Project Boards - Kanban System

Overview

Project Boards are Corcava's powerful Kanban-style visual project management system. Each board provides a flexible workspace where your team can organize tasks, track progress, and collaborate effectively. Multiple boards can exist within a single project, allowing you to organize different workflows, phases, or aspects of your work.

Think of boards as digital whiteboards with sticky notes that your entire team can access, update, and collaborate on in real-time.

Board Fundamentals

What is a Project Board?

A Project Board is a visual workspace that uses the Kanban methodology to organize work into columns representing different stages of your workflow. Each board contains:

• Columns - Represent stages in your workflow (To Do, In Progress, Done, etc.)
• Tasks - Individual work items that move through your workflow
• Labels - Color-coded tags for categorizing and organizing tasks
• Automation - Intelligent workflows that trigger actions based on task movements
• Team Collaboration - Real-time updates and activity tracking

Key Benefits

✅ Visual Organization - See all work at a glance with intuitive Kanban layout
✅ Flexible Workflows - Customize columns to match your team's process
✅ Real-time Collaboration - Multiple team members working simultaneously
✅ Progress Tracking - Clear visibility into project status and bottlenecks
✅ Automation Integration - Reduce manual work with smart automations
✅ Client Transparency - Optional client portal access for project visibility

Multiple Boards Per Project

Projects can contain multiple boards to support complex workflows:

Common Board Patterns:

• Main Workflow - Primary development or delivery process
• Bug Tracking - Separate board for issue resolution
• Planning Board - Backlog and feature planning
• Client Feedback - Dedicated space for client review and approval
• Marketing Activities - Campaign tasks and deliverables
• Administrative Tasks - Internal project management activities

Creating and Setting Up Boards

Board Creation Process

Step 1: Navigate to Board Creation

1. Go to Project Boards section
2. Click "Create Board" button
3. Or create directly from within a project

Step 2: Configure Board Details

• Board Title (required) - Clear, descriptive name for the board
• Project Association - Link to existing project (can be changed later)
• Description (optional) - Detailed overview of board purpose

Step 3: Initial Setup

• Board owner is automatically set to creator
• Team assignment inherits from associated project
• Basic permissions configured based on user roles
• Board is immediately available for column and task creation

Board Properties

Required Information:

• Title - Descriptive board name (up to 255 characters)
• Project Link - Association with existing project
• Team Assignment - Automatically assigned to your team

Automatic Configuration:

• Owner - User who created the board
• Permissions - Based on project and user roles
• Labels - Empty label set ready for customization
• Columns - Ready for workflow setup

Best Practices for Board Setup

✅ Clear Naming - Use descriptive titles that indicate board purpose
✅ Logical Organization - Group related work on the same board
✅ Workflow Alignment - Match board structure to your team's actual process
✅ Team Coordination - Discuss board structure with team before creation
✅ Client Consideration - Plan for client portal access if needed

Board Management & Operations

Active Board Management

Viewing Boards:

• Board List - Overview of all accessible boards
• Search Functionality - Find boards by name or project
• Filtering Options - Filter by project, owner, or status
• Quick Access - Recent boards and favorites

Board Navigation:

• Board View - Full Kanban interface with all columns and tasks
• Archive View - Access to completed and archived tasks
• Settings Panel - Board configuration and management options
• Activity Feed - Complete history of board changes

Editing Board Settings

Basic Information:

1. Access Board Settings - Click board menu or settings icon
2. Update Details:
   • Change board title and description
   • Modify project association if needed
   • Update board-specific settings
3. Save Changes - Apply modifications immediately

Advanced Configuration:

• Permission Settings - Control who can access and modify the board
• Automation Rules - Set up automated workflows and notifications
• Integration Settings - Connect with Slack, Telegram, or other tools
• Archive Policies - Define when and how tasks are archived

Board Permissions & Access

Role-Based Access:

Superadmin & Organization Manager:

• ✅ Full access to all team boards
• ✅ Can create, edit, delete any board
• ✅ Can modify board settings and permissions
• ✅ Access to all board data and reports

Sales Manager:

• ✅ Can create boards for their projects
• ✅ Can manage boards they own
• ✅ Can assign team members to their boards
• ✅ Limited to boards they own or are assigned to

Project Viewer (Client):

• ✅ View-only access to assigned boards
• ✅ Can see task progress and completion status
• ✅ Can view comments and file attachments
• ❌ Cannot create or modify tasks
• ❌ Cannot change board structure

Team Members:

• ✅ Can work on assigned boards
• ✅ Can create and modify tasks within boards
• ✅ Can collaborate and add comments
• ✅ Can track time and update task status

Board Interface & Navigation

Main Board View

Header Section:

• Board Title - Clear identification of current board
• Action Buttons:
  • Archive - Access completed and archived tasks
  • Automations - Configure automated workflows
  • Link Bot - Connect Telegram or Slack bots
  • Filters - Show/hide tasks based on criteria

Main Workspace:

• Column Layout - Horizontal scrolling Kanban columns
• Drag & Drop Interface - Move tasks between columns
• Real-time Updates - See changes from other team members instantly
• Visual Indicators - Progress, assignments, and status at a glance

Drag & Drop Functionality

Task Movement:

• Between Columns - Drag tasks to different workflow stages
• Within Columns - Reorder tasks by priority or preference
• Visual Feedback - Ghost elements show where tasks will be placed
• Automatic Saving - Changes saved immediately upon drop

Column Management:

• Reorder Columns - Drag columns to match your workflow sequence
• Column Settings - Configure column behavior and properties
• Add/Remove Columns - Modify workflow as processes evolve

Responsive Design

Desktop Experience:

• Full Kanban Layout - Multiple columns visible simultaneously
• Keyboard Shortcuts - Quick navigation and task creation
• Multi-window Support - Open multiple boards in different tabs

Mobile & Tablet:

• Touch-Optimized - Swipe and tap interactions
• Responsive Columns - Horizontal scrolling on smaller screens
• Quick Actions - Essential functions easily accessible

Board Labels & Organization

Label System

What are Labels? Labels are color-coded tags that help categorize and organize tasks within boards. They provide visual organization and enable quick filtering and identification of related work.

Label Properties:

• Title - Descriptive name for the label
• Color - Visual identifier (multiple color options)
• Board-Specific - Each board has its own set of labels
• Multiple Assignment - Tasks can have multiple labels

Creating and Managing Labels

Creating New Labels:

1. Access Label Management - Open board settings or label panel
2. Add New Label:
   • Enter descriptive title
   • Choose color from available palette
   • Save to make available for tasks
3. Apply to Tasks - Assign labels to relevant tasks

Label Organization:

• Consistent Naming - Use clear, standardized label names
• Color Coding - Develop consistent color meanings across boards
• Regular Review - Periodically clean up unused or redundant labels

Common Label Patterns

By Priority:

• 🔴 High Priority - Critical tasks requiring immediate attention
• 🟡 Medium Priority - Important tasks with moderate urgency
• 🟢 Low Priority - Tasks that can be completed when time allows

By Category:

• 🔵 Development - Technical implementation tasks
• 🟣 Design - Creative and visual work
• 🟠 Marketing - Promotional and outreach activities
• 🟤 Admin - Administrative and organizational tasks

By Status:

• ⚪ Blocked - Tasks waiting for external dependencies
• 🔴 Bug - Issues requiring fixes
• 🟢 Feature - New functionality development
• 🟡 Review - Tasks pending review or approval

Board Automation & Integration

Automation Capabilities

Corcava's board automation system enables intelligent workflows that reduce manual work and ensure consistent processes.

Available Automations:

Task Movement Automations:

• Auto-assign - Automatically assign tasks when moved to specific columns
• Status Updates - Update task status based on column placement
• Time Tracking - Start/stop time tracking based on task movement
• Notifications - Alert team members of important changes

Daily Reporting:

• Progress Summaries - Automated daily progress reports
• Team Updates - Summary of completed work and upcoming tasks
• Client Reports - Automated updates for client transparency
• Slack/Telegram Integration - Reports delivered to team channels

Integration Options

Slack Integration:

• Real-time Notifications - Task updates sent to Slack channels
• Daily Reports - Automated progress summaries
• Team Alerts - Important milestone and deadline notifications
• Custom Channels - Route different types of updates to appropriate channels

Telegram Integration:

• Bot Commands - Manage tasks directly from Telegram
• Instant Notifications - Immediate updates on task changes
• Team Communication - Project updates in team chats
• Personal Alerts - Individual notifications for assigned tasks

Webhook Support:

• Custom Integrations - Connect with external tools and systems
• API Triggers - Automated actions based on board events
• Data Synchronization - Keep external systems updated with board changes

Setting Up Automations

Configuration Process:

1. Access Automation Panel - Click "Automations" button in board header
2. Choose Automation Type:
   • Daily reports for progress summaries
   • Task completion notifications
   • Column movement triggers
3. Configure Settings:
   • Select target channels or recipients
   • Set timing and frequency
   • Customize message templates
4. Test and Activate - Verify automation works as expected

Best Practices: ✅ Start Simple - Begin with basic notifications before complex workflows
✅ Team Coordination - Ensure team members want automated notifications
✅ Regular Review - Periodically assess automation effectiveness
✅ Avoid Spam - Balance useful information with notification overload

Board Archive & History Management

Archive System

What Gets Archived:

• Completed Tasks - Tasks moved to "Done" columns
• Old Boards - Boards no longer actively used
• Historical Data - Complete record of all board activity
• File Attachments - All uploaded files and documents

Archive Benefits:

• Clean Organization - Remove clutter while preserving data
• Historical Reference - Access to complete project history
• Performance - Faster board loading with archived items separate
• Compliance - Maintain records for audit and legal requirements

Managing Archives

Accessing Archives:

1. Board Archive View - Click "Archive" button in board header
2. Browse Archived Items - View completed tasks and old data
3. Search Archives - Find specific archived tasks or information
4. Restore if Needed - Bring archived items back to active status

Archive Operations:

• Manual Archive - Move specific tasks to archive
• Automatic Archive - Tasks auto-archived based on completion status
• Bulk Operations - Archive multiple items simultaneously
• Selective Restore - Bring back specific archived items

Data Preservation

What's Preserved:

• ✅ Complete task details and descriptions
• ✅ All comments and team discussions
• ✅ File attachments and documents
• ✅ Time tracking records
• ✅ Activity history and audit trails
• ✅ User assignments and role information

Archive Restoration:

• Full Restoration - Complete task restoration with all data
• Selective Recovery - Restore specific elements as needed
• History Preservation - Archive/restore actions tracked in history
• Permission Respect - Restoration follows current permission settings

Board Filtering & Search

Filter System

Available Filters:

• User Assignment - Show tasks assigned to specific team members
• Label Categories - Filter by one or more labels
• Date Ranges - Tasks within specific timeframes
• Task Status - Active, completed, or blocked tasks
• Priority Levels - High, medium, or low priority items

Search Functionality

Search Capabilities:

• Task Names - Find tasks by title or keywords
• Description Content - Search within task descriptions
• Comments - Locate tasks with specific comment content
• File Names - Find tasks with specific attachments
• User Names - Tasks assigned to or created by specific users

Advanced Search:

• Multiple Criteria - Combine different search parameters
• Date Ranges - Search within specific timeframes
• Boolean Operators - Use AND/OR logic for complex searches
• Saved Searches - Store frequently used search criteria

Getting Started with Your First Board

Quick Start Guide

Step 1: Create Your Board

1. Navigate to Project Boards → Create Board
2. Enter descriptive board title
3. Select associated project
4. Save to create the board

Step 2: Set Up Your Workflow

1. Create columns that match your process (To Do, In Progress, Review, Done)
2. Configure column settings (mark "Done" columns appropriately)
3. Set up any special column behaviors

Step 3: Add Initial Tasks

1. Create tasks in appropriate columns
2. Add descriptions and details
3. Assign team members
4. Apply relevant labels

Step 4: Configure Team Access

1. Ensure team members have appropriate permissions
2. Set up any needed automations
3. Configure client portal access if required

Common Board Templates

Development Board:

• Backlog - Future features and improvements
• To Do - Tasks ready to start
• In Progress - Active development work
• Code Review - Completed work pending review
• Testing - Features being tested
• Done - Completed and deployed features

Marketing Campaign Board:

• 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

Client Project Board:

• Discovery - Requirements gathering and planning
• Design - Creative development and mockups
• Development - Implementation and building
• Client Review - Feedback and revision cycles
• Final Approval - Client sign-off
• Delivered - Completed deliverables

Advanced Board Features

Multi-Board Management

Board Relationships:

• Project Grouping - Multiple boards within single project
• Cross-Board Dependencies - Tasks that depend on other boards
• Shared Resources - Team members working across multiple boards
• Unified Reporting - Progress tracking across all project boards

Board Coordination:

• Consistent Labeling - Use similar label systems across related boards
• Team Communication - Regular updates on cross-board dependencies
• Timeline Alignment - Coordinate schedules across different workflows
• Resource Management - Balance team capacity across boards

Performance Optimization

Large Board Management:

• Archive Regularly - Keep active boards focused on current work
• Use Filters - Focus on relevant tasks to improve performance
• Limit Columns - Avoid excessive workflow complexity
• Task Organization - Break large tasks into smaller, manageable pieces

Best Practices: ✅ Regular Maintenance - Clean up completed tasks and outdated information
✅ Team Training - Ensure all team members understand board conventions
✅ Process Evolution - Adapt board structure as team processes improve
✅ Client Communication - Keep clients informed of board organization and access

Troubleshooting Common Issues

Performance Issues

Slow Board Loading:

• Archive completed tasks regularly
• Reduce number of active tasks per column
• Check internet connection and browser performance
• Clear browser cache if needed

Drag & Drop Not Working:

• Refresh browser page
• Check browser compatibility
• Ensure proper permissions for task movement
• Verify no conflicting browser extensions

Permission Problems

Cannot Create/Edit Tasks:

• Verify user role and permissions
• Check project assignment status
• Confirm board access rights
• Contact team administrator if needed

Missing Board Access:

• Ensure proper project assignment
• Verify team membership
• Check if board has been archived
• Request access from board owner

Next Steps

Now that you understand project boards, you're ready to explore:

• Column Management - Master workflow stages and column configuration
• Task Management - Learn advanced task organization and collaboration
• Team Collaboration - Optimize team coordination and communication
• Automation Setup - Configure intelligent workflows and integrations

Remember: Project boards are the visual heart of your project management system. Taking time to set up boards that match your team's actual workflow will dramatically improve productivity and collaboration.