> ## Documentation Index
> Fetch the complete documentation index at: https://docs.collivo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Kanban Boards: Plan, Assign & Track Tasks

> Plan, assign, and track work across board, table, calendar, timeline, and insights views.

export const SharedFolder = () => <span style={{
  whiteSpace: "nowrap"
}}>
    <svg width="17" height="17" viewBox="0 0 24 24" fill="currentColor" fillOpacity="0.35" stroke="currentColor" strokeOpacity="0.7" strokeWidth="1.25" strokeLinecap="round" strokeLinejoin="round" style={{
  color: "light-dark(#2E7D32, #4CAF50)",
  display: "inline-block",
  verticalAlign: "-0.2em",
  marginRight: "0.3em"
}} aria-hidden="true">
      <path d="M20 20a2 2 0 0 0 2-2V8a2 2 0 0 0-2-2h-7.9a2 2 0 0 1-1.69-.9L9.6 3.9A2 2 0 0 0 7.93 3H4a2 2 0 0 0-2 2v13a2 2 0 0 0 2 2Z" />
      <path d="M2 10h20" />
    </svg>
    <strong>Shared</strong>
  </span>;

## 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.

<Note>
  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.
</Note>

## Before you start

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

## Create a board

1. In the **Files** pane, open the target folder's More options menu <Icon icon="ellipsis" color="#1F7A5A" />.
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.

## 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.

## 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](/ai-and-agents/task-folders); attaching a regular folder does not convert it.

On a card, choose <Icon icon="link-2" color="#1F7A5A" /> **Attach folder** to select an existing folder, or <Icon icon="folder-kanban" color="#1F7A5A" /> **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 <Icon icon="x" color="#1F7A5A" /> **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 <Icon icon="play" color="#1F7A5A" /> 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:

* <Icon icon="play" color="#1F7A5A" /> **Start** creates a chat in the attached folder when it has no chats yet.
* <Icon icon="play" color="#1F7A5A" /> **Resume** opens the most recent chat in the attached folder.

## Choose the right view

| View | Best for | What it does |
| - | - | - |
| **Board** | Daily execution | Move work through status columns, and see where it is piling up |
| **Table** | Bulk edits and auditing | Scan and edit structured card fields in rows |
| **Calendar** | Scheduling | Plan cards by date |
| **Timeline** | Longer-range planning | See work across time, alongside project milestones, and adjust schedules |
| **Insights** | Reviewing progress | Review progress and workload patterns |

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.

## 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 <Icon icon="flag" color="#1F7A5A" /> **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:

| Status | What it means |
| - | - |
| **Upcoming** | No cards are linked yet, or the work has not started and the start date is still ahead. |
| **On track** | Progress is keeping pace with the time remaining. |
| **At risk** | The target date has passed, or most of the time has gone while much of the work has not. |
| **Done** | Every card linked to the milestone is complete. |

## 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.

## Expected result

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

## 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.

## Related articles

* [Comments and AI-assisted review](/collaborate/comments-ai-assisted-review)
* [Work together in real time](/collaborate/real-time-artifacts)
* [Version history and restore](/files-and-versioning/version-history-restore)
* [Task folders](/ai-and-agents/task-folders)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.