FAQs

The FAQs page handles your most common questions about Swift Kanban and are grouped under various categories. For a full list of frequently used terms, you should take a quick look at the glossary page in this wiki.
 

General

Kanban

Account and Profile Settings

Dashboard

Projects

Team Member

Backlog

Kanban Board

Cards

Metrics

People

 

What is Kanban?

Kanban, also spelled kamban and literally meaning “signboard” or “billboard”, is a concept related to lean and just-in-time (JIT) production and dates back to 1940s when Toyota started using it in in Toyota Production System (TPS) to support non-centralized “pull” production control. It has spread to the manufacturing industry all over the world as a tool of Lean Manufacturing. Read more..

What is SwiftKanban?

SwiftKanban is a simple, light-weight, yet extremely powerful web-based tool which allows you to manage your work based on key Kanban practices.  Swift Kanban can help you in visualizing your workflow, managing your backlog and releases, collaborate with your team, and measuring and improving your processes. Read more..

Who created Swift Kanban and Why?

SwiftKanban is a product by Digite Inc., leading provider of Agile Application Lifecycle Management products and solutions for the Global Delivery Model. Digité Enterprise, Digite’s flagship product enables technology enterprises, big and small; successfully manage technology projects, products and applications. Digite facilitates successful collaboration between globally distributed teams. Read more..

Who can use SwiftKanban?

You can use Swift Kanban if any of these statements applies to you- You are looking to manage your work more effectively  and delivering value to your stakeholders and customers, You do not wish to completely topple your existing process in order to improve and believe in small but continuous improvement. Read more..

How does Swift Kanban Work?

Swift Kanban organizes work into various workspaces, also referred as ‘Projects’. Each workspace can have its own team, backlog and a Kanban board where the work can be managed visually. The board has columns/ lane and sub-lanes that represent the workflow stages that work has to go through to be complete. Read more..

What browsers do you support?

SwiftKanban works best with Internet Explorer 8+, Firefox 3.6+ and Chrome 11.x+ browser versions.


Account Settings


How can I change my password?

When logged into your account, click the ‘Profile’ link on the top-right corner. From your Account Details view, click the Set Password button and change the password.

Do I need to reset the default password on the very first log in?

Yes, in fact without resetting the default password, you will not be able to access the application, even via Web Services. 

Can I change my account details?

You can change your personal account details such as, First Name, Last Name, Alternate Email Id, Organization, Job Title, etc. However, once created, you cannot change your Login ID.

Where do I find the license information of my account?

You can navigate to Admin > My Account to view your license details. It displays:
 

  • Account Type (Personal/Team Enterprise/On-Premise)
  • License Type (Concurrent/Named/Projects/Storage)
  • License Limit (Users/Workspaces/Storage)
  • Activation/Expiry Date


You will receive notifications when the license is near to expire, expired, nearing or has expired user/workspaces/storage limit.

How do I add a picture to my profile?

You can add an avatar i.e. picture to your profile which will represent you when you add comments or reply to the comments. Click the Profile link on the top-right corner, and then click Edit.

Can I receive notifications for activities in projects I am a part of?
You can receive notifications by email as soon as any event occurs in your project. If you are logged in, you can take a look ‘right’ into the Quick Links widget for all the notifications. Learn more on how to adjust your notification settings to receive notifications in your Quick Links widgets and/or by email.

With daylight savings having gone into effect, all the updates are off one hour on their timestamps. Where do I set the timezone?
You can set the Timezone for your geographical location in your Profile, which will be applicable for your login account only. Select the 'Daylight Time' listed along with the Time Offsets from UTC for your region, for example, Pacific Daylight Time.

 

Dashboard


What can I use a Dashboard For?

You can use a dashboard to monitor the card metrics based on priority, release, owner, and estimates across projects to which you are allocated so that you can manage your work accordingly. These metrics are available as widgets which you can pick up and organize on your dashboard. For more information, see the Dashboards page.

How do I add a Widget on the Dashboard?

From the Dashboard toolbar, click the Add Widget button on the toolbar. Widgets are categorized into Card Widgets and Help Widgets. Expand Card Type widgets to view list of available widgets, i.e. Cards by Priority, Blocked Cards, etc. Select the widget, and then click the Add to Dashboard button. You can add more widgets if required. Similarly, if you have closed the Help widgets, you can select and bring them back to the Dashboard.

Can I create my own widget for adding on the Dashboard?

No. currently, you cannot create your own widget. We have provided widgets that capture the necessary metrics that you would generally monitor. You may like to view Cumulative Flow Diagram, Lead Time, and Cycle Time for detailed metrics.
 

Projects


How can I assign a team member to my project?

Once a user is created in the enterprise, you can invite the user to your project. Navigate to Selected Project » Team Member, and click Invite. The team member receives an invitation mail. The team member will now be listed in your Team Member view indicating that the member is assigned to your project.

How to change a team member’s role?

From the Team Member List view, double-click the role for the team member, and then select from the list.

How to unassign a team member from the project?

From the Team Member List View, select the team member row, and click Delete from the toolbar.

How do I create a backlog?

You can add a user story, defect, or an issue from the Kanban Board and maintain it as a backlog. To add a card, see Work using Kanban Board page.

How do I tag a work-item (user story/defect/issue) to a release?

To tag a user story, navigate to the user story and from the Release list, select the release to which you want to tag the user story. Similarly, you can tag a defect or an issue.

You can even tag a user story if it is placed on the Kanban Board. Click the Id on the card, and from the Details view, click the Edit icon and select the Release.

If you haven’t created a release already, see the Define Releases page.

How do I change the priority or rank of a work-item (user story/defect/issue)?

To change the priority of a user story, navigate to the user story and select from the Priority list, select the priority.  To change the rank, enter a new rank. Similarly you can change the priority/rank of a defect, or an issue.

The priority is indicated by the color code applied to the stars that appear on the card when the user story is placed on the card. Click the Id on the card, and from the Details view, click the Edit icon and change the priority.

Can I import or export items from Swift Kanban?

Yes, you can export and import items from/into Swift Kanban in MS Excel and CSV formats. You can download item details for editing or appending items. You can even download the template to add items in your preferred application and then import the new items into SwiftKanban. Read more..

When I export my project, why is it that the Excel file does not contain cards created in my project?

When you export your project, ensure that you have selected ‘Export only selected item(s)’ as the Export option. You can export only one project at a time. Click here to read more.

How do I view the Kanban Board for my project?

After you have created your project, navigate to your project. The Breadcrumb changes to Projects » Selected Project.  The Kanban Board appears by default which is also available in the Project sub menu.

For quick view of the Kanban Board, expand the My Projects widget in the Quick Links Widget. Click the required project or the Kanban Board icon adjacent to it.

How do I modify the current process on the Kanban Board?

The default Kanban Board process can be modified by clicking the Modify Process icon on the toolbar, and configuring the existing lanes, defining Smart Lanes, activating other card types and policies on the board. Read more..

What are “Smart Lanes”?

Horizontal swim-lanes are called as “Smart Lanes” in SwiftKanban, designed to manage multiple swim-lanes, and card movement through and across swim-lanes. Smart Lanes add tremendous flexibility and visualization to the Kanban board. You can define WIP limits for each Smart Lane and any WIP violation is highlighted visually. Read more to define Smart Lanes.

How do I create workflows to manage work of different card types?

You can add Smart Lanes based on Card Type in the Board Designer. The board will display horizontal swim-lanes for each of the card type such as User Stories, Defects, etc., including any custom card types you have configured in your project. Read more on defining Smart Lanes based on card types.

How do I create workflows to manage work of different Priority, CoS, or Size?

You can define Smart Lanes based on card attributes such as Priority, Size, or CoS in the Board Designer. The board will display horizontal swim-lanes for each of the attribute value of the attribute. Read more..

How do I create workflows to manage work of different team members?

You can define Smart Lanes based on team members in your project. The board will display horizontal swim-lanes for each of the team member. Read more..

Can I create smart lanes for team members without the smart lane logic?

Yes, you can. It is possible to disable the Smart Lane and just create lanes which have Team Member names as labels and not smart logic, in which you’ll be able to add any card in any lane and will be on individual interpretation of which card is in which lane. You can freely move the card across lanes, which does not reassign the card owner.

How do I create workflows to manage work based on ad-hoc categorization?

You can define Smart Lanes based on Custom Labels to manage work for different groups not attached to any card attribute. For example, you may want to create Smart Lanes for different customers, or departments in your project such as Marketing or Support. Read more on how to define Smart Lanes for ad-hoc groups.

Can I move cards across lanes?

You can move cards across lanes for Smart Lanes defined based on card attributes (CoS, Priority, Size), team members, and custom labels. Read more on card movement for configured Smart Lanes.

How can I move a lane to the left or right of a lane?

You can move a lane to the left or right of a lane by navigating to the Board Designer and clicking the Move Left or Move Right icon in the Configure Lane toolbar. If there are ‘live’ cards in that lane on the board, those will also move along with. Read more..

How can I add a lane to the left or right of a lane?

You can add a lane to the left or right of a lane by navigating to the Board Designer and clicking the Add to left or Add to right icon in the Configure Lane toolbar. Read more..

Can I delete or unsplit a lane having cards?

You cannot delete a lane having cards on the board. However, if the lane is divided into child lanes and the child lane has live cards on the board, you can delete the child lane. The cards will be moved to the previous child lane. Read more..

How do I split lanes horizontally or vertically?

You can split a lane horizontally/vertically by navigating to the Board Designer and clicking the Horizontal Split/Vertical Split icon in the Configure Lane toolbar. Read more..

How do I set the WIP limit for a lane?

To define a WIP limit for a lane, navigate to the Board Designer, and click the Configure lane icon for the required lane. In the WIP limit, enter the required value. Read more..
 

Cards

 

How do I add a new card to the Board?

You can add a new card by clicking the Add Card button on the toolbar. Select New card and enter the details. The card will be placed in the ‘Ready’ or whatever is the first lane in your queue.

How do I pull a card from the Backlog/Archive onto the Kanban Board?

If you have created a work item in the backlog and want to pull it on the board, click the Add Card icon, and then click the Search and add from Backlog option. To pull an archived card, click the Search and add from Archive option. Next, click the Add to Board icon for the item in the list. The item is placed as a ‘live’ card on the board.

How can I move cards on the Kanban Board?

To move a card, you simply click, drag the card, and release it in the appropriate lane. The lane where the card remains will represent the status of the card until you move it.

I want to discontinue work on a card. What can I do?

If a card is placed on the board and you want to discontinue work on it, you can move the card to the backlog. Click the Move to Backlog icon on the card and the card will disappear from the board but will remain in the backlog. You can pull it on the board whenever required.

How can I add tasks to a user story card?

You can add tasks i.e. To-Dos if you want to apportion work on a user story. Click the Tasks icon on the card, and then click the Add button. Enter details and update as the task progresses. The Applicable Queue indicates the lane at which the task is added and remains valid for that lane.

I have finished work and the card has reached the last lane in the workflow. What can I do with the card?

You can archive the card. Click the Archive icon on the card. The card disappears from the board. Later if you want to view the card details, you can search it from its List view.

You can archive a card from any lane on the board.

How do I view only specific cards on the Kanban Board?

You can use the Board Filter to view cards based on priority such as Critical or Medium. Similarly, you can filter the board to view cards owned by specific resources, size, CoS, or card types such as Defect, or a user story.

How do I check a card history on the Kanban Board?

You can view the log available for a card displaying the movements and other details such as, Moved From-To, date, etc.  The latest three movements are displayed behind the card. You can also view all the movements happened for the card.  See Card Anatomy for more details.

How do I check the history of all the card movements on the Board?

The Activity log button is available on the toolbar of the Kanban Board. For ever action on a card, the log displays, Card ID, Card Type (User Story, Defect, or Issue), Name of the Card, Card Action (Movement, Blocked, Unblocked, etc.), and other details of the action. See Work Using the Kanban Board page for more details.

How do I expedite on a card?

You can expedite on a card by tagging it as ‘Expedite’ or setting up the priority as ‘Critical’.  Click the ID on the card to change the ‘Class of Service’ to ‘Expedite’ or change the priority. It will be easier to identify the card to be taken up  and you can get working on it.


How do I claim a card?

You can just double-click the card and select your name in the Owner list. You now become the current owner of the card and start working on it.

Why is that when I pull a card. I am assigned as the owner?
This is because the board policy is set to automatically assign the card to one who pulls/moves it. If you unselect the Auto-Assign policy for your board (Kanban Board > Modify Process > Other Policies), it retains the original owner when the card is moved. The policy is based on the Kanban principle, i.e. work is pull based - a team member pulls work when he/she has the bandwidth to start doing it.

How do I add comments to a card?

On the card, click the Comments icon and add comments up to 4000 characters at a time. To reply to a comment, click the same icon. You can also add/reply a comment or view/track a comment from the comments section in the Detail view of the card by clicking on the card Id.

How do I attach files to a card?

You can attach files from the Detail view of the card. Click the card Id and in the Attachments section, click Add to browse the file, and then click Upload.

Why the color of cards does not change on the Kanban board and the legend when I change the color of the card type?
Ensure that you change the card type color in your project. Go to the Board Editor by clicking the Modify Process button on your project Kanban board. Click the Card Types icon on the toolbar. Double-click the color and select the new color for the card type.
 

 

Metrics


What metrics are available for understanding the process efficiency in a project?

For viewing the performance of your process or value stream, you can view the Cumulative Flow Diagram, Lead Time, and Cycle Time for a project. To view metrics to analyze the work efficiency i.e. what is the long-term trend for cards moving, waiting, or blocked, view the Work Time, Wait Time, and Blocked Time metrics. You can view Control Charts, Average Metrics, and Histograms. Read more on how to plot the charts for various metrics.

Where can I view the Control Charts for understanding the variation in process?

You can view variability of Cycle Time, Lead Time, Work Time, Wait time, and Blocked Time by navigating to the required metrics from the Metrics menu in your project and selecting Control Chart in the Filter options. Read more..

Where can I view the work efficiency for a single card?

The Work Time, Wait Time, and Blocked Time can be tracked for a card at every stage, from Backlog to the last lane. Click Flip Card on the card and after the card flips, click View All.

Where can I get a quick snapshot of cards currently worked upon by team members, the status of active cards, metrics, etc.?

You can navigate to Reports in your project, and view the Status by Team Member report. Define your criteria in the filter options to view for specific team members, card types, priority, period, etc. Read more..

Where can I get a quick snapshot of the progress of various cards, through various value-stream stages and their metrics?

You can navigate to Reports in your project, and view the Status by Card report. Define your criteria in the filter options to view for specific card types, priority, period, etc. Read more..
People

Only users with the Admin’ role can access the ‘People’ menu and can perform administrator-related tasks.

How do I create users in an enterprise?

The People menu on the top opens the List view. Click the Create button on the toolbar. Enter the details, select a role, enterprise, save the profile, and you are done. The user receives an invitation mail to access Swift Kanban.

How is the primary role different from a team member role?

Primary role is assigned to a user when a user is being created for accessing specific modules in the application, and thereby performs related tasks.

The team member role is the member’s role within the project so that role-related tasks can be carried out such as, changing the team member’s role or inviting a team member, incase of a ‘Manager’ role.