Tag Archives: Lean

About Lean. See also Kanban.

You can now hide columns in your Views as well

For some time now we have offered the ability for you to hide entire columns on a Task Board or Scrum Board; we are now extending that to Views as well:

Hidden column in Views
Hidden column in Views

In the example shown above, several columns are hidden in this What Needs Attention view, and Kerika shows a count of how many items are hidden in each column.

This feature is available through the Column Actions button that’s at the top of each column:

Hide column option for Views
Hide column option for Views

This can help you focus in on specific work items that need more attention than others.

You can’t change the extension on a document

We have made a change to the Card and Board Attachments feature to prevent users from changing the extension of a file they have already added: for example, a “.xlsx” file can’t be renamed as a “.docx” file.

We did this because changing the file type often had unpredictable consequences when a Team Member tried to upload an attachment.

This restriction applies to the most common file types, not all. Here’s how it works:

Image file attachment
Image file attachment

In the example above, an image has been added as an attachment to this card, and it has the .PNG file type/extension.

When you hover your mouse over any attachment, Kerika will show you the actions that are possible with that attachment, one of them being Rename.

Attachment options
Attachment options

If you select Rename, Kerika will make sure you only change the file name, not the file type/extension (.PNG in this example):

Renaming a document
Renaming a document

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.)

A simpler menu for cards and columns on your Task Boards and Scrum Boards

We used to have separate button, and associated menus, for actions related to cards and for actions related to columns:

Separate card and column actions
Separate card and column actions

This reflected the history of the Kerika product: we first designed and built the card actions, and much later added the column actions.

In retrospect, however, we concluded that separating these into two separate menus was not a good idea: it was confusing for our users to remember which menu supported which action. (Even the Kerika team, which uses Kerika for everything that the company does, was having trouble remembering the differences between the two buttons and menus.)

We have fixed that usability problem with our latest release: a single button is shown, and the popup menu that appears includes both card actions and column actions:

Combined Card and Column Actions Menu
Combined Card and Column Actions Menu

Clicking on the Sort and Move actions brings up all the sorting and moving options you have; the Sort menu now has a much richer set of actions:

Sort options
Sort options

We have also done some small tweaks to the sorting action: Sort by Status now puts the On Hold cards at the bottom of the column, below all the ones flagged as Normal.

Using Service Accounts to manage all your Kerika Users

For some segments of our users, e.g. college students using Kerika for their course projects, it makes sense to treat each user as an independent entity, since the relationships between these students will vary from class to class, from semester to semester.

These collaboration networks are very dynamic, and it’s impossible to predict whether a team that got together to work on a three-month class project will stick together after that project is over, or work as the same group of people on the next class project.

In business environments (companies, nonprofits and government agencies), however, the teams are more stable: people don’t change jobs every few months.  But, turnover can still be a problem: if Joe leaves your company, how can you be sure that all the boards and documents that Joe had created are not lost along when Joe is gone?

The simple solution to this is to use service accounts to own all the boards that are being used by a community of users, like a department or even the entire company (if the company is small enough).

A service account looks like any other Kerika account — it is associated with it’s own email, e.g. kerika@example.com — but it isn’t actually a real person: the email will have been set up by the organization’s IT staff or management, and the password is typically shared between a small handful of supervisory people.

Unlike real people, service accounts will always stick around: they won’t retire, resign, or get run over by a bus…

This means the organization has continuity and security with respect to it’s Kerika boards and documents: because the project assets are owned by kerika@example.com, rather than joe@example.com, it doesn’t matter whether Joe is still working at the company or not.

We encourage all our professional users — people working in companies, nonprofits and governments — to set up service accounts as a best practice, and we can help you: just email us at info@kerika.com and we will do all the account consolidation for you:

  • All the boards owned by the people in your organization will be transferred to the ownership of the service account instead.
  • Everything about each board is preserved as part of the transfer: all the cards, canvases, due dates, etc. remain the same after the transfer; it’s just that the boards are no longer owned by joe@example.com and susan@example.com, but instead are now owned by kerika@example.com
  • You can decide who to consolidate within the service account: typically it is everyone in the organization, but if you have different departments or cost centers, it will make sense to have more than one service account — one for each department or cost center.
  • After the consolidation, individual users within your organization will no longer have separate accounts: their Kerika identity, preferences, history, etc. are all preserved, but instead of working in several different accounts, they will all be working in a single service account, that’s under the control of your organization.
  • All this can be done by us, overnight: the next day your users can come into work and login as they did before, and have access to all the boards they had the previous day. All the boards will look the same, and your users can pick exactly where they left off.

When users have been consolidated within a service account, any new boards that they create will automatically be owned by that service account, rather than by the individual users.  This ensures that all current and all future project assets are owned by the service account, i.e. by the company, rather than by individual users.

It’s still possible for individual users to have privacy within the service account: for sensitive work (e.g. personnel matters) they can adjust the privacy of individual boards to be “share with board team only”.  When the privacy is set to board team only, the board will be visible only to the people who are specifically added by the Board Admins to the board’s team.

The Account Owner, i.e. the service account, will always have access to every board within that account, regardless of the board’s privacy settings. This is consistent with how other organizational assets are currently managed: if you have a work email, for example, you expect to have privacy from your coworkers, but you know that the company’s IT department will always have access to your email if they need it — and your email doesn’t really belong to you, but to your employer.

 

Seeing at a glance what’s hidden

If you hide a column from your view of a Task Board or Scrum Board, Kerika now makes it clear whether this column has any cards or not:

Hidden columns
Hidden columns

In the example shown above, the Release Notes column is empty, so it is shown in a light shade of grey, while the Final Review column has at least one card, and it is shown in black.

Kerika also helps you see, at a glance, whether the columns you are hiding have any updates you haven’t caught up on, or cards that are overdue:

Hidden columns with updates and overdue dates
Hidden columns with updates and overdue dates

The orange icon in the example above shows that the This Sprint column contains cards with updates on them that you haven’t caught up on yet, and the red icon shows that the Planning column contains overdue cards.

We have added support for Google Team Drive

We have long had a deep, excellent integration with Google Apps: you can sign up with your Google ID and have all your Kerika-related files stored in your own Google Drive, where you can access them independently of the Kerika app.

We are now taking that one step forward, with seamless integration with Google Team Drive.

Google Team Drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.

Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

Team Drives is available on G Suite Enterprise, G Suite Business, or G Suite for Education editions.

You don’t need to do anything different: the integration is built-in with the latest version of Kerika (and, since we are software-as-a-service, everyone always uses the latest version of our product!) and the integration is seamless.

We made it easier to have more complicated tasks inside cards

When we first added the ability for you to add a list of tasks to a card on a Task Board or Scrum Board, our expectation was that these tasks would be short and to the point: maybe just a few words long.

And to make the display of tasks neat and tidy inside a card’s details view, we truncated long tasks to show just two lines worth.  We figured this was a reasonable restriction that would make the layout look better, and wouldn’t actually inconvenience anyone since we really didn’t expect people to create very complex tasks, that might take more than one sentence to spell out.

Well, that turned out to be a bad assumption: the tasks feature turned out to be far more popular than we expected, and we soon started getting complaints from people that didn’t like seeing their tasks get truncated to two lines.

We have fixed that with our latest update to Kerika: now, all tasks will show fully, no matter how long they are. Here’s an example:

Example of long task
Example of long task

In the example shown above, the first task is long enough to spill out over three lines, and all three lines are shown.

So, there you go: tasks became a little more flexible!