Adding and Editing ConnectWise Kanban Boards

TopLeft administrators can add, edit, and remove Kanban boards. Four types of boards are available:

  1. Ticket boards- show ConnectWise Manage service and project tickets
  2. Project boards- show ConnectWise Manage projects
  3. Sales boards- show ConnectWise Manage sales opportunities
  4. Activity boards- show ConnectWise Manage sales activities

Show me how

Watch this 5-minute video for an introduction to creating Kanban boards for MSPs.

Adding a board

To add a board, click Boards in the main menu, then click Add Board, then click the type of board you want to create. Each type of board offers three sections of options:

  1. General options- name, ordering, basic display options, and swimlanes
  2. Filters
  3. Columns

Required fields are marked with an asterisk (*).

Filter fields apply only when a value has been selected. For example, if no company is selected for the company filter, then ticket/opportunity company is not used for filtering. However if at least one company is selected in the filter, then cards will only appear on the board if they match one of the selected companies.

Ticket boards

General options:

  • Name
  • Board description- a place to write a description of the board's purpose and configuration
  • Child tickets- controls if childed tickets are displayed on the board
  • Due date- controls if the ticket due date is shown on cards
  • Sort order- controls the order of boards in the main menu. Lower numbers are ordered higher. The board with the lowest sort order is considered the default board, which new users are directed to the first time they log in.
  • Ticket age- controls if the elapsed time since the ticket was created in ConnectWise is shown on cards
  • Hours- controls if actual and budget hours information is displayed on cards
  • Ticket type/subtype/item
  • Territory - controls if the company territory is displayed on cards.
  • Project name and phase
  • Predecessor - controls if ticket predecessors are shown on cards. Hovering over a ticket's predecessor will highlight the related ticket if it is visible on the board.
  • Custom fields - select which custom fields are displayed on the card. Most custom field types are supported except for multi-line field types, i.e. text boxes.
  • Assignment details - Show detailed schedule entry information on the card if available, rather than on a tooltip.
  • Swimlane; for more information see Using Swimlanes.
  • Ranking - cards can be ranked manually by dragging tickets on the board or automatically based on up to three ticket properties. For more information see Ranking Cards.

Ticket filters

Use the ticket filter fields to limit the tickets that appear on the board. This is how you create a board for a team, a limited number of ConnectWise boards, or just a few specified members.

  • Ticket types- select to display one or all of service tickets, project tickets, or project issues. If you want to display all types, you can leave the options all unchecked.
  • ConnectWise boards- the ConnectWise boards of the tickets
  • Resources- the assigned members of the tickets
  • Show unassigned tickets- control if tickets with no assigned resources will appear on the board when the resource filter is used. If you want to show tickets from a select set of technicians, and also show unassigned tickets, then select this option.
  • Companies
  • Projects
  • Project Statuses
  • Project managers
  • Project team members
  • Teams
  • Locations
  • Priorities
  • Owners
  • Territories
  • Types
  • SLA due
  • Due date

Columns are configured with a list of ticket statuses. Each column can have one or more statuses assigned. See "Managing columns" below.

Sales boards

General options:

  • Name
  • Board description- a place to write a description of the board's purpose and configuration
  • Expected close date- controls if the opportunity close date is shown on cards
  • Sort order- controls the order of boards in the main menu. Lower numbers are ordered higher. The board with the lowest sort order is considered the default board, which new users are directed to the first time they log in.
  • Opportunity age- controls if the elapsed time since the opportunity was created in ConnectWise is shown on cards
  • Custom fields - select which custom fields are displayed on the card. Most custom field types are supported except for multi-line field types, i.e. text boxes.
  • Swimlane; for more information, see Using Swimlanes.
  • Ranking - cards can be ranked manually by dragging opportunities on the board or automatically based on up to three properties. For more information see Ranking Cards.

Opportunity filters

Use the opportunity filter fields to limit the opportunities that appear on the board. This is how you create a board with a few specified members, certain opportunity types, or certain priorities.

  • Types
  • Show opportunities with no type- control if opportunities without a type will appear on the board when the type filter is used. If you want to show certain types of opportunities, and also show cards with no type, then select this option.
  • Companies
  • Statuses
  • Priority flags
  • Primary sales reps
  • Inside sales reps
  • Territories
  • Expected close date

Columns are configured with a list of opportunity stages. Each column can have one or more stages assigned. See "Managing columns" below. Stages are similar to ticket statuses. Opportunities also have a status field, but it's used for indicating open/won/lost status, so we don't use it for columns.

Activity boards

General options:

  • Name
  • Board description- a place to write a description of the board's purpose and configuration
  • Object- controls if the related ticket or opportunity is shown on cards
  • Type- controls if the activity type is shown on cards
  • Sort order- controls the order of boards in the main menu. Lower numbers are ordered higher. The board with the lowest sort order is considered the default board, which new users are directed to the first time they log in.
  • Custom fields - select which custom fields are displayed on the card. Most custom field types are supported except for multi-line field types, i.e. text boxes.
  • Swimlane; for more information, see Using Swimlanes.
  • Ranking - cards can be ranked manually by dragging activities on the board or automatically based on up to three properties. For more information see Ranking Cards.

Activity filters

Use the activity filter fields to limit the activities that appear on the board. This is how you create a board with a few specified members, or certain activity types.

  • Types
  • Show activities with no type- control if activities without a type will appear on the board when the type filter is used. If you want to show certain types of activities, and also show cards with no type, then select this option.
  • Companies
  • Resources

Columns are configured with a list of activity statuses. Each column can have one or more status assigned. See "Managing columns" below.

Project boards

General options:

  • Name
  • Board description- a place to write a description of the board's purpose and configuration
  • Type- controls if the project's type is shown on cards
  • Company- controls if the project's company is shown on cards
  • Percentage complete- controls if the completed percentage of a project is shown on cards
  • Actual and budget hours- controls if the actual and budgeted hours of a project is shown on cards
  • Sort order- controls the order of boards in the main menu. Lower numbers are ordered higher. The board with the lowest sort order is considered the default board, which new users are directed to the first time they log in.
  • Actual start and end- controls if the start and end dates of a project is shown on cards
  • Estimated start and end- controls if the estimated start and end dates hours of a project is shown on cards
  • Ticket board
    • When a TopLeft ticket board is selected project cards will have a link to the selected board. When you click on the magnifying glass icon on a project card you will open the selected ticket board that will have the cards filtered for that project.
  • Custom fields - select which custom fields are displayed on the card. Most custom field types are supported except for multi-line field types, i.e. text boxes.
  • Swimlane; for more information, see Using Swimlanes.
  • Ranking - cards can be ranked manually by dragging projects on the board or automatically based on up to three properties. For more information see Ranking Cards.

Project filters

Use the project filter fields to limit the projects that appear on the board. This is how you create a board with a few specified managers, or certain project types.

  • ConnectWise boards
  • Companies
  • Managers
  • Type
  • Show projects with no type- control if projects without a type will appear on the board when the type filter is used. If you want to show certain types of projects, and also show projects with no type, then select this option.

Columns are configured with a list of project statuses. Each column can have one or more status assigned. See "Managing columns" below.

Managing columns

A new board starts out with no columns, so add one by clicking:


You can now enter the configuration for the column. It has these fields:

  • Name
  • WIP min- the minimum work in progress, or number of cards, that should be in the column at once. If the number of cards is below this number, the WIP indicator becomes red instead of green.
  • WIP max- the maximum number of cards that should be in the column at once.  If the number of cards is above this number, the WIP indicator becomes red instead of green.
  • Status age- controls if cards in the column show the length of time they have been in their current status.
  • Age warning- the amount of time a card can be in a status before the Status field becomes red. See below for valid formats for this field. This allows you to see at a glance the cards that haven't changed status/stage in a while and may need attention.
  • Age filter- the amount of time a card can be in a status before it is filtered from the column, and not displayed. See below for valid formats for this field.
  • Time entries- controls if cards in the column show the length of time since a time entry has been created on a card. This is not available on opportunity boards.
  • Entry warning- the amount of time that a card can be without a new time entry before the Time Entry field becomes red. See below for valid formats for this field. This allows you to see at a glance the cards that have not been worked on in a while and may need attention. This is not available on opportunity boards.
  • SLA time- controls if cards in the column show the date that the current SLA stage is due. This field will go red if it is past the SLA due date. This is not available on opportunity boards.
  • SLA warning- the amount of time before a stage is due when the card will enter a warning state. For example, if you set 2h, 2 hours before the SLA stage is due, the SLA field on the card will go orange.
  • Last note- controls if cards in the column show the length of time since a new note has been created on a card.
  • Note warning- the amount of time that a card can be without a new note before the Last Note field becomes red. See below for valid formats for this field. This allows you to see at a glance the cards that may not have been checked up on in a while and may need attention.
  • Due warning- when a card has a due date, and the due date is in the future but closer than the threshold, the due date row appears in orange on the card. Due dates in the past continue to always be in red.
  • Est. Start warning- Only for project board columns. When the estimated start of a project is in the future and closer than the threshold, the estimated start and end row appears in orange on the card. If this warning is set the row will be in red when the estimated start is in the past.
  • Est. End warning- Only for project board columns. When the estimated end of a project is in the future and closer than the threshold, the estimated start and end row appears in orange on the card. If this warning is set the row will be in red when the estimated end is in the past.
  • Split weight- controls how available space on a board is allocated to columns when there's enough space for some columns to have multiple inner columns. If all columns have split weight=1, then extra inner columns are given to the columns with the most cards. However, you can increase this value to adjust the weighting of the column as space is being allocated. For example, you could set this to 5 to treat the column as if it has 5 times as many cards as it really has, so that it is given extra space even if other columns have more cards. You can set it to 0 to never give the column extra space, even if it has the greatest number of cards.
  • Ticket statuses/opportunity stages- this lists the statuses/stages of cards that appear in the column. Multiple statuses can be assigned. To assign a status, drag it from the Unassigned Status/Stage area to the appropriate area in the column. You can also drag the status from one column to another. And to unassign the status, drag it back to the Unassigned area.

Time Threshold Formats

The status age, time entry, last note warning, as well as status age or due date warning threshold fields can be entered in one of the following formats, where X represents an integer:

  • "X"- the threshold is X days
  • "Xm" - the threshold is X minutes. For example, to set a threshold of 15 minutes, enter "15m".
  • "Xh" - the threshold is X hours
  • "Xd" - the threshold is X days
  • "Xw" - the threshold is X weeks

For project board's esitmated start and end warnings, only the hours or days options are available, as these fields on projects are dates with no time associated.

Neglected Card Settings

To minimize work in progress and improve efficiency, you should quickly address all neglected cards. TopLeft makes it easy to identify and re-prioritize neglected cards by highlighting these cards with a red background.

Select the card fields that can cause the card to be considered neglected. Cards can be considered neglected based on the length of time in their current status, the date of the last note, or on ticket boards, the date of the last time entry. A card will be highlighted if its value in any selected field exceeds the warning thresholds in its column. Columns configured to not show a field, or that have no warning value for a field, will not use that field when considering a card neglected. Cards can be considered neglected based on the length of time in their current ticket status/opportunity stage, the date of the last time entry, or the date of the last note.

For example, consider a card whose last note was added 2 days ago and last changed status 5 days ago. If the board is configured with neglected card checks on only the last note field, and the card's column's note warning is set to 1, then the card will have a highlighted background because the last note was added 2 days ago. If the card's column's note warning is set to 3, then it would not be highlighted. If the board was configured with neglected card checks on both the last note and status age fields, and the card's column's last note warning was 1 and status age warning was 6, then the card would have a highlighted background, because the last note time exceeds the column's threshold even though the status age time does not.

Ordering and Deleting Columns

To change the order of the columns, click the  icon and drag to the left or right. If there too many columns to display in the width of the page, use the horizontal scrollbar to view the columns on the right.

To delete a column, click:


When you're done configuring the board, click the Save button at the bottom of the page. If the form validation succeeds, the board will be created and you'll be sent to the board page.

Editing a board

To edit a board, click the Edit button near the board's title:


You'll be taken to the Board Edit page and can edit any properties of the board.

To make a copy of this board, click Actions at the bottom of the page, then click Clone board.

When you're done making changes, click the Save button at the bottom of the page. If the form validation succeeds, the board will be updated and you'll be sent back to the board page.

Removing a board

To remove a board, go to the Edit Board page. At the bottom of the page, click Actions, then click Delete.

 
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