Category Archives: Kanban & Lean

Posts related to Kanban and Lean methodology.

Bug, fixed: making sure your Daily Task Summary gets sent at 6AM

We recently found and fixed an odd bug related to the optional 6AM Daily Task Summary email that you can get from Kerika: if you had toggled the preference setting for this email — from ON to OFF, and back to ON again — the email was getting sent at 8AM instead of 6AM.

Daily Task Reminder
Daily Task Reminder (click for larger image)

Essentially a coding mistake on our part, and one we didn’t notice (and none of our users noticed, either) for a long time because no one would try changing this preference setting very often.

The bug’s been fixed.

What’s New and Updated: a new Kerika View

Views are unique to Kerika: no other work management system provides such an easy way to see what matters, across all the boards you are working on.

These Views make it easy for organizations to really scale up their use of Kerika across multiple projects and many ongoing projects at the same time.

We have now added a very useful new View: What’s New and Updated.  As you might guess from the name, this View lets you catch up on everything that’s new and changed, across all the boards you are working on — as a Board Admin, Team Member or Visitor.

What's New and Updated
What’s New and Updated (click for a larger image)

This View can work very effectively as a Dashboard for managers who need to keep track of many different boards, all working at the same time: instead of constantly revisiting each board one-by-one, this View is a simple, comprehensive way to see everything that’s changing across all your boards.

The updates are shown in Kerika’s unique “heads-up” notification style: the blue New tags highlight cards that have been newly added to your boards (that you haven’t opened yet), and the orange highlights show you precisely what’s changed on your old cards.

The new and changed cards are sorted into columns, with each column containing all the new and changed items within a particular board.  The newest changes appear at the top of a column, and if a board has nothing new to report, the corresponding column is not shown (so your View doesn’t get cluttered up.)

(Cards that are moved to the Done or Trash columns on a board are not included in the View, to help avoid getting the View cluttered.)

As with all Views, it’s easy to operate on all the cards within a column, by selecting the Column Actions button that appears on the top of each column:

View options
View options

The Mark All Cards As Read action is useful if you want to ignore everything that’s going on in a particular board, e.g. when you have just returned from a status meeting where you got fully briefed on what’s happening on a particular board.

Another way to temporarily ignore individual boards is to Hide Column: this collapses the column from the View, and let’s you focus more intently on the handful of boards you care most about.

Selecting a card in this View lets you open the card within the View itself, or to open it on the board where the card actually sits:

View card
View card

(Sometimes it’s easy to deal with cards just by themselves; sometimes the View Board action is more helpful, if you want to be sure you understand the full context in which a card changed.)

Using your mouse’s right-click action will also bring up a bunch of useful actions for that card:

Mouse actions
Mouse actions

In addition to all the other actions you can perform on cards, you also have the option to get the URL (address) of card using the Get Link action.  Every cards, every canvas and every board in Kerika has a unique address, and using these URLs anywhere on a board, e.g. in the board’s details or chat, will automatically set up a link between the two cards.

When you mark a card as “read” on this View, it remains on the View until you click on the Refresh button (shown at the top-right corner of the View).

And, as with all Views in Kerika, the What’s New and Updated View includes the “For Me” toggle button on the top-right corner: clicking this will quickly filter the View to show you just those items that are personally assigned to you.

For Me toggle
For Me toggle (click for larger image)

This feature is available to all our users, just like every other feature in Kerika: it doesn’t matter whether you are still in your 30-day free trial, you are working on the free Individual Plan, or are benefiting from Kerika’s free Academic and Nonprofits Accounts. Everyone always get the same Kerika goodies 🙂

Our Views feature just got even better

We have improved our Views feature to include a simple toggle that lets you filter the entire View to show just those items that are assigned to you.

This new toggle appears on the top-right corner of the View, and we have added a Tip to help you understand the function:

What Needs Attention without filtering
What Needs Attention without filtering

Clicking on the toggle will immediately shrink the View to show just those items that are assigned to you:

What's Due with filtering
What’s Due with filtering

All the other items are hidden from the View, and a simple count at the bottom of each column shows you how many items are assigned to others. In the example shown above, 1 item is assigned to someone else, and is due today.

It’s a simple, fast feature that we think shows the best of Kerika’s design approach 🙂

This feature has been added to all of our Views that need this:

  • What’s Due
  • What Needs Attention
  • What Got Done
What's Due without filtering
What’s Due without filtering

Using Google Drive without Google Docs

If you are using Kerika with Google, you don’t have to convert your documents to the Google Docs format in order to use Google Drive.

Google Docs Format Preference
Google Docs Format Preference

You can use this preference setting to ensure that your Microsoft Office documents, for example, are retained in MS Office format even while they they are stored and shared using Google Drive.

 

The 6AM Task Summary Email is back

We used to have a feature that let you get a task summary email from Kerika everyday at 6AM that summarized all the things that you were responsible for that are overdue, due this week or due next week.

When we introduced the Views feature, we thought perhaps this 6AM email was not needed any more, so we took it out of the user interface for a few months — although people who had previously been using this feature continued to get their daily emails.

It seems like we underestimated the usefulness of this feature: new users started asking for something just like it, so we have brought the feature back. (And thanks for helping us understand we had screwed up in taking it away.)

You can access this feature from your Preferences page:

Daily Task Reminder Preference
Daily Task Reminder Preference

“Responsible for” includes not just the items that were assigned to you, but also items on boards where you are a Board Admin (and, presumably, have some responsibility for.)

This email can show your tasks organized in two different ways, and, if you like, you can get both sent to you every day:

6AM Task Summary Options
6AM Task Summary Options

A typical task summary, where tasks are grouped by date, would look like this:

Example of 6AM Task Summary
Example of 6AM Task Summary

The board names and card names are also links that you can use to open the relevant work item.

Enjoy, again.

 

 

Bug, fixed: permanently deleting items from the Trash

Thanks to a longtime user from Poland, we discovered — and fixed — a bug that crept into one of our recent feature enhancements, where items couldn’t be permanently deleted from the Trash column on Task Boards and Scrum Boards.

(This bug was created when we merged the Card Operations and Column Operations into a single menu, for easier use.)

Some minor bug fixes

We did an update yesterday that included a bunch of minor bug fixes and usability tweaks. (It also included a ton of behind-the-scenes improvements to our architecture and product development processes, but if we did our job well you shouldn’t see any of that change…)

  1. When the Kerika server is being updated (to a newer version), your browser will no longer keep trying to reconnect while this is underway.

    We have some code in place to help fix broken network connections: if your browser can detect that it’s connection to the Kerika server is broken for any reason (usually a network error), the browser will automatically attempt to reconnect.

    This doesn’t make sense if the server is down for planned maintenance.
  2. If you are working in multiple accounts and you decide to switch between them, we offer your choices in a more logical way: all the account owners you are connected to are listed alphabetically, and then each account owned is listed alphabetically.

    Our previous display was kind of random making it hard to scroll through a long list of accounts. This affected only a very small number of users who were working on many different accounts, but still…
  3. Now that we are encouraging our customers to converge around service accounts, we are trying to make sure these service accounts don’t get too crowded from the perspective of any single user.

    We have always had the ability to “favorite” some boards (and templates) so you can have your own personal, curated list of boards that you care about — and so you can ignore the rest — but now we have made it easier for Board Admins to move their boards to the trash or archive (or to restore them later) so they can help keep the commonly-shared service account in a more useful and relevant state for all the users within that account.
  4. A really small thing, but we decided to change the Sort by Status feature on our Task Boards and Scrum Boards so that On Hold cards appear at the bottom of the column, below all the others.
  5. Bug fix: if you changed the name of a board using the Board Settings dialog (assuming you are one of the Board Admins), the new name is now reflected immediately in the breadcrumbs.
  6. If someone who is currently a Team Member on your Task Board or Scrum Board is made a Visitor, he/she will not be removed from the current card assignments.  This makes it easier to change your mind if you decide you want that person to be a Team Member after all: just change this person’s role in the Board Team dialog, back to Team Member, and all the old card assignments will be there.