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Card Statuses

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In this article:

Overview

Card status is a feature that tells you about the progress of card realization. It is one of the very first things you see in KanBo. When you create a new space, you start with three empty status fields. Learn how to customize them to better fit your workflow.

When you create a new space, you see the default Kanban view and three card statuses: To Do, Doing, and Done. These fields are ready to be filled with cards.

To add a new card you can go to the round “+” button in the upper middle part of each field. You can choose the initial status of the card by selecting the field in which you click the button.

Every card can be assigned to only one status at a time.

A single space can have a complicated workflow with many card statuses. You can give them different names, colors, and roles for better organization.

status-roles-3

Example: A space with 7 card statuses.

By knowing the status of the card, KanBo can calculate the work progress at each stage of the project. This data will allow you to make further analyses and forecasts related to your company’s work.

card-progress-1

Example: Work progress calculation of a single card.

The order of card statuses

Card statuses should have a specific order resulting from the following stages of work. From the initial plans, through the subsequent stages of the task, to its execution. Use the available card status roles to determine the nature of a particular step.  Each has a different icon and meaning. You can add as many statuses as you need, and change their colors and names.

Example: The card progress bar. Standard workflows begin with card statuses with the role Not started, continue with In progress, and end with Completed.

There are two other status roles: Information and Cancelled. They are not part of the standard card completion progress, so their order is not important.

Only space owners can change the order of card statuses.

To change the order of card statuses:

  1. Open the space.
  2. On the top space bar, go to More (the three-dot menu), and select  Card statuses.
  3. Drag the desired card status, and move it to another position. 

As you can see in the video above, there is another way to change the order of card statuses and it is available when cards are grouped by statuses and the Kanban, List, or Table view is selected.

Changing the status of a card

To change the status of a card:

  1. Open the card.
  2. On the card details section, select the desired card status icon.
  • Another way is to drag a card in the space view grouped by card statuses.

Use Quick Actions to get it done faster, or Bulk Actions to change the status of many cards at once.

Creating card statuses

Only space owners can create card statuses.

To create a new card status:

  1. Open the space.
  2. On the top space bar, go to More (the three-dot menu), and select  Card statuses.
  3. Select Add +, then enter the status name, and select its role and color, and then select Add.

You can set the card status description that will be visible to users as a grouping description.

As you can see in the video above, there is another way to create a card status and it is available when cards are grouped by statuses and the Kanban, List, or Table view is selected.

Deleting card statuses

Only space owners can delete card statuses.

To delete a card status:

  1. Open the space.
  2. On the top space bar, go to More (the three-dot menu), and select  Card statuses.
  3. Hover over a desired card status, go to More (the three-dot menu), and then select Remove.

There is another way to delete a card status and it is available when cards are grouped by statuses with the card grouping settings.

Default card status

Each card must have a card status assigned to it. When you create a new card, it is initially assigned the default card status. You can set any status as the default one. 

Only space owners can change the default card status.

To change the default card status:

  1. Open the space.
  2. On the top space bar, go to More (the three-dot menu), and select  Card statuses.
  3. Hover over a desired card status, go to More (the three-dot menu), and then select Set as default.

Now the selected card status has the description Default, which means that this status will be the initial one.

FAQ

Card status is a feature in KanBo that shows the progress of a card realization.

Every card front has a circle around the status icon, which shows the work calculation progress.

No, a card can only have one status at a time.

The Information status is used for cards that contain important information but are not executable. It does not represent the progress of completing a card. Cards with Information status are not included in the work progress calculation.

Yes, you can customize the initial card statuses by adding, removing, or renaming them. You can also change the color and the order of card statuses.

You can change the status of a card by dragging and dropping it in the space, selecting a new status in the card details section, or using the Quick Actions menu.

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