The FAQs page handles the 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.
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?
- Is there a way to change a login id for the account owner?
- 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 increase our license to add more users?
- What browsers do you support?
- Can I see SwiftKanban application in other languages?
- If I use OAuth for login, do I need to do anything different to generate an authentication token?
- How can I assign a team member to my Board?
- How to change a team member’s role?
- How to unassign a team member from the Board?
- 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 workitem (user story/defect/issue)?
- Can I import or export items from SwiftKanban?
- When I export my Board, why is it that the Excel file does not contain cards created in my project?
- How do I view the Kanban Board?
- 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?
- Same like the Column level WIP limit violation, can I apply mandatory comment for User-level WIP limit violation?
- How can I delete a Board?
- I am not able to get Smart Lane feature to work. The add/disable smart lane option and select attributes options for the Smart Lane are all grayed out.
- How can I duplicate a board configuration?
- Can I download the PDF version of the Kanban Board?
- 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?
- Can I open the Linked Cards section from a copied card URL?
- I am not able to modify the ToDo fields in a cloned card?
- Can I create a link between the same card type?
- How can I delete a Card Type?
- Is it possible to see the information of a card without opening it?
- What are the different ways I can set the relationship between parent and child cards?
- I don’t want to show Class of Service on the card details. I have disabled it from the Board Editor, but still, the field is appearing on the card?
- Can I apply business rules to cards?
- How do I create a Parent-Child hierarchy of cards?
- Can I link existing cards into a parent-child relationship?
- Can there be multiple parents for a child card??
- What are the “Other Links” on the “Linked Cards” page?
- Can I set up a card hierarchy across multiple swimlanes and Boards?
- How do I see (visualize) a multi-lane/multi-board card hierarchy?
- What are the various type of links between cards supported by SwiftKanban??
- How do I create dependencies between cards in SwiftKanban?
- How do I create traceability links between cards?
- Is there a way to provide a status report for all cards in a hierarchy?
- 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?
- Why do I see NA as End Date for some cards in Status By Card report?
- 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?
- How do I create users in an enterprise?
- How is the primary role different from a team member role?
- Who is the Integration User?
ESP & Risk Module
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.
Is there a way to change a login id for the account owner?
There is no way to change the Login ID of an account owner.
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 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.
How can I increase our license to add more users?
For adding more Users, you need to buy more licenses. Below links will help you do so. Find The Plan That’s Right For You: https://www.digite.com/swiftkanban/pricing/
SwiftKanban works best with Internet Explorer 11+, Firefox 3.6+, and Chrome 11.x+ browser versions.
Note: You may have certain issues like application slowness or unresponsiveness with Internet Explorer(IE) 11+. The reason might be the memory leaks in IE. This happens when memory usage in IE goes up due to memory consuming operations. When you continue performing such operations for some time (without browser refresh), browser memory usage shoots up as IE GC(Garbage Collector) doesn’t free the memory.
We have tested and found that everything works fine once we refresh the IE browser. The IE engine frees up the memory on browser refresh and then the application returns to normal behavior post which there is no more performance problem. Please find the below link about browser refresh solution, which has been observed by others as well: https://medium.com/@garthw/how-to-work-around-ie-memory-leaks-in-spas-b2f6bc7c9ae9
Can I see SwiftKanban application in other languages?
Currently, we support English only.
If I use OAuth for login, do I need to do anything different to generate an authentication token?
If your Swiftkanban SaaS server is configured with Gmail and Facebook OAuth, you don’t need to perform any further configuration, You just need to enter your Gmail or Facebook credentials to log in to Swiftkanban. If you are using some private OAuth system, like G-suit, Please get in touch with us at firstname.lastname@example.org to further explore what kind of Oauth you are looking for.
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.
Read this Help page to know more about how to invite a team member and assign a role. .
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.
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.
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.
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.
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.
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.
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.
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.
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.
No, you can’t apply any mandatory comment entry for WIP limit violation at the User level, but once the WIP limit is violated, the user’s profile picture is encircled with red ink on the card.
How can I delete a Kanban Board?
To delete a Board, you should have the Manager or Admin role at the organization level. From the My Board list, select a Board and click the Delete icon from the left-side menu. Note that You can only delete a single board at a time.
When you create Smart Lane, you get two options to either define Smart Lane based on card attributes or on custom labels. If you select custom labels (using radio button) you are essentially creating smart lane based on your own custom label, in which case you cannot reset it to use the other card attribute-based option.
How can I duplicate a board configuration?
You can duplicate a board without its contents by saving the board as a template and then using this template to create a new board. To know more about it, see this Help page.
Currently, we support the Board export to Microsoft Excel sheet only. There is no other format to which you can download the Kanban Board.
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 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.
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 AutoAssign 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.
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.
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.
Can I open the Linked Cards section directly from a copied card URL?
Currently, when you copy a card URL and later open the same card by pasting the URL in a browser, it initially blinks the card on the Kanban Board for few seconds and then displays the Card Edit view. You need to close that edit view, and then click the Link Card icon on the card to open the Linked Cards section.
Can I create a link between the same card type?
Yes, you can create a link between the same card type. You need to go to Admin > Settings > Card Type Links, and then select the Card Type.
If you want to disable or remove a card type from a particular Board, then go to the Board Editor, Card Types, and then uncheck the selection for the card type to be removed. Note that you can only remove or disable a card type if no card belonging to that card type exists on the Board.
To disable a card type from the Admin, go to Admin menu, then Settings, and uncheck the selection of the card type to be removed. To remove it permanently, select it again and click the Delete icon from the side menu bar. One thing to note that the card type cannot be disabled if any card of that card type exists in any of the Kanban Boards.
Depending on the Zoom level of you Kanban Board you can view certain information of card without opening it. To know more about what card information is displayed at various Zoom levels, see this Help page on Zoom.
What are the different ways of setting the relationship between parent and child cards?
There are various ways you can set the relationship between a parent and child card. You can define the card hierarchy using the Excel-based template, or simply by quick link feature. See this page to know various ways of building the relationship between parent and child cards.
Disabling any custom field like Class of Service, Priority, Size or others via the Card Designer will only hide them from the card pop-up view on the Kanban board. They will still be visible in the card edit view. To disable any field from the card edit view, you must first have the Admin access in your account. Next, you need to navigate to Admin > Settings page, double-click the card type for which you want to disable the field, go to the Fields tab, select the field which you want to disable, double-click the cell on the Disable column and select the “Yes” value from the drop-down.
Note: Some of the factory-shipped card fields like Id, Title, Description, and others can never be disabled. Moreover, if any field for a card type is disabled at the Admin level, it will also be disabled at the Board level.
Can I apply business rules to SwiftKanban cards?
We provide different capabilities for specific use cases. These are mostly managed as Admin Policies at Organization level or Board Policies at the individual Board level. If there is a use case that you would like to add, please let us know. We can get back on how that be configured or if it does not exist, are we in a position to add that as an enhancement to the product.
How do I create a Parent-Child hierarchy of cards?
You can create the parent-child hierarchy of cards using any of these options:
- Linked Cards feature
- Excel-based template
- Bulk Edit
- Quick Link
- Portfolio feature
- Web Service: SOAP, REST API
Note 1: Before defining parent-child relation between two cards, you need to first define the hierarchy between the card types. To know more about it, read this Help page.
Note 2: Most of the above features like Portfolio, Web Service and so on require Enterprise License. Please make sure you have the Enterprise license if you wish to use these features. For more information on the pricing, please refer to this page. To avail the Enterprise License, please contact us at email@example.com.
Yes, you can link existing cards into a parent-child relationship. Read here to more about how to create such a relationship.
Note: Before defining parent-child relation between existing cards, you need to first define the hierarchy between the card types. To know more about it, read this Help page.
Yes, we have a licensed feature that lets you link a child card to many parent cards and build such multi parent-child card hierarchy. To know more about the multi-parent feature, read this Help page.
Note: The Multi-parent feature is only available with SwiftKanban Enterprise License. If you are a SwiftKanban Team or Group License subscriber and would like to use the Multi-parent feature, you will need to upgrade to the SwiftKanban Enterprise License. To enquire about licenses, get in touch with firstname.lastname@example.org.
Using the “Other Links”, you can set a relationship between two cards which may not necessarily be a parent-child relationship, but a simple relation to trace how one card is functionally related to another card. For example, after you set a relationship between a user story to a defect, you can later trace the origin of a story and understand the defect which led to the development of that user story. Read more about it here.
Note: Before defining the Other Links relation between existing cards, you need to first define the relationship between the card types. To know more about it, read this Help page.
Yes, you can set up a card hierarchy across multiple swimlanes and even across Boards, provided you have the Admin, Manager or Team Member access to those Boards. Read this Help page to know how to set up hierarchy across Boards.
How do I see (visualize) a multi-lane/ multi-board card hierarchy?
The Linked Cards tab displays how a card is placed in the overall card hierarchy that may have its parent card and child cards connected to it in the hierarchy chain. To know more about it, see this Help page.
How do I create dependencies between cards in SwiftKanban?
We have a great feature, called the Dependency Board that lets you create, visualize and manage the dependency between cards. So, when you have cards in the same Board or spread across multiple of them, that are dependent on each other and need to be executed in a synchronized manner to achieve the business objectives, the Dependency Board helps you achieve that. To know more about it, see this Help page.
How do I create traceability links between cards?
You can use the Other Links feature to create a traceability link between cards that may be functionally or business-wise related to each other.
Is there a way to provide a status report for all cards in a hierarchy?
We have a report, called the Hierarchy Status Report that shows all the cards on a Board that are linked as a parent or child with any other cards of the same board or across any other boards. Read more about it here.
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.
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.
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.
Only users with the Admin’ role can access the ‘People’ menu and can perform administrator-related tasks.
Why do I see NA as End Date for many cards in the Staus By Card report?
When you select Date option, those cards which fall between the Start and End date and Start and End column set by you are shown in this report. So, the End Date for some cards will be shown NA which are archived anywhere between the Start and End column.
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.
Who is the Integration User?
Integration User is one of the primary roles in Swiftkanban who can perform integration related activities for a particular account and board. Any integration related activity needs to be performed through integration user for better tracking.
You are assigned one integration user license by default and can have any number of integration users for your SwiftKanban account depending on the assigned license. The password for the integration user is sent to the Account Admin. Moreover, any existing user can be modified to the integration user, but once done, can never be changed back to any other user role.
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.
Is there a REST API for SwiftKanban or just the SOAP interface?
We support both the SOAP interface and REST API. To know more about them, see this page.
Can I delete a Risk Dimension once it is added?
You cannot delete a Dimension once it is added in the Masterlist or in the Risk Dimension Available pane. But if you don’t want to use any Dimension listed in the Selected Risk Dimension/Values pane, drag it back to the Risk Dimension Available pane.
Do you have any integration with Gitlab?
Currently, we do not support the integration with GitLab.