We have made it easier for Visitors to keep up with changes on the boards they are involved with, by extending our unique “heads-up” notification highlights to include Visitors. (Previously, this feature worked only for Team Members and Board Admins.)
Heads-up notifications
These heads-up notifications are customized for each Board Admin, Team Member and Visitor: they show you exactly what’s new or changed on every card on a Task Board or Scrum Board.
(The term “heads-up” comes from the helmets used by fighter pilots, who need to see critical data all the time, without having to turn their heads.)
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 (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
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
(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
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 (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 🙂
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
Clicking on the toggle will immediately shrink the View to show just those items that are assigned to you:
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:
We have made a small usability tweak/improvement to handle the (rare!) situation where you are part of someone’s Account, but for some reason the Account Owner is no longer sharing any boards with you.
To make this clearer, we are now showing a helpful message:
A new feature that should help our customers better manage their account teams, particularly in large organizations: the Account Owner can export (in Excel format) a complete list of everyone working on any boards owned by that account.
This feature can be found in the Manage Users tab of your Account page:
Exporting Account Team Members
The exported data also includes the IP address last used by an account team member: this can help IT departments review their security periodically, or investigate any concerns they may have about misuse.
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
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.
With the implementation of our shiny, new and fully automated billing system, it’s become a little more important for our customers to make sure that all the users within their organization are working in the right accounts — preferably, a single account.
Working in a single account, rather than a bunch of separate accounts, has advantages:
It makes it much easier to pay for subscriptions: if all the Kerika users within a department are working on boards owned by a single account, then only that account needs to purchase subscriptions. This means less invoicing and payment stuff for you to worry about.
It also ensures that all project assets — boards, documents, canvases, etc. — are owned by a single entity. And ideally this single entity would be a service account rather than an individual. Many of our customers are using service accounts, set up using emails like kerika@example.com.
We have done a ton of improvements to the new user sign-up process to help guide people to working with their coworkers, using accounts that the coworkers have already set up, instead of creating new accounts.
But, there are still situations where an organization may find that, across all of its Kerika users, there are too many different accounts. If this is the case for you, we can help: we can consolidate multiple accounts into a single account if you ask us.
This consolidation preserves all the existing boards, content, and project teams: it just changes the ownership of everything to be a single user ID.
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
“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
A typical task summary, where tasks are grouped by date, would look like this:
Example of 6AM Task Summary
The board names and card names are also links that you can use to open the relevant work item.
The rollout of our new billing system seems to have been smooth — so far, fingers crossed! — and with this you now get better controls over who is part of your Account Team:
Manage Users
Please note that you don’t get charged for Visitors: if someone is only a Visitor on your boards — i.e. is not a Team Member or Board Admin on any board you own — you don’t need to pay for this person.
It doesn’t matter how many boards this person “visits”.
Visitors do show up on your Manage My Team list in the Manage Users tab, so you are reminded that they have access to some, possibly all, of your boards, and you can remove a Visitor entirely from your Account in the same way that you might remove a Team Member or Board Admin.
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