Checklists

KanBo licenses having this feature:

Free

Team

Professional

Business

Enterprise

Strategic

In this article:

Overview

Checklists are one of the card elements. It includes a list of tasks or items, along with checkboxes that allow you to mark off tasks as they are completed. It is a way to keep track of smaller items within a card. Use it as a to-do list of steps that need to be taken to complete a card.

A checklist can help users to stay focused on their goals and avoid procrastination. This feature is particularly helpful for projects that involve multiple tasks and team members who need to stay updated on each other’s progress.

Each item on the checklist counts toward the overall progress of the card. The percentage of completed items is shown as a bold circle in the list header.

Completion of checklist tasks also affects the overall progress of the card to the same extent as the completion of subcards. Go to the Work Progress Calculation article for more.

Take advantage of KanBo’s capabilities and enhance your checklists with text formatting and assigning users. Learn how to convert a checklist into a subcard group.

Creating checklists

To create a checklist:

  1. Open a card.
  2. On the card Content tab, select the + Add element button.
  3. Select Checklist.
  4. Change its default name to a new one (optional).
  5. Select Create.

Adding checklist items

To add a checklist item:

  1. On the checklist, select + Add item.
  2. Enter the contents of the list item.
  3. Select Add.

You can input all items in one step by separating them with enters.

Assigning users to checklist items

Use @mentions to assign a user to a specific item on a checklist. You can do it two ways.

To mention a user in a checklist item:

  • Drag a specific user’s avatar and move it to a checklist item, and then select Mention user.

OR

  • Select a checklist item to open it for editing, and then type “@” and the user name.

You don’t have to type in the whole username; you can select it from the list of users that appears when you type “@”.

The users who are assigned to the checklist items automatically become card users.

Converting checklist items into cards

Checklist items can be converted into regular cards or subcards of the card containing the checklist.

To convert a checklist item into a card:

  1. On a checklist, hover over an item, and select  More.
  2. Select Convert to card.
  3. Select the space and status where you want to add the newly created card.
  4. Select Convert to card.

To convert a checklist item into a subcard:

  1. On a checklist, hover over an item, and select More.
  2. Select Convert to subcard.
  3. Select the space, and card status for the new card.
  4. Select Convert to subcard.

The card containing the checklist will become the main card for the newly created subcard.

If a user is mentioned (@Name) on a converted checklist item, this user will be assigned as the responsible person for the newly created card. If there are many users assigned to a checklist item, the first one will become the person responsible, and the other users will become contributors. 

Converting checklists into subcard groups

You can convert the entire checklist into a subcard group. In this case, a new subcard group will be created with the same name as the checklist. Checklist items will become subcards.

To convert a checklist into a subcard group:

  1. On a checklist, go to More, and then select  Convert to subcard group.
  2. Select the space, card status, and card template for new cards.
  3. Select Convert to subcard group.

The card that previously held the checklist will become the main card for the newly created subcards.

Renaming checklists

To rename a checklist:

  1. On the checklist, select its name.
  2. Enter a new name, and then select Save.

Deleting checklist items

To delete a checklist item:

  1. On the checklist, hover over an item, and go to More.
  2. Select Delete.

Deleting checklists

To delete a checklist:

  1. On a checklist, go to More, and then select Delete.
  2. Confirm the action with the Delete button.

FAQ

You can make a checklist with specific steps to follow or create a subcard group with new cards relating to smaller tasks.

Yes, we can assign users to cards and subcards as card users (contributors and responsible persons). We can also assign users to a specific item on a checklist using mentions.

Yes, KanBo provides automatic work progress calculation using the card elements, like checklists and subcard groups.

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