Adding and Editing Autotask Kanban Boards

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

  1. Ticket boards - show Autotask service tickets
  2. Task boards - show Autotask project tasks
  3. Project boards - show Autotask projects

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 has 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 account is selected for the account filter, then ticket account is not used for filtering. However if at least one account is selected in the filter, then cards will only appear on the board if they match one of the selected accounts.

Ticket boards

General options:

  • Name
  • Board description- a place to write a description of the board's purpose and configuration
  • 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.
  • Account- controls if the project's account is shown on cards
  • Due date- controls if the ticket due date is shown on cards
  • Ticket age- controls if the elapsed time since the ticket was created in Autotask is shown on cards
  • Project name- controls if the project name is displayed on cards
  • Category- controls if the category is displayed on cards
  • Queue
  • Contract
  • Hours - controls if worked and estimated hours are shown on cards
  • Contact
  • Checklist items
  • Service call type - Show detailed service call information on the card if available (Details), or on a tooltip (Compact).
  • Metrics - controls if which column metrics is shown
  • UDFs - select which User defined fields are displayed on the card. UDFs are truncated to 100 characters when displayed on cards.
  • 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 Autotask queues, or just a few specified resources.

  • Resources- the assigned resource of a ticket, either primary or secondary.
  • 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.
  • Accounts
  • Parent Accounts
  • Projects
  • Queues
  • Categories
  • Priorities
  • Sources
  • Types
  • Issue types
  • Sub issue types
  • Due date
  • SLA event due

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

Task boards

General options:

  • Name
  • Board description- a place to write a description of the board's purpose and configuration
  • 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.
  • Account- controls if the project's account is shown on cards
  • End date- controls if the task end date is shown on cards
  • Task age- controls if the elapsed time since the task was created in Autotask is shown on cards
  • Project name and phase
  • Category- controls if the category is displayed on cards
  • Predecessor - controls if task predecessors are shown on cards. Hovering over the predecessor field on a card will highlight any related tasks if they are visible on the board. Project phases cannot be shown as predecessors on cards, since Autotask PSA does not currently make phases as predecessors available from their API.
  • Hours - controls if worked and estimated hours are shown on cards
  • Service call type - Show detailed service call information on the card if available (Details), or on a tooltip (Compact).
  • Metrics - controls if which column metrics is shown
  • UDFs - select which User defined fields are displayed on the card. UDFs are truncated to 100 characters when displayed on cards.
  • Swimlane; for more information, see Using Swimlanes.
  • Ranking - cards can be ranked manually by dragging tasks on the board or automatically based on up to three task properties. For more information see Ranking Cards.

Task filters

Use the task filter fields to limit the tasks that appear on the board. This is how you create a board for a team, a limited number of Autotask projects, or just a few specified resources.

  • Accounts
  • Parent Accounts
  • Resources - the assigned resource of a task, either primary or secondary.
  • Show unassigned tasks - control if tasks with no assigned resources will appear on the board when the Resource filter is used. If you want to show tasks from a select set of technicians, and also show unassigned tasks, then select this option.
  • Priorities
  • Projects
  • Project statuses
  • Project types
  • Project lead
  • Due dates

Columns are configured with a list of task statuses. Each column can have one or more statuses 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
  • 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.
  • Account- controls if the project's account is shown on cards
  • Type- controls if the project's type is shown on cards
  • Project start and end date- controls if the project start and end dates of a project are shown on cards
  • Completed percentage- controls if the completed percentage of a project is shown on cards
  • Duration - controls if the project duration (in days) is shown on cards
  • Hours- controls if hours worked on a project is shown on cards
  • Task board
    • When a TopLeft task 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 task board that will have the cards filtered for that project.
  • Metrics - controls if which column metrics is shown
  • UDFs - select which User defined fields are displayed on the card. UDFs are truncated to 100 characters when displayed on cards.
  • 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 project 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 project leads, or certain project types.

  • Accounts
  • Parent Accounts
  • Project lead resources
  • Show unassigned projects - control if projects with no project lead will appear on the board when the filter is used. If you want to show projects from a select set of project leads, and also show unassigned projects, then select this option.
  • Types
  • Contracts
  • Departments

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.
  • 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.
  • Start warning- Only for project board columns. When the start of a project is in the future and closer than the threshold, the start and end row appears in orange on the card. If this warning is set the row will be in red when the start is in the past.
  • End warning- Only for project board columns. When the end of a project is in the future and closer than the threshold, the start and end row appears in orange on the card. If this warning is set the row will be in red when the 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/Task statuses- this lists the statuses of cards that appear in the column. Multiple statuses can be assigned. To assign a status, drag it from the Unassigned Status 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, and last note 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 start and end warnings, only the hours or days options are available, as these fields on projects are dates with no time associated.

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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