbox if you plan to only create boards from existing lists.

• Disabled list event receivers—use this option to disable notifications when a task is moved to the “Completed” column.

• Custom CSS-file URL—enter the URL of a required CSS file to apply custom styles to your boards.

• Web front-end URL—enter the URL of the required web front-end.

You can also adjust the task notification text. Modify the default message that will be sent to recipients. By default, users will receive an alert that includes who assigned the task, along with links to the task and the board. These settings are applied to the current site collection.

Swimlanes

The “Swimlanes” block allows you to adjust the swimlanes on your board. You can:

• Allow dragging tasks between swimlanes.

• Enable task value changes when moving an item to the default swimlane.

• Hide empty swimlanes.

• Enable separate scrolling for columns.

• Display the total task count for swimlanes.

Sorting

You can choose between default sorting or allow manual sorting of tasks.

Cards setup

The “Cards Setup” block includes settings such as:

• Hiding empty cards or tooltip fields.

• Specifying a URL format for user avatars.

• Allowing direct editing on a card.

• Sending notifications when a task is assigned.

Select “Send notification when a task has been assigned” to send alerts to users when they are assigned a task.

If you choose “Open full/edit form on double-click,” the edit form will appear when double-clicking a task. You can also enable the use of the classic SharePoint form if preferred.

Advanced Setup

The “Advanced Setup” block includes default settings for new boards. Here you can:

• Set the first day of the week.

• Allow the creation of new tasks or task creation directly from a column.

• Enable horizontal scrolling.

• Enable dragging and dropping of tasks.

Create a board list

In the “Create board list” tab, you can generate a list of all boards on the SharePoint site. Click the board name to open it.

Use the search feature to find a specific board or filter the list of boards.

Support

The “Correlation ID” field is used for technical support. If you need additional admin information, check the “Enable Debug Module” checkbox to load debug information.

Columns visualize the workflow across the Kanban board.

Choose any of the choice fields from your source list for the set of columns. Typically, columns represent the status of a task, but you can select any other choice field.

Once you've selected a field for your columns, you can adjust their order. Click the “…” next to a column name to move columns left or right, or to delete them. You can also re-insert columns you have previously deleted.

Set a work-in-progress (WIP) limit. If the WIP limit is exceeded, the number of tasks in the column will be highlighted in red.

The "Max work tasks" is the maximum number of tasks allowed in a column. If you set it to 0, there will be no task limit. This feature is useful when working with large lists with many tasks in a column.

The difference between the WIP limit and Max work tasks is that the WIP limit provides a visual alert when the number of cards exceeds the set limit, while "Max work tasks" prevents the creation or movement of more cards than the set limit.

The "Minimum count of tasks in column per row" option allows you to set the number of tasks that will fit in the selected column.

For example, if you set three max work tasks for a column, only three tasks will be displayed, even if there are four.

To display all tasks, click on the number to expand the column. Click again on this number to collapse the column according to the max work tasks count.

You can use the counter feature to aggregate data from columns. The current version of the Virto Kanban Board web part offers two functions: “Sum” and “Average.”

This feature is useful if a task has an “Hours” field (a custom number field) that specifies the time required to complete a task. Click “+” next to “Counter” and select the “Hours” field and the “Sum” function (or use the “Average” function to calculate the average value). The total time required to complete tasks will be displayed above all tasks in the column.

Click “+” next to “Counter” and set the values in the pop-up window, then click “Save” to apply the settings.

Now, the total counter will show the total number of hours required to complete the tasks in the “In Progress” column.

Click the cross icon next to the counter name to delete it.

In this section, you can customize task information and card appearance. Select a field to be displayed as the task title.

You can add any list field to display as the task title on the board (for example, project name).

You can choose up to three fields to be displayed simultaneously as the card title.

Select a field containing users assigned to a task (choose a user-type field for the “Users field”). You can enable the user notification feature.

If you check the “Send notification when a task has been assigned to a user” box, users will receive an email notification when they are assigned a task.

It is also possible to use a URL format for user avatars (SharePoint avatars or default pictures). This field will display who is responsible for a task.

You can add a date field on Kanban cards, such as “Due Date,” to highlight overdue tasks on your board. This will be displayed in the top right corner of a task.

Kanban Board allows you to use labels as color-coded tags on Kanban cards. Enable this option to categorize tasks on the board by color.

When you create a quick board, the system creates a task list with a default field used for labels. You can select another field for labels if needed.

You can allow users with edit permissions (selected in “Kanban Settings –> Advanced Setup –> Permissions”) to create and edit labels (using values from a multichoice column). Labels are categories or tags used for classifying tasks. Use them for better visualization of task management, and apply labels in filters or swimlanes.

You must add a labels column to the Kanban card edit form to manage values and colors.

You can adjust the size of the tasks (small, medium, or large) to match your board’s design.

The next setting allows you to define the fields to be displayed in the body of a card. You can select the fields to display for each list. This allows you to decide which data is displayed on your board’s cards.

Swimlanes are an additional option for grouping tasks horizontally.

Choose one of the appropriate fields for swimlanes, such as project, priority, created by, etc.

The default swimlane is used as the main Kanban section if no other swimlanes are selected. Any tasks that do not meet the conditions of other swimlanes are automatically placed in the default swimlane.

You can create swimlanes by selecting a list field. For example, you can use swimlanes for task priority (“High,” “Normal,” and “Low”) or for the “Assigned User” field.

Select the swimlanes you want to display on the Kanban board. Click the three dots to remove a swimlane or move it up or down. Add more swimlanes by clicking the plus icon next to “add swimlane.” You can delete the default swimlane if desired.

You can rename swimlanes. If you check the box “Is collapsed by default,” the swimlane will be collapsed in a hidden view when you open your board. A swimlane will also be collapsed by default if it contains no tasks.

In this screenshot, the “Default” and “Normal” swimlanes are collapsed.

You can sort swimlanes manually or in ascending/descending order.

The "Allow to drag tasks between swimlanes" checkbox lets you move tasks between swimlanes, which will also update their status (e.g., “Priority”) in the source list.

The “Allow to change task value by moving item to default swimlane” checkbox allows you to change a task’s value when it is moved to the default swimlane.

If this option is selected, a window will pop up where you can choose another value (Priority value in this example) or leave the field empty after moving the task.

The “Hide empty swimlanes” option hides all swimlanes without tasks by default. You can show them using the “Show empty swimlanes” eye icon in the board header.

The “Separated columns scroll for multiple swimlanes” option allows you to scroll through multiple swimlanes separately.

If you enable the “Dynamic swimlanes” checkbox, the swimlane values will be pulled directly from the list, with no ability to customize them. This feature is useful if your source list’s swimlane values change frequently. In this case, you won’t need to update the swimlane settings on the Kanban board; they will be added or removed automatically.

If you always use a fixed set of swimlanes for your board, you can disable this option and customize the swimlanes more flexibly.

When using dynamic swimlanes with a list that contains many swimlane values, you can enable paging.

The second dynamic swimlanes option, “Is collapsed by default,” collapses all dynamic swimlanes by default.

The Total Count option for swimlanes calculates the number of tasks in the selected swimlane columns. You can check the columns you want to include in the calculation.

For example, the total count of tasks in the “In Progress” and “Completed” columns of the “Normal Priority” swimlane is four. The “Not Started” column was not included in the calculation.

In full view, you can adjust the create/edit task form and choose which list fields to display.

The checkbox “open form by double-click” allows you to open this form by double-clicking on the task. You can change the order of the fields in the full form by selecting a field and moving it up or down in the list using the arrows.

You can specify colors for the body (i.e., background), border, and font on task cards.

You can define custom conditions for color-coding tasks. To create a condition, click “Add style rule.” For example, the first condition applies a black border and green background to all tasks created by me.

In the second example, high-priority tasks are assigned a pink background.

If the condition is true for a task, it will appear as shown in the screenshot below.

You can create another condition by clicking “And” or delete the condition by clicking the bin icon. If you select multiple lists to be displayed on a board, you can apply a list filter and create a specific condition for a particular list.

There are four default styles in the current version of Virto Kanban Board. You can deactivate or enhance them with additional information (use the red reset button to apply the new rule).

In the advanced setup tab, you can adjust the following settings:

• filters

• notifications

• permissions

• additional settings

You can specify whether other users or user groups are allowed to change the Kanban view, modify settings, or create, edit, and delete tasks.

It is also possible to configure access to task management. Check the box “User can manage only own tasks” to restrict users from editing tasks they are not assigned to. This will limit task management to tasks assigned to them. Additionally, you can create a list of users with permission to manage all tasks.

You can adjust filters for tasks. There are two possible operators used to combine filters: AND and OR. You can create a complex, multi-conditional filter with these operators. You can choose to apply only one filter or create multiple filters and combine them using the AND or OR operators.

Click “Add filter” and define your custom conditions. Check the “Is enabled by default” box to apply the filter to the default board view.

The date filter allows you to manually select the date range.

The “Calendar” option lets you choose a specific date using the date picker as the filter condition.

To apply a created filter, click “Filters” on the board, select a filter, and then click “Apply.”

All tasks that meet the selected filters will be shown if you choose multiple filters. To sort more precisely, you can use several filter conditions within a single filter. Click “Add Conditions Set” and create a new sorting option for the same filter.

You can copy or delete a filter using the icons to the right of the filter.

Use the "Add new task" button to add an item to the board.

Fill in the required fields in the task creation form. You can define which fields will appear in this form in the “Cards Setup –> Form” section of the Kanban Board settings.

You can also use the "+" in a bucket to quickly add a task with the corresponding status. You can then edit task fields using the standard task edit form.

You can edit task values either in the edit form or directly on the Kanban card.

There is also an option to add choices for the "allow to fill in choices" fields. Typically, when you need to add new values to choice-type fields, you have to leave the Virto Kanban interface and go to a SharePoint list to make changes. With Virto Kanban Board, you can add these values directly on your Kanban board.

The custom choices you enter are available in the task edit form. The “Fill in” choices option must be enabled for the column in the list settings:

You can create email notifications for any changes on the Kanban board. In the notification settings, define the conditions and specify the users who will receive email notifications about these changes.

You can customize the notification title, which is also used as the email subject. You can also modify the email body by adding text, links, pictures, tables, tags, and tracking changes to old and new field values.

It’s possible to include task values as tags in the email, such as recipient name, board link, task link, and comment value. These tags will be replaced in the email with actual information from the tasks. For example, “Recipient Name” will be displayed as the recipient’s username.

You can also select a user field as the recipient of the notification.

You can allow users to unsubscribe from notifications by enabling the checkbox “Users can unsubscribe from comments in particular tickets.”

Users can enter their email in the “Task Watchers” pop-up to unsubscribe from notifications for a specific task.

There are five suggested notifications in the current version of Virto Kanban Board. You can deactivate or enhance them with additional information.

Server

Microsoft SharePoint Server 2016

Browser

Microsoft Edge, Google Chrome, Mozilla Firefox, Brave

By clicking "Edit" or "View" inside a kanban card, you can open SharePoint form and edit / view your task there.

The Virto SharePoint Kanban Board web part visualizes tasks in columns and rows according to their values.

You can add comments to your tasks. When you create a quick board, its source list contains the “KanbanComments” field by default. In other cases, you must manually add this comments column to your list.

To view comments, click on a task and switch from the “Description” tab to the “Comments” tab.

You can mention a user in the comments by typing @username. The default comment notification should be enabled in the Kanban Board settings.

Users will receive a notification when they are mentioned in a comment on a task. To enable this feature, you need to activate the relevant notifications in the board settings (“Advanced Setup –> Notifications –> Suggested Notifications”).

If you're using a custom SharePoint list as a source for your board, you may not have a field for comments. In this case, create a custom “Multiple lines of text” type column and add it to the selected content type of your kanban list. Also enable the “Append Changes to Existing Text” option by selecting “Yes”.

Please also check that the list versioning settings are enabled by choosing “Yes” for “Create a version each time you edit an item in this list.”

Now, the comments are available.

This way, you can track the task history and see all its changes.

The edit icon next to the board name allows you to adjust the board according to your needs. The eye icon hides empty swimlanes. The two-arrow icon collapses all swimlanes. The sorting buttons arrange the tasks in ascending and descending order.

The "View by" dropdown allows you to choose the board layout.

The red "Add New Task" button enables you to create a new task. The search bar lets you search for tasks by keywords. To the right of the search bar are icons for filtering, charts, board history, and downloading the board as a PDF.

To change the value of a task (usually the status), drag and drop it into the required column or row.

Here are some additional options for the Virto Kanban Board that you can apply for your convenience:

Check the box “Allow to create new tasks” to add the “Add new task” button to the board. Clicking this button creates a new task.

The “Fast task creation” option adds a “+” button to columns.

You can select the content type to be used for the fast task creation form.

The “Allow editing directly on card” feature allows users to edit fields directly on the card without opening the full edit form.

If your board contains many columns that do not fit on the screen, you can add a horizontal scroll bar to the bottom of the page by enabling the “Use horizontal scroll” feature.

You can disable the drag-and-drop feature for tasks (for moving them between columns and swimlanes).

You can enable adding subtasks or checklists to a task.

"Allow multi level" setting enables subtasks beyond the second level, namely subtasks for subtasks.

You can also select which day to use as the first day of the week for calendars and date pickers in Virto Kanban Board.

Click the bell icon in the upper right corner of the task tooltip to assign task watchers.

Task watchers receive email notifications about any changes to this task.

Swimlanes offer an additional way to categorize Kanban tasks. You can divide the cards horizontally, for example by project, user, or priority, and easily drag and drop tasks between swimlanes.

Multichoice fields are used for swimlanes, and the swimlane settings are detailed in the Swimlanes section. You can also change the field used for swimlanes directly on the board by selecting an option from the "View by" drop-down menu. This allows you to quickly adjust how your tasks are grouped and organized without needing to open the settings.

Additionally, you can collapse or expand all swimlanes at once using the collapse or expand icon.

The collapse option is particularly useful when you have many swimlanes and want to view them all without scrolling.

Automated actions allow you to manually run multiple updates to your board or automatically apply changes according to specified rules. This option appears automatically if you’ve created a quick board. However, if you’ve created the board from a custom list, you will need to enable this option in the settings block. This is necessary to avoid conflicts between the board and the related list.

Go to the “Advanced Setup” settings. Here, you will find the “Actions” block.

Auto-assign tasks

This option allows you to automatically assign tasks to selected users based on specified rules.

Choose the required parameters from the drop-down list to define the rules and auto-assign tasks accordingly.

Click Preview to see which tasks meet these conditions and will be automatically assigned.

The auto-assign action can be performed either manually or automatically.

• If you choose "Run automatically," the defined rule will be applied to tasks every time the chosen parameters change on the board.

• If you select "Run manually," the rule will be applied only to the tasks that currently meet the defined conditions and will not affect future changes.

Don't forget to save the rule to apply it.

Bulk swimlane change

The "Bulk swimlane change" option can be used to archive old data or transfer tasks from one sprint to another. For example, if the status of a task is not equal to "Completed," you can automatically move tasks from one swimlane (e.g., "Internal project") to another (e.g., "External project").

You can also preview the tasks that meet the specified rules. Unlike auto-assign tasks, this option cannot be run automatically for all current and future changes; it only applies to the tasks' current values, and you will need to perform this action manually for future tasks.

Remember to save the rule to apply it.

You can edit subtasks directly within the parent task card. Simply switch to the "Subtasks" tab and make the necessary changes (for example, update the status). A "Save" button will appear next to the subtask—click it to save your changes.

You can sort the subtasks in the “Subtasks” tab by ID, status, or due date.

You can show or hide subtasks by clicking the show or hide icon. This option enables you to view only parent tasks.

Subtasks will appear on the board with a gray heading containing the subtask ID and the parent task’s name.

You and other users can add comments to tasks. Click the comments tab on the short-view form (tooltip) and start typing to add a new comment. The comments history is also displayed in the short view.

The filter options include search, sorting, and custom condition filters.

The search bar allows you to display only the tasks that match the entered task values (text, numbers, and symbols) based on the information shown on the cards.

If you enable task sorting by a specific field, you can apply this filter in the Kanban board header.

You can also sort tasks in ascending or descending order by name, due date, and more. Simply choose the sorting field.

Click the filter icon in the top-right corner to open the filter options.

To filter tasks on the board, select the required list view from the drop-down menu. This option is only available if the view filter has been adjusted in the settings.

You can add custom filters in the web part settings (under the "Advanced Setup" block) or create a new filter directly from the board view by clicking the edit button next to the filters.

It is possible to set a new filter as the default. If you check the "is available for everyone" box, the filter will be visible to all users. If you don't check this box, the filter will be saved as a personal filter and will only be available to the user who created it.

The user filter shows all users assigned to tasks on this board. You can click on a user to apply this filter and display all of their tasks.

Click "Apply" to activate the chosen filter, view, or selection.

You can attach images to tasks and display them in full view by toggling the "List/Preview" feature.

You can also display attached images on the board. To do this, switch to "List" mode and click the image icon next to the task. If you want to show only selected images, click the image icon next to the desired image.

If the "Image" icon does not appear in a task tooltip, check that you have selected "Attachments" in the card settings.

Virto Kanban Board on-premises supports subtasks. Use subtasks to split your Kanban tasks and manage them step by step.

Click “Add subtask” on the card of the task you want to make a parent task.

When the parent task view appears, decide whether you’re going to make a subtask from an existing task or create a new one. Both options are available.

By default, subtasks will appear in the "Subtasks" tab of the parent task. Click the subtask to view its detailed information.

Only parent tasks have the "Subtasks" tab, except when the multilevel option is enabled for subtasks.

If you are adjusting a custom board (not a quick board created automatically), ensure that tasks and subtasks are taken from a single task list; otherwise, the subtasks will not function properly.

If you are using a board with multiple lists, the subtask option will be unavailable.

We have added the subtask counter so you can track how many subtasks the parent task has and how many have been completed. In the example below, “1/2” means this parent task has two subtasks, one of which has the “Completed” status.

The charts in Virto Kanban Board allow you to analyze your tasks as needed. Click the charts icon in the top right corner to open the chart view.

Here, you can view task statistics displayed in five graphs: “Status,” “Assigned To,” “Completion,” “Burndown,” and “Lead Time.”

Each task list has a Parent ID field by default, but you can change this and use any other lookup field as the Parent ID. This can be useful if you need to group or categorize tasks in a specific way.

VirtoSoftware uses the Parent ID field for quick boards because the board is designed for a task list. This ensures maximum compatibility with tools like Microsoft Project, Gantt, and similar platforms.

If your board is created from a custom SharePoint list, it may not contain the Parent ID field (as this is usually included by default for task list functionality). To enable the subtask mode, you must add at least one lookup field to establish parent-child task relationships.

When creating a quick board, the source task list is generated automatically and already includes the Parent ID lookup field required for using the subtask mode.

To easily manage subtasks on your board, you can switch to "Subtasks view" mode. This mode allows you to view subtasks grouped by their parent task, with the parent task fields becoming the swimlane fields.

Since subtasks are now grouped into swimlanes, you can also move tasks between swimlanes (parent tasks).

This option is available by default for quick boards. If you’re working with a board from a custom task list, ensure that the “Enable subtask/checklist” checkbox is selected in the “Advanced Setup –> Additional” settings.

If you’re using a multilevel board with more than two levels of tasks, you can display subtasks from all levels. Make sure the “Allow multi-level” checkbox is selected in the “Advanced Setup –> Additional” settings.

You can clone selected tasks using the copy icon at the top of the tooltip. When you clone a task, the full-view form of the new task will appear. Please note that attachments and images cannot be transferred to a cloned task.

The Lead Time chart shows the amount of time it takes for a task to move from the start to completion on the Kanban board. It tracks the total duration a task spends in the workflow, helping you analyze the efficiency of your process. The shorter the lead time, the faster tasks are being completed. This chart is useful for identifying bottlenecks and improving workflow speed.

Export the chart to CSV to get a per-task view.

You can also use a burndown chart to display the remaining work. The graph is generated automatically based on the remaining tasks on the board. Simply choose the time period and start analyzing the efficiency.

The earlier history can be found in this PDF on pages 97–106:

The board history icon is located in the top right corner. This feature allows you to track task history and view all changes made to the current board.

Ensure that the Item Version History option is enabled in the list versioning settings.

You can apply filters to view specific changes.

Note that attachment changes and pictures are not displayed in the task or board history.

You can select the field you want to analyze from the drop-down menu, such as due date, analysis period, number of tasks, percent complete, budget, etc.

Use the “Completion” chart to see which tasks have been completed on time and which are overdue. Since the data displayed in the chart comes from the SharePoint source list, completed tasks may also appear in other columns, such as “Deferred” or “Waiting on someone else.” You can include these in your report as well.

The “Completion” chart only shows tasks with a due date. If a task does not have a due date, it will not appear on this chart (see the marker under the chart).

You can export the chart to a CSV file for a more detailed report. In this format, you can sort the tasks and identify the team members responsible for the overdue tasks.

Similar to the status chart, you can select the relevant field using the drop-down menu. For example, use this chart to see which board members modified tasks during the last month.