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:

1. Access Column Creation - Click "Add Column" button on the board
2. Enter Column Details:
   • Column Name (required) - Clear, descriptive stage name
   • Name should reflect the actual work being done in this stage
3. Configure Column Type:
   • Choose between Standard, "To Do", or "Done" type
   • Set appropriate column behavior and triggers
4. 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:

1. Choose Appropriate Column - Select the column that represents work ready to start
2. Enable "To Do" Status - Check the "Set as todo" option in column settings
3. System Enforcement - Other columns automatically lose "To Do" status
4. 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:

1. Identify Completion Stage - Choose column that represents truly finished work
2. Enable "Done" Status - Check the "Set as done" option in column settings
3. Configure Automations - Set up completion notifications and triggers
4. 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:

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

Changing Column Status:

1. Open Column Menu - Click three-dot menu in column header
2. 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
3. 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:

1. Access Column Menu - Click three-dot menu in column header
2. Select "Archive" - Choose archive option from dropdown
3. Task Handling - System handles tasks within the archived column
4. 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:

1. Access Archive View - Navigate to board archive section
2. Find Archived Column - Locate column in archive list
3. Select "Restore" - Click restore option for the column
4. 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

Permission-Related Issues

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

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

Step 2: Create Basic Columns

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

Step 3: Configure Column Types

1. Mark appropriate column as "To Do"
2. Mark completion column as "Done"
3. Leave middle columns as standard type
4. Test task movement between columns

Step 4: Refine and Optimize

1. Use the board for actual work
2. Identify areas where additional columns needed
3. Remove or combine columns that aren't useful
4. 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.