Customize cards

Cards

Cards adapt to your needs. A card can be a feature, a bug report, a contract to sign, a candidate to recruit… You decide which information it holds with fields, and you can have several kinds of cards with card types.

To change the structure of the cards, you need to be an administrator of the workspace.

Card hierarchy

A card can have sub-cards, and these sub-cards can have their own sub-cards. For example: a project card, with phases as sub-cards, and tasks as sub-cards of the phases. With card types, each level can have its own fields.

To show the sub-cards in a view, turn on Descendants in the Appearance menu.

To filter by level, use hlevel in a KQL filter:

• hlevel=1: the top cards,
• hlevel=2: their sub-cards,
• hlevel=3: the sub-cards of the sub-cards.

Automations can also use hlevel, for example to run only when a first-level sub-card is created.

Fields

A field holds one piece of information of the card: a date, a number, a person… A field has a name, a type and a position in the card.

New workspaces have a few fields, depending on their template. For example: Assignees, Due Date, Labels, Description and Attachments.

To show a field on the cards of a view, open the Appearance menu, then Displayed fields. To show the fields in your own order, turn them all off, then turn them on in the order that you want.

Field types

To add a field, open a card, hover a field, then click the + that appears next to it. Choose the type of the field:

• Assignees: the members who work on the card. They follow the card and get notifications.
• Checkbox: yes or no.
• Date: a date or a period, with or without time. Used by the calendar, timeline and Gantt views.
• Files: attached files, images and links.
• Formula: a value computed from the other fields. See The formula field.
• Labels: tags. A card can have several labels. You can group the cards by labels.
• Number: a number, for example an amount or story points. Charts can add up numbers.
• Relationships: links to other cards. See Link cards.
• Rich text: a long text with formatting.
• Select: one choice in a list, for example a priority.
• State: the steps of your workflow. See Group your cards.
• Text: a short text.
• Time: a duration in hours, minutes and seconds.

More types gives other fields:

• Automation Trigger Button: a button in the card that runs an automation.
• Email, Phone, Link: an email address, a phone number, a web address.
• Encrypted text field: a text that is stored encrypted.
• iFrame: a web page from another site, shown in the card.
• Indicators: a colored icon, for example a weather indicator for a project.
• Like/dislike button: members vote for the card.
• Location: an address, shown on a map. Used by the map view.
• Lookup: a value of the related cards. See Lookup field.
• Members: members of the workspace, the team or the organization. Unlike Assignees, they get no notifications.
• Milestone: dated milestones, for example sprints.
• Percentage: a progress bar.
• Size: S, M, L or XL, for example to estimate a task.
• External data source: values that come from another application.
• Separator, Header, Empty space: they organize the layout of the card and hold no value.

If the assistant is turned on in your organization, an AI Formula field can also compute a value with AI.

The formula field

A Formula field computes its value from the other fields of the card. For example:

• a total, a score or an amount,
• a date from another date and a delay,
• a simple status, computed from other values.

Good to know:

• A formula field only reads the fields of its own card.
• To copy a value between a card and its sub-cards, use an automation.
• The result of a formula is often text. To use it in another calculation, use as_number() or as_date().

To learn how to write formulas, see KQL - Formula field.

Change a field

Hover the field in a card, then click the button that appears above it. The menu gives:

• Rename.
• Customise appearance: the background color, the text color, the size of the name and the border of the field.
• Options: the description of the field and the options of its type (for example the reminder of a date field).
• Permissions: which roles can change the field.
• Delete this field in … cards.

In the Options, two settings exist for all fields:

• Contains personally identifiable information: Kantree includes the field in personal data reports. See GDPR.
• Hide this field from AI features: the assistant does not read the field.

You cannot change the type of a field. Create a new field, copy the values (for example with an export and an import), then delete the old field.

Link cards

Relationship field

A Relationships field links a card to other cards, in the same workspace or in another one. See Link cards.

Lookup field

A Lookup field shows a field of the related cards, for example the due date of a parent project. See Lookup field.

Organize the fields of the card

Add fields

Hover a field in a card, then click the + next to it. The new field is created at this position.

The new field is available for all the cards of the workspace. If the card has a card type, the field is added to this type only, unless you choose otherwise in the menu.

Move a field

Drag the field by its name to another place in the card.

Delete a field

Hover the field, click the button above it, then Delete this field in … cards.

Card layout

In the settings of the workspace, the Appearance tab lets you choose the Card layout:

• Sidebar (default): the comments and activities are next to the fields.
• Classic: the activities are in a tab, and some fields are in a sidebar.

Field permissions

You can choose which roles can change a field. Hover the field, click the button above it, then Permissions. Default roles cannot be changed: create custom roles to use this feature. See Roles and permissions.

Color the cards

Colors help you see at once which cards need attention.

• One card: right-click it, then choose a color at the top of the menu.
• Rules: open the Appearance menu, then Conditional formatting, then Add rule. Choose which cards to color (all cards, cards matching a filter…) and which color (a fixed color, or the color of a labels field). The rules apply to all the views of the workspace.

When several rules match a card, the first rule wins. Drag the rules to change their order.

Automations can also color cards, with the Set card color action.

Card templates

A card template is a card with prefilled fields and sub-cards. Use it for the cards that you create often, for example a “New employee” card with its onboarding tasks.

To create a template:

• right-click a card, then Save as template,
• or open the settings of the workspace, then Card templates, then Add card template.

To create a card from a template, click the + at the top right of the screen, then Card, then choose the template.

To copy only the sub-cards of a template into a card, right-click the card, then Copy sub-cards from template.

Automations can also use templates, with the Create a card and Create a sub-card actions.

Card templates and card types are different: a template gives values, a type gives fields. You can use both on the same card.

Card types

A workspace can hold different kinds of cards. For example, in product management, a card can be a feature or a bug. Card types give each kind its own fields, color and icon.

A card with a type has the fields of the workspace and the fields of its type.

Create a card type

• Open a card, click No type at the top of the card, then enter the name of the new type. The card takes this type at once.
• Or open the settings of the workspace, then Data model, then Create in Card types of this workspace.

In Data model, you can also choose the Default type for new cards.

Change a card type

In Data model, click the type to change:

• its name, its Icon and its Background color: all the cards of this type use them,
• its fields,
• in the advanced options, the Default type for sub-cards. For example, the sub-cards of a “Meeting” card can be “Task” cards.

Add fields to a card type

When you add a field to a card that has a type, the field is added to the type: only the cards of this type have it. A label above the name of the field tells if it belongs to a type or to all the cards.

Move fields between types

Hover the field, click the button above it, then choose where the field is available: for all the cards of the workspace, or for one card type. The values of the field are kept.

Organization fields

Organization administrators can create fields for all the workspaces of the organization: open the settings of the organization, then Card types, then Edit organization fields.

In each workspace, turn them on or off in Data model, with Include fields shared by all workspaces.

Card types can also be shared with all the workspaces of the organization, from the same Card types tab. Each workspace then turns on the types that it needs in Data model.

Fields from external services

Some integrations, such as GitHub, add fields to your cards. These fields appear at the end of the card. See Integrations.