The FAQs page handles your most common questions about SwiftKanban. The questions are grouped under various categories. For a full list of frequently used terms, have a quick look at the glossary page.
- What is Kanban?
- What is SwiftKanban?
- Who created SwiftKanban and Why?
- Who can use SwiftKanban?
- How does SwiftKanban Work?
- What browsers do you support?
Account and Profile Settings
- How can I change my password?
- Do I need to reset the default password on the very first log in?
- Can I change my account details?
- Where do I find the license information of my account?
- How do I add a picture to my profile?
- Can I receive notifications for activities in projects that I am a part of?
- With Daylight savings having gone into effect, all the updates are off one hour on their timestamps. Where do I set the timezone?
- How can I assign a team member to my project?
- How to change a team member’s role?
- How to unassign a team member from the project?
- How do I create a backlog?
- How do I tag a work-item (user story/defect/issue) to a release?
- How do I change the priority or rank of a work-item (user story/defect/issue)?
- Can I import or export items from SwiftKanban?
- When I export my project, why is it that the Excel file does not contain cards created in my project?
- How do I view the Kanban Board for my project?
- How do I modify the current process on the Kanban Board?
- What are “Smart Lanes”?
- How do I create workflows to manage different card types such as User Stories, Defects, etc.?
- How do I create workflows to manage work of different Priority, CoS, or Size?
- How do I create workflows to manage work of different team members?
- Can I create smart lanes for team members without the smart lane logic?
- How do I create workflows to manage work based on ad-hoc categorization?
- Can I move cards across lanes?
- How can I move a lane to the left/right of a lane?
- How can I add a lane to the left/right of a lane?
- Can I delete or unsplit a lane having cards?
- How do I split lanes horizontally/vertically?
- How do I set the WIP limit for a lane?
- How do I add a new card to the Board?
- How do I pull a card from the backlog onto the Kanban Board?
- How can I move cards on the Kanban Board?
- I want to discontinue work on a card. What can I do?
- How can I add tasks to a user story card?
- I have finished work and the card has reached the last lane in the workflow. What can I do with the card?
- How do I view only specific cards on the Kanban Board?
- How do I check a card history on the Kanban Board?
- How do I check the history of all the card movements on the Board?
- How do I expedite a card?
- How do I claim a card?
- Why is that when I pull a card, am I assigned as the owner?
- How do I add comments to a card?
- How do I attach files to a card?
- Why does the color of cards not change on the Kanban board and the legend when I change the color of the card type?
- Why is the revised card Description (as updated in the exported Excel sheet) not visible after the import?
- What metrics can I view in SwiftKanban?
- Where can I view the Control Charts for understanding the variation in the process
- Where can I view the work efficiency of a single card?
- Where can I get a quick snapshot of cards currently worked upon by team members, the status of active cards, metrics, etc.?
- Where can I get a quick snapshot of the progress of various cards, through various value-stream stages and their metrics?
- I had moved a card in the Done column then moved the same card to the In-progress column for some changes and then finally moved it back to the Done column. Will the completed card count be calculated as 2 in this case?
Kanban, also spelled kamban and literally meaning “signboard” or “billboard”, is a concept related to lean and just-in-time (JIT) production and dates back to 1940s when Toyota started using it in in Toyota Production System (TPS) to support non-centralized “pull” production control. It has spread to the manufacturing industry all over the world as a tool of Lean Manufacturing. Read more..
SwiftKanban is a simple, light-weight, yet extremely powerful web-based tool which allows you to manage your work based on key Kanban practices. SwiftKanban can help you in visualizing your workflow, managing your backlog and releases, collaborate with your team, and measuring and improving your processes. Read more..
SwiftKanban is a product by Digite Inc., leading provider of Agile Application Lifecycle Management products and solutions for the Global Delivery Model. Digité Enterprise, Digite’s flagship product enables technology enterprises, big and small; successfully manage technology projects, products and applications. Digite facilitates successful collaboration between globally distributed teams. Read more..
You can use SwiftKanban if any of these statements apply to you- You are looking to manage your work more effectively and delivering value to your stakeholders and customers, You do not wish to completely topple your existing process in order to improve and believe in small but continuous improvement. Read more..
SwiftKanban organizes work into various workspaces, also referred as ‘Projects’. Each workspace can have its own team, backlog and a Kanban board where the work can be managed visually. The board has columns/ lane and sub-lanes that represent the workflow stages that work has to go through to be complete. Read more..
SwiftKanban works best with Internet Explorer 11+, Firefox 3.6+, and Chrome 11.x+ browser versions.
When logged into your account, click the ‘Profile’ link on the top-right corner, then click the Change password option and change your password.
Yes, in fact without resetting the default password, you will not be able to access the application, even via Web Services.
You can change your personal account details such as First Name, Last Name, Email Id, Job Title, etc. However, once created, you cannot change your Login ID.
You can navigate to Admin > Account Details to view your license details. It displays:
- Account Type (Personal/Team Enterprise/On-Premise)
- License Type (Concurrent/Named/Projects/Storage)
- License Limit (Users/Workspaces/Storage)
- Activation/Expiry Date
You will receive notifications when the license is near to expire, expired, nearing or has expired user/workspaces/storage limit.
You can add a profile picture by performing the following steps:
1. Click the Profile name on the top-right corner of the application.
2. Select the first option from the menu.
2. Under VIEW PROFILE, click the edit icon and select an image.
The selected image will be applied to your profile picture.
Can I receive notifications for activities in projects I am a part of?
You can receive notifications by email as soon as an event occurs in your project. If you are logged in, you can click the Notification icon to set your preference for receiving them. To know more about it, see this Help page
With daylight savings having gone into effect, all the updates are off one hour on their timestamps. Where do I set the timezone?
You can set the Timezone for your geographical location in your Profile, which will be applicable for your login account only. Select the ‘Daylight Time’ listed along with the Time Offsets from UTC for your region, for example, Pacific Daylight Time.
You can use a dashboard to monitor the card metrics based on priority, release, owner, and estimates across projects to which you are allocated so that you can manage your work accordingly. These metrics are available as widgets which you can pick up and organize on your dashboard. For more information, see the Dashboards page.
From the Dashboard toolbar, click the Add Widget button on the toolbar. Widgets are categorized into Card Widgets and Help Widgets. Expand Card Type widgets to view list of available widgets, i.e. Cards by Priority, Blocked Cards, etc. Select the widget, and then click the Add to Dashboard button. You can add more widgets if required. Similarly, if you have closed the Help widgets, you can select and bring them back to the Dashboard.
No. currently, you cannot create your own widget. We have provided widgets that capture the necessary metrics that you would generally monitor. You may like to view Cumulative Flow Diagram, Lead Time, and Cycle Time for detailed metrics.
Once a user is created in the enterprise, you can invite the user to your project. Navigate to Selected Project » Team Member, and click Invite. The team member receives an invitation mail. The team member will now be listed in your Team Member view indicating that the member is assigned to your project.
From the Team Member List view, double-click the role for the team member, and then select from the list.
From the Team Member List View, select the team member row, and click Delete from the toolbar.
You can add a user story, defect, or an issue from the Kanban Board and maintain it as a backlog. To add a card, see Work using Kanban Board page.
To tag a user story, navigate to the user story and from the Release list, select the release to which you want to tag the user story. Similarly, you can tag a defect or an issue.
You can even tag a user story if it is placed on the Kanban Board. Click the Id on the card, and from the Details view, click the Edit icon and select the Release.
If you haven’t created a release already, see the Define Releases page.
To change the priority of a user story, navigate to the user story and select from the Priority list, select the priority. To change the rank, enter a new rank. Similarly you can change the priority/rank of a defect, or an issue.
The priority is indicated by the color code applied to the stars that appear on the card when the user story is placed on the card. Click the Id on the card, and from the Details view, click the Edit icon and change the priority.
Yes, you can export and import items from/into SwiftKanban in MS Excel and CSV formats. You can download item details for editing or appending items. You can even download the template to add items in your preferred application and then import the new items into SwiftKanban. Read more..
When you export your project, ensure that you have selected ‘Export only selected item(s)’ as the Export option. You can export only one project at a time. Click here to read more.
After you have created your project, navigate to your project. The Breadcrumb changes to Projects » Selected Project. The Kanban Board appears by default which is also available in the Project sub menu.
For quick view of the Kanban Board, expand the My Projects widget in the Quick Links Widget. Click the required project or the Kanban Board icon adjacent to it.
The default Kanban Board process can be modified by clicking the Modify Process icon on the toolbar, and configuring the existing lanes, defining Smart Lanes, activating other card types and policies on the board. Read more..
Horizontal swim-lanes are called as “Smart Lanes” in SwiftKanban, designed to manage multiple swim-lanes, and card movement through and across swim-lanes. Smart Lanes add tremendous flexibility and visualization to the Kanban board. You can define WIP limits for each Smart Lane and any WIP violation is highlighted visually. Read more to define Smart Lanes.
You can add Smart Lanes based on Card Type in the Board Designer. The board will display horizontal swim-lanes for each of the card type such as User Stories, Defects, etc., including any custom card types you have configured in your project. Read more on defining Smart Lanes based on card types.
You can define Smart Lanes based on card attributes such as Priority, Size, or CoS in the Board Designer. The board will display horizontal swim-lanes for each of the attribute value of the attribute. Read more..
You can define Smart Lanes based on team members in your project. The board will display horizontal swim-lanes for each of the team member. Read more..
Yes, you can. It is possible to disable the Smart Lane and just create lanes which have Team Member names as labels and not smart logic, in which you’ll be able to add any card in any lane and will be on individual interpretation of which card is in which lane. You can freely move the card across lanes, which does not reassign the card owner.
You can define Smart Lanes based on Custom Labels to manage work for different groups not attached to any card attribute. For example, you may want to create Smart Lanes for different customers, or departments in your project such as Marketing or Support. Read more on how to define Smart Lanes for ad-hoc groups.
You can move cards across lanes for Smart Lanes defined based on card attributes (CoS, Priority, Size), team members, and custom labels. Read more on card movement for configured Smart Lanes.
You can move a lane to the left or right of a lane by navigating to the Board Designer and clicking the Move Left or Move Right icon in the Configure Lane toolbar. If there are ‘live’ cards in that lane on the board, those will also move along with. Read more..
You can add a lane to the left or right of a lane by navigating to the Board Designer and clicking the Add to left or Add to right icon in the Configure Lane toolbar. Read more..
You cannot delete a lane having cards on the board. However, if the lane is divided into child lanes and the child lane has live cards on the board, you can delete the child lane. The cards will be moved to the previous child lane. Read more..
You can split a lane horizontally/vertically by navigating to the Board Designer and clicking the Horizontal Split/Vertical Split icon in the Configure Lane toolbar. Read more..
To define a WIP limit for a lane, navigate to the Board Designer, and click the Configure lane icon for the required lane. In the WIP limit, enter the required value. Read more..
You can add a new card by clicking the Add Card button on the toolbar. Select New card and enter the details. The card will be placed in the ‘Ready’ or whatever is the first lane in your queue.
If you have created a work item in the backlog and want to pull it on the board, click the Add Card icon, and then click the Search and add from Backlog option. To pull an archived card, click the Search and add from Archive option. Next, click the Add to Board icon for the item in the list. The item is placed as a ‘live’ card on the board.
To move a card, you simply click, drag the card, and release it in the appropriate lane. The lane where the card remains will represent the status of the card until you move it.
If a card is placed on the board and you want to discontinue work on it, you can move the card to the backlog. Click the Move to Backlog icon on the card and the card will disappear from the board but will remain in the backlog. You can pull it on the board whenever required.
You can add tasks i.e. To-Dos if you want to apportion work on a user story. Click the Tasks icon on the card, and then click the Add button. Enter details and update as the task progresses. The Applicable Queue indicates the lane at which the task is added and remains valid for that lane.
You can archive the card. Click the Archive icon on the card. The card disappears from the board. Later if you want to view the card details, you can search it from its List view.
You can archive a card from any lane on the board.
You can use the Board Filter to view cards based on priority such as Critical or Medium. Similarly, you can filter the board to view cards owned by specific resources, size, CoS, or card types such as Defect, or a user story.
You can view the log available for a card displaying the movements and other details such as Moved From-To, date, etc. The latest three movements are displayed on the card. You can also view all the movements happened to the card. See Card Anatomy for more details.
The Activity log button is available on the toolbar of the Kanban Board. Forever action on a card, the log displays, Card ID, Card Type (User Story, Defect, or Issue), Name of the Card, Card Action (Movement, Blocked, Unblocked, etc.), and other details of the action. See Work Using the Kanban Board page for more details.
You can expedite on a card by tagging it as ‘Expedite’ or setting up the priority as ‘Critical’. Click the ID on the card to change the ‘Class of Service’ to ‘Expedite’ or change the priority. It will be easier to identify the card to be taken up and you can get working on it.
How do I claim a card?
You can just double-click the card and select your name in the Owner list. You now become the current owner of the card and start working on it.
Why is that when I pull a card. Am I assigned as the owner?
This is because the board policy is set to automatically assign the card to one who pulls/moves it. If you unselect the Auto-Assign policy for your board (Kanban Board > Modify Process > Other Policies), it retains the original owner when the card is moved. The policy is based on the Kanban principle, i.e. work is pull based – a team member pulls work when he/she has the bandwidth to start doing it.
On the card, click the Comments icon and add comments up to 4000 characters at a time. To reply to a comment, click the same icon. You can also add/reply a comment or view/track a comment from the comments section in the Detail view of the card by clicking on the card Id.
You can attach files from the Detail view of the card. Click the card Id and in the Attachments section, click Add to browse the file, and then click Upload.
Why does the color of cards not change on the Kanban board and the legend when I change the color of the card type?
Ensure that you change the card type color in your project. Go to the Board Editor by clicking the Modify Process button on your project Kanban board. Click the Card Types icon on the toolbar. Double-click the color and select the new color for the card type.
Why is the revised card Description (as updated in the exported Excel sheet) not visible after the import?
The Description field in the Excel file which is exported from the SwiftKanban application has HTML tags in it. Updating the Description field might lead to deletion of few tags further leading to the loss of data.
As there are few limitations in handling the RTF(Rich Text Format), so we ignore the Description field during the import process.
For viewing the performance of your process or value stream, you can view the Cumulative Flow Diagram, Lead Time, and Cycle Time for a project. To view metrics to analyze the work efficiency i.e. what is the long-term trend for cards moving, waiting, or blocked, view the Work Time, Wait Time, and Blocked Time metrics. You can view Control Charts, Average Metrics, and Histograms. Read more on how to plot the charts for various metrics.
You can view variability of Cycle Time, Lead Time, Work Time, Wait time, and Blocked Time by navigating to the required metrics from the Metrics menu in your project and selecting Control Chart in the Filter options. Read more..
The Work Time, Wait Time, and Blocked Time can be tracked for a card at every stage, from Backlog to the last lane. Click Flip Card on the card and after the card flips, click View All.
You can navigate to Reports in your project, and view the Status by Team Member report. Define your criteria in the filter options to view for specific team members, card types, priority, period, etc. Read more..
You can navigate to Reports in your project, and view the Status by Card report. Define your criteria in the filter options to view for specific card types, priority, period, etc. Read more..
Only users with the Admin’ role can access the ‘People’ menu and can perform administrator-related tasks.
I had moved a card in the Done column then moved the same card to the In-progress column for some changes and then finally moved it back to the Done column. Will the completed card count be calculated as 2 in this case?
A card will be considered only once(as per its current position) irrespective of the number of times it has moved to the Done column in a selected date range.
So if the card has twice moved to the Done column, then the latest movement will be considered for the calculation.
The People menu on the top opens the List view. Click the Create button on the toolbar. Enter the details, select a role, enterprise, save the profile, and you are done. The user receives an invitation mail to access SwiftKanban.
Primary role is assigned to a user when a user is being created for accessing specific modules in the application and thereby performs related tasks.
The team member role is the member’s role within the project so that role-related tasks can be carried out such as, changing the team member’s role or inviting a team member, in case of a ‘Manager’ role.