Workspace

Projects, tasks and whiteboards for running the business itself: renewals, filings, hires, launches. Each project keeps its tasks, notes, links and files in one place, Workspace → My work shows everything on your plate by when it's due, and Workspace → Boards is where you think things through.

Workspace is switched on per store by Kaniva. If you don't see Workspace in the sidebar, it isn't on for your store yet.

My work

Workspace → My work lists the open tasks assigned to you, plus tasks you made without giving them to anyone, grouped as Overdue, Today, This week, Later and No date. Tasks you finished in the last week are at the bottom.

• Type in Add a task… and click Add task. It is assigned to you unless you pick someone else, and can go in a project
• Tick the box to mark a task done; tick it again to reopen it
• Click Edit under a task to change its date, who it's assigned to, its priority, its project or how often it repeats

CRM tasks assigned to you show here too: Workspace tasks and CRM tasks are the same list, so a task shows on the calendar and sends its reminder email either way.

Repeating tasks

Set Repeats on a task (every 1 month, every 3 months, every year…) for things that come round again: sales tax, payroll, insurance, the monthly bookkeeping close. When you tick it done, the next one is made for you, due on the same schedule. A task ticked off late comes back on its next date, not as a pile of overdue copies, and a reminder moves with it.

Projects

Workspace → Projects lists your open projects. Use the tabs for Done, Archived and All, and Board view to see projects in columns by status (drag a card to another column, or use its menu, to move it).

Click New project, give it a name, and choose:

• Status: Planning, Active, On hold, Done or Cancelled
• Due date and Owner
• Who can see it (below)

On a project's page:

• Tasks: add the steps; drag open tasks into order; finished ones fold into Done
• Notes: background in plain text or Markdown. Start a line with - [ ] for a checklist item
• Links: attach an order, product, customer contact, company, deal, ticket or work order, or any web address. Linked records show their current name and status and open in one click
• Files: policies, quotes, contracts, photos (up to 20 MB each)
• History: who did what, and when

Edit project changes the details. Archive a project to take it off the open list and keep everything; delete it to remove it with its tasks, notes, links and files.

Boards

Workspace → Boards holds your whiteboards. Click New board, name it, and choose who can see it (Team or Private, as for projects). A board can belong to a project: notes you turn into tasks then go into that project, and the project's page lists its boards.

On a board:

• Note: a sticky note. Double-click anywhere on the board for a new one, and double-click a note to write on it
• Text: a heading or label, with no background
• Frame: a labelled area for grouping. Moving a frame moves everything inside it
• Arrow: drag from one thing to another. Click an arrow to give it a label, turn it round or delete it
• Card: pick a project, task, order, product, contact, company, deal, ticket or work order. A card shows the record as it is now (a project's progress, whether a task is done or overdue) and double-clicking it opens the record

Click something to select it: the panel on the right changes its color, brings it to the front or deletes it. For a note, Make it a task and Make it a project turn it into a real task (assigned to you) or project, and the note becomes that record's card. A task card has Mark task done.

Move around by dragging the empty background or scrolling; hold Ctrl (⌘ on a Mac) and scroll to zoom, or use −, + and Fit. Keys: V select, N note, T text, F frame, A arrow, C card, Delete to remove, 0 to fit.

The board saves as you go. If someone else changed the same board while you were working, Kaniva tells you instead of overwriting their work, and Show their version loads it. A card for a private project or task shows as Not available to people who can't see it.

On a phone, a board shows as a list: each frame with what's inside it.

Flowcharts: map a process, then run it

Use a board to draw how something is done (receiving a shipment, a warranty claim, the month-end close), then turn it into a checklist each time you do it.

1. Start
   Pick Start and click on the board
2. 1
   Click Add next step and write the step
3. ?

   Does the process branch here?
   Yes

   1. Change the shape to Decision, write the question
   2. Click Add Yes branch and Add No branch

   No

   1. Keep adding steps
4. 2
   Finish with an End shape
5. 3
   Select the Start shape and click Start this process
6. Done
   Answer the questions and click Create project

• Start, Step, Decision and End are in the toolbar under Flow (S for a step, D for a decision). Write on a shape like a note
• The first arrow out of a decision is labelled Yes and the second No; click an arrow to rename it
• Shape in the side panel changes a shape's kind
• A step can link to a record (Link a record…) or a web page (paste its address). The link shows under the step and goes with the task when the process runs

Start this process walks the flowchart from the Start shape. At each decision it asks the question; when you've answered, it shows the steps on your path and makes a project with one task per step, in order. The project's notes record your answers, and it links back to the board and to any records the steps point at. If a branch goes back to an earlier step (a loop), the checklist stops there and the notes say so. A process run from a private board makes a private project for the board's members.

Who can see a project or board

• Team: every owner, admin and staff member of the store
• Private: only its members, plus the store owner. A store admin who isn't a member doesn't see it either

A private project's tasks are hidden everywhere else too: Customers & CRM → Tasks, the CRM overview, the calendar and the sidebar counts.

The project's owner, the store owner, or a store admin who can see the project can change who sees it, change its members, archive it or delete it. Anyone who can see a project can add and tick tasks, write notes, and add links and files.

When you give a task in a private project to someone who isn't a member, Kaniva adds them to the project so they can see their task, and tells you it did. The project's owner, and anyone with an open task in it, always stay members.

Notifications

When someone gives you a task, you get a push notification on the devices where you turned on the bell (see Push Notifications). A task's reminder time sends a reminder email to the person it's assigned to.