Creating Kanban Views
Kanban view is a card-based view that displays the data in an organized manner for better comprehension. For example, you can segregate the leads based on their status or categorize the sales depending on different stages. This sort of information gives better insights about the potential bottlenecks and lets you fix them effectively.
Below is an instance, where the leads are listed down based on their current state along with their probable revenues. The information is displayed in two ways: List View and Kanban View.
In comparison to List View, where all the records are listed one after the other, a Kanban view segregates your data based upon the lead status giving a clearer picture. You can also view the aggregate revenue under each status. You can create such kanban views for all modules except Socials, and Visits.
Note: The following modules do not have the customizable option:
- Social
- Visits
You can create a Kanban view for any module. To create a Kanban view you have to enter the following details:
- Kanban View name - You can enter any name for the Kanban view created, for example, "Lead Details".
- Categorize by - Select the category in which you want to segregate the data, for example "Lead Status".
- Aggregate by - Select a currency for which you want the aggregated value. For example "Expected revenue, cost per conversion, cost per click etc. ". A summed up value for each category will be displayed.
Note: This field is not mandatory. The user can configure them according to their usage. The supported fields are integer, decimal, currency, formula, rollup summary.- Select Fields - Select the fields that you want to view within each record.
- Header style - Choose mono color or random colors for the headers.
You can create multiple Kanban views per module (which will vary depending on the edition).
Users will have the ability to save multiple Kanban views, each with a different 'Categorize By' field. This will help streamline the user experience, making it more convenient and less laborious for users who regularly utilize the Kanban view.
For instance, a user at an events company wants to track their events by multiple statuses.
Categories | Headers |
Event Promotions Status | Event Promotions Status Event Websites Facebook Event Social Media Groups Influencer Marketing Landing Page Launch Event Hashtags Announcement Email Early Bird Discounts and Perks |
Logistic Status | Venue Transportation Contingency Plan Planning Timeline Event Goals Technology Warehousing Attendee Transportation Budget Catering Signage Staff Theme Communication Strategy |
| Venue Booking Status | Event Requirement Event Budget Attendee Number Location Possible Event Venues Confirm with Company Book |
Within the Deals module:
Category | Details |
Business Scale | Large Scale Small Scale |
Customer Source | Advertisement Referral Partner |
Stage | Qualification Needs Analysis Value Proposition |
Reason for Loss | Price Unqualified Customer Wrong Target |
Or in another instance, a company's
Event Promo status is Published
Venue Booking status is Still Hunting, and
Organizers' Tickets status is Under Process.
The user therefore needs a separate Kanban view for each of the above fields and they can view their records based on the field they use to sort them.
Event Promo status is Published
Venue Booking status is Still Hunting, and
Organizers' Tickets status is Under Process.
The user therefore needs a separate Kanban view for each of the above fields and they can view their records based on the field they use to sort them.
Below is a kanban view for the Leads module, here the records are arranged into columns and each lead displays a few related information. The leads are categorized based on three different statuses: attempted to contact, contact in future and contacted. Further, you can view the fields like, industry and annual revenue of each of the leads. The aggregated revenue from the leads is displayed at the top of the respective columns.
Availability
Permission Required
Users with the Module Customization permission can access this feature.
Users with the Module Customization permission can access this feature.
Create a Kanban View
Creating a Kanban view will give you precise information about all the records at one click. You can create a Kanban view for all the modules except activities, visits and finances.
To create Kanban view
- In Zoho CRM, go to a Module.
- In the Module page, click the Kanban View icon.
- In the Kanban View Settings pop-up, fill the following details:
a) Kanban View Name
b) Categorized By
c) Aggregate By
d) Select Fields - Click Save.
Manage Kanban View
Given that you can create multiple views per module, you can also manage and delete views based on your requirement. Managing views would mean that you can reorder the Kanban views based on your individual preference.
Given that you can create multiple views per module, you can also manage and delete views based on your requirement. Managing views would mean that you can reorder the Kanban views based on your individual preference.
Re-ordering is user specific. If User A reorders their list views as 1-2-3, it will not affect User B's view. They can re-order it to 2-1-3.
To identify who created/modified the view and when it was modified, you can hover over the view.
Manage Permission is provided to restrict a profile from Creating/Deleting or Modifying a Kanban View.
Edit Kanban Settings
After you create Kanban view for a module, you can either add or delete the information based on your requirement.
To edit the Kanban settings
- In the Modules page, click Kanban View Settings.
- In the pop-up, edit the details.
- Click Save.
Note
- The Kanban view settings option is enabled only if the picklist fields are available in the selected module.
Working with Kanban View
In addition to viewing the record details in an organized manner you can perform several other operations from the Kanban view. Let us take a look at each of them:
- Drag and Drop - You can drag and drop a record from one column to another based on the requirement. For instance, a lead listed under "attempted to contact" has declined the present offer and you want to keep them in pipeline for future reference. So, instead of editing the record and changing the status you can simply drag and drop the record to the desired column to automatically change the status. Also, the aggregated value of the respective column will get updated.
- Expand and Collapse - You can now expand and collapse each stage within your view. Besides, you can also drag and drop cards to collapsed stages.
A button to create stage specific records is also provided on the footer of each stage
. The current view's layout/pipeline and stage detail will be populated in the record creation page.
Accessibility support has also been given so that users can share their views with the following options:
* Only me
* Everyone
* Selected users
* Only me
* Everyone
* Selected users
Note. If you have territories within your organization, territories with subordinates will be displayed in the drop down.
You can create a Kanban View with picklists containing over 75 options. However, the system will throw an alert stating that only the initial 75 options of the picklist will be categorized.
- Mass Operations - You can send mass emails, create tasks, create macros and so on. From the More Actions icon, you can change owner, mass update a field, mass convert the leads or delete leads.
- Select a Layout - A user can select a layout in which they want to view the module.
- Select a Pipeline - A user can select a pipeline in which they want to view the stage picklist.
Notes:
The applied layout and pipeline will be persisted user-specifically for the respective Kanban View.
The applied layout and pipeline will be persisted user-specifically for the respective Kanban View.
The pipeline dropdown will be available only in the Deals module when the Kanban View is categorized by stage.
- Sort Records - A user can sort the records based on the fields they want to view like company, first name, last name, lead owner and so on.
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