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What this helps you do

A kanban board turns project work into cards that can be assigned, scheduled, discussed, and moved through a process. The same cards can be viewed as a board, table, calendar, timeline, or insights summary.
Kanban boards are available to AI when they are in the agent’s context. You can ask AI to read a board, summarize progress, create or update cards, and help keep work organized. AI actions use your permissions and appear as actions you requested.

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Before you start

Create the board in if the project team should use it together. Viewers can inspect cards and leave comments; editors and managers can change the board.

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Create a board

  1. In the Files pane, open the target folder’s More options menu .
  2. Select New, then kanban board.
  3. Name the board and create it.
New boards start with a practical workflow such as Backlog, In Progress, Review, and Done. Editors can add or rename status columns to match the team’s process.

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Add and manage cards

Select Add card, choose a status, enter a title, and optionally set a due date. Open a card to add more detail, including:
  • Description and referenced project items
  • Assignees
  • Start and due dates
  • Priority, size, estimate, and labels
  • The milestone the card contributes to
  • Custom fields configured for the board
  • Comments and activity
A card linked to a milestone shows that milestone’s name on the card. Select it to open the milestone in the Milestones panel. Because a milestone’s progress is counted from the cards linked to it, linking a card is also what makes that milestone report progress. In Board view, drag cards between columns to update their status and drag them within a column to change their order. Archive work that should no longer appear in the active board; enable archived cards in board settings when you need to find or restore them.

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Designate a working folder for the card

Attach a folder to connect the card to the place where you are doing its work. Keep the task brief, working files, guidance, and progress notes there so you can return to the work with its context. The folder can be a regular folder or one marked as a task folder; attaching a regular folder does not convert it. On a card, choose Attach folder to select an existing folder, or Create task folder to ask an agent to create one in your Private folder and attach it to the card. In card details, use Attach folder or Replace in the Task folder section to choose the folder. Select Remove task folder to detach it. An agent can create or update a card with a folder attached. A card has one Task folder attachment. Use it for the folder you want to work from when you start or resume the card’s chat. Use Linked Folders for other folders relevant to the card, such as background material or related work. Linked Folders do not control the card’s Start or Resume action. After you attach a folder, the card gains a Play action. You can find it on the card, in card details, in My Tasks, and in the Files pane’s Tasks tab. Its label tells you what will happen:
  • Start creates a chat in the attached folder when it has no chats yet.
  • Resume opens the most recent chat in the attached folder.

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Choose the right view

In Insights, mark the appropriate status column as completed so completion-based insights are meaningful. Use filters to narrow by text, assignee, label, due status, column, priority, size, estimate, or implementation order. In Board view, swimlanes can group cards horizontally by a chosen field.

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Track milestones

Milestones are dated points the project is working towards, such as a launch, client delivery, or phase close. They pair with kanban cards: the board holds the work, and the milestone reports on the cards linked to it. Select Milestones in the top bar to open the panel. From there, you can:
  • Review overall milestone progress, completed milestones, and milestones at risk.
  • Create a milestone with a name, phase, description, dates, and responsible person.
  • Switch between Ribbon, Cards, and Timeline layouts.
To link work to a milestone, open a kanban card and choose its Milestone. From a milestone, the Cards count shows how much work is linked to it, and the kanban Timeline view shows that work against the milestone. Milestone status is based on the milestone’s dates and the state of its linked cards:

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Follow team activity

Card and board changes appear to collaborators in real time. Open Activity Log to see changes across the board, or open a card’s Activity section for its history. Assigning a card can notify the assignee, depending on their notification settings. Use Version History when you need to inspect or restore an earlier board state.

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Expected result

The team works from one current set of cards, with flexible views for daily execution, scheduling, reporting, and review.

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Troubleshooting

  • You cannot move or edit a card: confirm that you have Edit or Manage permissions and that another collaborator is not currently editing that card.
  • A card is missing: clear filters and check whether archived cards are hidden.
  • A card is absent from Calendar or Timeline: add the dates required by that view.
  • Insights show incomplete results: confirm that the finished status column is marked as completed.
  • A milestone shows no progress: link kanban cards to it. Progress is calculated from those cards.
  • A milestone shows At risk unexpectedly: check its Target date, and whether its cards have moved recently.
  • Start or Resume is missing from a card: open card details and check whether a folder is attached in the Task folder section. If the attached folder is unavailable to you, ask the person managing the card or folder to check access.