Column Management - Workflow Stages

Overview

Columns are the backbone of your Kanban workflow in Corcava's project boards. They represent the different stages that tasks move through from initial creation to completion. Understanding how to effectively create, configure, and manage columns is essential for building workflows that match your team's actual processes and maximize productivity.

Columns provide structure, clarity, and automation triggers that keep your projects organized and moving forward efficiently.

Column Fundamentals

What are Columns?

Columns are vertical sections within project boards that represent specific stages in your workflow. Each column:

Contains Tasks - Holds related tasks in a specific workflow stage
Represents Status - Indicates where tasks are in your process
Enables Flow - Tasks move from left to right through your workflow
Triggers Actions - Column changes can trigger automations and notifications
Provides Organization - Clear visual separation of work stages

Column Types & States

Corcava provides three distinct column types to support different workflow needs:

Standard Columns:

Regular workflow stages without special behavior
Tasks can be created, edited, and moved freely
No automatic status changes or special triggers
Most flexible type for general workflow stages

"To Do" Columns:

Designated starting point for new tasks
Only one "To Do" column allowed per board
Automatically suggested when creating new tasks
Helps establish consistent task entry point

"Done" Columns:

Designated completion stage for finished tasks
Only one "Done" column allowed per board
Triggers completion automations and notifications
Marks tasks as completed for reporting purposes

Key Benefits

✅ Workflow Clarity - Clear visual representation of work stages
✅ Process Standardization - Consistent workflow across team and projects
✅ Progress Tracking - Easy identification of bottlenecks and completion rates
✅ Automation Triggers - Column movements activate automated workflows
✅ Team Coordination - Shared understanding of task status and next steps
✅ Flexible Organization - Adaptable to any team process or methodology

Creating and Setting Up Columns

Column Creation Process

Adding New Columns:

Access Column Creation - Click "Add Column" button on the board
Enter Column Details:
- Column Name (required) - Clear, descriptive stage name
- Name should reflect the actual work being done in this stage
Configure Column Type:
- Choose between Standard, "To Do", or "Done" type
- Set appropriate column behavior and triggers
Save and Position - Column is created and positioned at the end of the workflow

Column Positioning:

New columns are automatically added to the right end of the board
Use drag & drop to reorder columns to match your workflow sequence
Column order should reflect the logical progression of work

Column Configuration Options

Basic Settings:

Column Name - Descriptive title for the workflow stage
Team Assignment - Automatically assigned to current team
Board Association - Linked to the specific project board

Column States:

Standard Column - Regular workflow stage with no special behavior
"To Do" Status - Mark as the designated starting column (only one per board)
"Done" Status - Mark as the completion column (only one per board)

Automatic Ordering:

Columns are assigned sequential order numbers
Order determines visual position on the board
Drag & drop updates order automatically

Best Practices for Column Setup

✅ Match Your Process - Create columns that reflect your actual workflow
✅ Keep It Simple - Start with 3-5 columns, add more as needed
✅ Clear Naming - Use names that everyone on the team understands
✅ Logical Flow - Arrange columns in the sequence work actually moves
✅ Define "Done" - Clearly establish what constitutes completion
✅ Regular Review - Adjust columns as your process evolves

Column Types and Behaviors

Standard Columns

Purpose: Standard columns represent regular workflow stages without special system behavior. They provide maximum flexibility for organizing work according to your specific process needs.

Characteristics:

No Special Triggers - Moving tasks in/out doesn't trigger automatic actions
Flexible Usage - Can represent any stage in your workflow
Unlimited Quantity - Create as many standard columns as needed
Custom Organization - Name and arrange according to your process

Common Standard Column Examples:

In Progress - Active work being performed
Review - Work pending review or approval
Testing - Items being tested or validated
Client Feedback - Waiting for client input or approval
Blocked - Tasks waiting for external dependencies

"To Do" Columns

Purpose: The "To Do" column serves as the designated entry point for new tasks, providing a consistent starting location for all work items.

Special Behaviors:

Single Column Limit - Only one "To Do" column allowed per board
Default Task Location - New tasks automatically suggested for this column
Entry Point Clarity - Team members know where new work begins
Workflow Consistency - Standardizes task creation process

Setting Up "To Do" Column:

Choose Appropriate Column - Select the column that represents work ready to start
Enable "To Do" Status - Check the "Set as todo" option in column settings
System Enforcement - Other columns automatically lose "To Do" status
Team Communication - Inform team of designated starting column

"To Do" Column Best Practices: ✅ Clear Criteria - Define what makes a task ready for the "To Do" column
✅ Regular Grooming - Keep "To Do" column organized and prioritized
✅ Size Management - Avoid overwhelming "To Do" column with too many tasks
✅ Priority Indication - Use labels or ordering to show task priority

"Done" Columns

Purpose: The "Done" column represents completed work and triggers important system behaviors related to task completion and reporting.

Special Behaviors:

Single Column Limit - Only one "Done" column allowed per board
Completion Triggers - Moving tasks here triggers completion automations
Reporting Integration - Tasks in "Done" column count as completed in reports
Notification System - Team and client notifications sent when tasks reach "Done"
Archive Preparation - Tasks in "Done" column are candidates for archiving

Completion Automations Triggered:

Team Notifications - Slack/Telegram messages about completed work
Time Tracking - Automatic stopping of time tracking for the task
Client Updates - Progress reports showing completed deliverables
Milestone Tracking - Project completion percentage updates
Invoice Preparation - Completed work becomes billable

Setting Up "Done" Column:

Identify Completion Stage - Choose column that represents truly finished work
Enable "Done" Status - Check the "Set as done" option in column settings
Configure Automations - Set up completion notifications and triggers
Team Alignment - Ensure team agrees on completion criteria

"Done" Column Best Practices: ✅ Clear Definition - Establish specific criteria for "done" status
✅ Quality Standards - Ensure work meets quality requirements before marking done
✅ Client Alignment - "Done" should match client expectations of completion
✅ Regular Review - Periodically review and archive completed tasks

Column Management Operations

Editing Column Settings

Renaming Columns:

Access Column Menu - Click the three-dot menu in column header
Select "Rename" - Choose rename option from dropdown menu
Edit Column Name - Click on column title to enable editing
Save Changes - Press Enter or click outside to save new name

Changing Column Status:

Open Column Menu - Click three-dot menu in column header
Toggle Status Options:
- Check "Set as todo" to make this the "To Do" column
- Check "Set as done" to make this the "Done" column
- Uncheck both for standard column behavior
Automatic Updates - System ensures only one "To Do" and one "Done" column exist

Column Ordering and Organization

Reordering Columns:

Drag & Drop Interface - Click and drag column headers to reorder
Visual Feedback - Ghost elements show where column will be placed
Automatic Saving - New order saved immediately upon drop
Workflow Logic - Arrange columns to match actual work progression

Column Organization Best Practices: ✅ Left to Right Flow - Arrange columns in work progression order
✅ Logical Sequence - Each column should naturally follow the previous
✅ Team Input - Involve team in determining optimal column order
✅ Iterative Improvement - Adjust order based on actual usage patterns

Archive and Restoration

Archiving Columns:

Access Column Menu - Click three-dot menu in column header
Select "Archive" - Choose archive option from dropdown
Task Handling - System handles tasks within the archived column
Data Preservation - All column data and history preserved

What Happens When Archiving:

✅ Column removed from active board view
✅ All tasks within column preserved
✅ Column history and settings maintained
✅ Can be restored with all data intact

Restoring Archived Columns:

Access Archive View - Navigate to board archive section
Find Archived Column - Locate column in archive list
Select "Restore" - Click restore option for the column
Immediate Availability - Column returns to active board with all data

Task Management Within Columns

Task Organization

Task Ordering Within Columns:

Manual Ordering - Drag and drop tasks to prioritize within columns
Automatic Numbering - System assigns order numbers to maintain sequence
Visual Priority - Higher priority tasks typically placed at top of column
Flexible Arrangement - Reorder tasks as priorities and circumstances change

Task Movement Between Columns:

Drag & Drop Interface - Move tasks between columns by dragging
Status Updates - Task status automatically updates based on column
Activity Tracking - All task movements logged in activity history
Automation Triggers - Column changes can trigger automated workflows

Column Capacity and Performance

Managing Column Load:

Visual Indicators - Column headers show task count
Performance Optimization - Large numbers of tasks may slow board loading
Regular Maintenance - Archive or complete tasks to maintain performance
Balanced Distribution - Avoid concentrating too many tasks in single columns

Best Practices for Task Management: ✅ Regular Movement - Keep tasks flowing through the workflow
✅ Clear Criteria - Establish when tasks should move to next column
✅ Team Communication - Discuss blockers and dependencies
✅ Priority Management - Keep high-priority tasks visible and accessible

Column Automation and Integration

Automation Triggers

Column-Based Automations: Column movements serve as powerful triggers for automated workflows and notifications.

Available Automation Types:

Task Movement Automations:

Status Updates - Automatically update task status based on column
User Assignments - Auto-assign tasks when moved to specific columns
Time Tracking - Start/stop time tracking based on column placement
Due Date Updates - Adjust deadlines based on workflow stage

Notification Automations:

Team Alerts - Notify team members of important task movements
Client Updates - Send progress updates when tasks reach milestones
Manager Reports - Automated summaries of work completion
Slack/Telegram Integration - Real-time notifications to team channels

Integration with External Tools

Slack Integration:

Column Movement Notifications - Alerts when tasks move to important columns
Daily Progress Reports - Summaries of column activity
Team Coordination - Updates help team stay synchronized
Custom Channel Routing - Different notifications to appropriate channels

Telegram Integration:

Bot Commands - Manage tasks and columns directly from Telegram
Instant Notifications - Immediate updates on column changes
Team Communication - Project updates in team chats
Personal Alerts - Individual notifications for relevant changes

Webhook Support:

Custom Integrations - Connect column changes to external systems
API Triggers - Automated actions in third-party tools
Data Synchronization - Keep external systems updated with column status

Common Column Patterns and Templates

Development Workflow

Software Development Board:

Backlog - Future features and improvements (To Do)
In Progress - Active development work
Code Review - Completed code pending review
Testing - Features being tested and validated
Staging - Features deployed to staging environment
Done - Completed and deployed features (Done)

Marketing Campaign

Campaign Management Board:

Ideas - Campaign concepts and brainstorming (To Do)
Planning - Campaign strategy and preparation
Content Creation - Writing, design, and asset development
Review & Approval - Client or stakeholder approval
Scheduled - Content ready for publication
Live - Active campaigns and content
Analysis - Performance review and optimization (Done)

Client Services

Service Delivery Board:

Requests - New client requests and requirements (To Do)
Discovery - Requirements gathering and planning
In Progress - Active work and development
Client Review - Feedback and revision cycles
Final Approval - Client sign-off process
Delivered - Completed deliverables (Done)

Support and Maintenance

Issue Resolution Board:

Reported - New issues and bug reports (To Do)
Triaged - Issues assessed and prioritized
In Progress - Active troubleshooting and fixing
Testing - Fixes being tested and validated
Client Verification - Client testing and approval
Resolved - Issues completely resolved (Done)

Advanced Column Features

Column Analytics and Reporting

Performance Metrics:

Task Flow Rates - How quickly tasks move through columns
Bottleneck Identification - Columns where tasks get stuck
Completion Rates - Percentage of tasks reaching "Done" column
Time in Stage - Average time tasks spend in each column

Reporting Integration:

Progress Reports - Column-based project status updates
Client Reports - Visual progress through workflow stages
Team Performance - Individual and team productivity metrics
Historical Analysis - Trends and patterns over time

Multi-Board Column Consistency

Standardization Across Boards:

Consistent Naming - Use similar column names across related boards
Process Alignment - Maintain similar workflow patterns
Team Training - Ensure team understands column purposes across boards
Documentation - Maintain clear definitions of column purposes

Cross-Board Dependencies:

Linked Workflows - Tasks that depend on completion in other boards
Coordinated Releases - Synchronizing completion across multiple boards
Resource Sharing - Team members working across multiple board columns
Unified Reporting - Progress tracking across all project boards

Troubleshooting Column Issues

Common Problems and Solutions

Column Ordering Issues:

Problem: Columns not in logical workflow order
Solution: Use drag & drop to reorder columns to match actual workflow

"To Do" or "Done" Column Problems:

Problem: Multiple columns marked as "To Do" or "Done"
Solution: System automatically ensures only one of each; check column settings

Task Movement Issues:

Problem: Tasks not moving between columns properly
Solution: Check browser compatibility, refresh page, verify permissions

Performance Issues:

Problem: Board loading slowly with many tasks in columns
Solution: Archive completed tasks, reduce active task count per column

Cannot Modify Columns:

Verify Role Permissions - Ensure user has appropriate board modification rights
Check Project Assignment - Confirm user is assigned to the project
Team Membership - Verify active team membership status

Automation Not Working:

Review Automation Settings - Check automation configuration
Verify Integration Connections - Ensure Slack/Telegram connections active
Check Column Status - Confirm columns properly marked as "To Do" or "Done"

Getting Started with Column Setup

Quick Start Guide

Step 1: Plan Your Workflow

Map out your actual work process
Identify key stages where work changes hands or status
Determine logical starting and ending points
Consider where bottlenecks typically occur

Step 2: Create Basic Columns

Start with 3-5 essential columns
Create "To Do" column for work entry
Add 2-3 work-in-progress columns
Create "Done" column for completion

Step 3: Configure Column Types

Mark appropriate column as "To Do"
Mark completion column as "Done"
Leave middle columns as standard type
Test task movement between columns

Step 4: Refine and Optimize

Use the board for actual work
Identify areas where additional columns needed
Remove or combine columns that aren't useful
Adjust column order based on actual workflow

Column Setup Best Practices

✅ Start Simple - Begin with basic workflow, add complexity gradually
✅ Team Involvement - Include team in column design decisions
✅ Real-World Testing - Use columns for actual work to validate design
✅ Regular Review - Periodically assess and improve column structure
✅ Documentation - Maintain clear definitions of what each column represents
✅ Training - Ensure all team members understand column purposes and workflow

Next Steps

Now that you understand column management, you're ready to explore:

Task Management - Learn advanced task creation, organization, and collaboration
Team Collaboration - Master team coordination within workflows
Automation Setup - Configure intelligent workflows and notifications
Reporting and Analytics - Track progress and performance across columns

Remember: Well-designed columns are the foundation of efficient workflows. Take time to create column structures that truly reflect how your team works, and don't be afraid to adjust them as your processes evolve and improve.