Kanban Views

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Kanban views are one of the Spreadsheet.com view types, allowing you to layout your data, like spreading out stacks of notecards. Based on your worksheet's primary view, Kanban views provide an alternative to managing your data in the traditional spreadsheet grid.

Kanban views show cards corresponding to every row in the table region of your worksheet. Only rows below your worksheet's designated table header row are considered to be part of the table region.

The title of each row card is the value of the primary column cell value in that row.

Transforming your sheet view from ...to visual cards
mceclip0.png mceclip1.png

Kanban views are a great way to see data differently, letting you sort, filter, and move cards and stacks. For instance, in our example Mars Project, we use Kanban views to sort by task Status, Owner, and  Mission Critical Designation.

Topics in this Article

Stacked By

When you create a new Kanban view, the first thing Spreadsheet.com asks you to do is to choose a column to stack cards by. If you think of Kanban views as stacks of notecards, "Stacked By" is the way to determine which card goes in which stack. Only Select, Icon set, and User columns (with the "Allow multiple users" option disabled) can be used for stacking.

By default, the Stacked By selector shows all the columns that can be used for stacking. Or you can create a new Select, Icon set, or User column to stack by.


Note: if you want to arrange data by something other than a Select, Icon set, or User data type, try applying a sort to a sheet view.

Configuring Cards

Behind the Configure cards button mceclip0.png are multiple ways to customize your Kanban view—use attachments in your rows as card headers, toggle the column labels on and off, choose and rearrange the information to show in each card, and more.


Header Images

Kanban views are especially useful for showcasing attachments. Header images feature the first attachment in an attachment cell at the top of the card. To turn on header images for your Kanban view, open the Configure cards panelmceclip0.png, navigate to the top drown-down and select an Attachment column to use for the header image. 

Column Labels

Cards can either show the name of each column or just that card's data. In our configure cards animation (above), checking and unchecking the column label box adds the column names "RYG", "Owner" and more to our cards.

Search, Hide, Show, and Rearrange Columns

Just like the hide column selector for sheets, Kanban views allow you to show some or all columns from your primary view. Your cards can be filled with all of the relevant information or show just the key facts.

To customize what data is shown in each card, click on the Configure cards button mceclip0.png, and check off the columns you want to show. Only columns with non-empty values will be shown. You can also search for columns by name, show all columns, hide all columns, or rearrange the order that information is displayed in each card by rearranging the columns here. Rearranging columns in a Kanban view does not change the order of the columns in your primary view. 

In our example above, we show all columns, uncheck the "End date" and "Start date columns, and search for the "Owner" column by typing "owner" in the search box. Next, we reorder the columns by moving the "Priority" and then the "Owner" columns via the column drag handle mceclip1.png.


The "Levels" feature mceclip1.png lets you configure what rows are shown in your Kanban view, specifically when rows in the primary view rows are arranged into parent and child hierarchies.

For instance, in our Mars Project, some tasks are children of others. In the example below "Solicit Design Ideas" is a sub-task of "Define Rocket Requirements" which is a sub-task under "Prototyping".


In our Kanban view, if we show all levels then we'll see all three tasks (Prototyping, Define Rocket Requirements, and Solicit Design Ideas)


But if we show only level 3 rows, then we'll only see "Solicit Design Ideas" and other level-three tasks.


Filters and Sorts

Filters mceclip6.png and Sorts mceclip7.png operate similarly for Kanban as they do for sheet views, and more detailed information can be found in the articles on both topics. 

Filters allow you to refine the cards shown, for instance to cards with a certain owner, where a date is after today, or that are a high priority. In the example below, we filter all our tasks down just to ones that are flagged as a priority.


Similarly, sorts allow you to rearrange the cards in a stack into a new order. 


Rename, Copy, and Delete

Just like sheet views, Kanban views can be renamed, copied, and deleted. For instance, we might wish to copy our "Tasks by Status" view to create a new view that stacks by Priority, we rename it accordingly, but then decide to delete it.


Minimizing Stacks

Stacks can be minimized by clicking on the minimize button mceclip8.png in the top right corner of each stack. Minimized stacks are still there and can be expanded back by clicking on the stack name.

Create a New Row

You can add a new row (effectively a new "card") to each stack by selecting "+ New row" mceclip4.png at the bottom of the stack you want to add to. The row details dialog will appear, letting you add data for that new card. When a new row is added in a Kanban view, the row is inserted after the last non-empty row in the primary view

Similarly, you can change the data in a card by clicking on it and editing the fields in the row details dialog.

Dragging and Dropping Stacks

If your Kanban is stacked by a Select column, stacks can be reordered simply by dragging and dropping them. However, this will change the order of select options in the "stacked by" column. It will also change how rows are ordered in other views that use that column in a sort. To prevent any mistakes, a pop-up will appear asking you to confirm or cancel your move.

Note: Stacks cannot be reordered if the Kanban view is stacked by a User or Icon set column.


Uncategorized Rows

On the far left of all Kanban views is a minimized stack of rows that are uncategorized by the "stacked by" column. This can be a useful way to see rows that are missing data—like tasks missing a status, owner, user, or another select data type.

Looking for other ways to customize your view? Check out all of Spreadsheet.com's view types, and articles on adding filters and sorts. Or see Kanban views in action by looking at our Workbook templates.