Kanban View in Salesforce – A Complete Guide

Salesforce is a powerful Customer Relationship Management (CRM) platform that helps businesses to streamline their sales and service processes. One of the key features that enhances user productivity and helps manage tasks efficiently is the Kanban view.

In this article, we will learn in detail about Kanban views in Salesforce, exploring its benefits, implementation and best practices.

What is Kanban View in Salesforce?

Kanban views in Salesforce provide a visual representation of records within an object, such as opportunities, leads or cases, as they advance through various stages within your sales or service workflows.

Records are shown as cards on a board, making it easy to change their status by dragging and dropping, ensuring smooth work management.

How to configure Kanban Views in Salesforce

Step 1: Navigate to App Launcher and Select an Object. In this blog, we will consider the Opportunity object as an example.

Step 2: From the “Display as” dropdown, select “Kanban”

Step 3: Click on the ⚙ icon and select Kanban settings. Here you can update the conditions for the previously created Kanban View.

In Kanban settings, It is important to note that to edit Kanban settings, “Edit on the associated list view” user permissions are needed.

Step 4: To Create a new Kanban View, click on the ⚙icon and select “New” under List view controls.

Step 5: Provide List view name and API Name. From the given options select which user will be able to see this newly created List view.

Step 6: Select “Add Filters” to refine the list of records visible to the user further.

Step 7: To customize the fields shown in the Kanban view for users, go to settings and choose the fields you want to display.

Benefits of Using Kanban Views in Salesforce

• Kanban views make it easy to see your data visually, helping you prioritize tasks, and track progress.
• Users can easily update records by dragging them between stages, reducing the need for navigating through different pages.
• In Salesforce, you have the flexibility to personalize Kanban views to fit your unique business operations. This includes setting up the stages, choosing colours and establishing criteria that align with your requirements.

Considerations While Using Kanban Views

• If the user doesn’t have edit access to a record, she cannot drag the cards into different Kanban columns.
• Records in the Kanban view cannot be grouped based on the Currency field of an object.
• When multiple currencies are used in your Salesforce org, Kanban views will display amounts in your personal currency. 
• Opportunity records cannot be grouped by the Forecast Category field.
• Closed Lost opportunities are not visible in Kanban views.
• When using a Kanban view for Knowledge articles, it’s important to note that you can exclusively group them by their owner; the option to group them by other standard knowledge fields is not supported.

Conclusion

Kanban views in Salesforce simplify sales and service tasks by visually organizing records.

When you use them and follow the right methods, you can work more efficiently, get better insights, and boost productivity in your Salesforce CRM.

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Frequently Asked Questions (FAQs)

1. What are the limitations of Kanban view in Salesforce?

The Kanban view in Salesforce, while highly beneficial for visual management of records, does have certain limitations. Firstly, users cannot drag and drop cards between columns if they lack edit access to those records. Additionally, the Kanban view does not support grouping records based on the Currency field. In organizations using multiple currencies, the amounts in the Kanban view are displayed in the user’s personal currency, which might not always be ideal for global teams. Another limitation is that Opportunity records cannot be grouped by the Forecast Category field. Also, ‘Closed Lost’ opportunities are not visible in the Kanban view. Lastly, when using Kanban view for Knowledge articles, grouping is limited to the owner of the articles; grouping by other standard knowledge fields is not supported.

2. Can you edit Kanban view in Salesforce?

Yes, you can edit the Kanban view in Salesforce. To do so, you need to have the necessary user permissions, specifically ‘Edit’ on the associated list view. Editing can be done by navigating to the object (like Opportunities), selecting ‘Kanban’ from the “Display as” dropdown, and then clicking on the gear icon (⚙) to access Kanban settings. Here, you can modify the conditions, stages, and fields displayed in the Kanban view. This flexibility allows users to tailor the Kanban view to better align with specific business processes and requirements.

3. How to change Kanban view in Salesforce?

To change the Kanban view in Salesforce, follow these steps:

• Go to the App Launcher and select the desired object (e.g., Opportunities).
• Choose ‘Kanban’ from the “Display as” dropdown menu.
• Click on the gear icon (⚙) and select ‘Kanban settings’ to modify existing views or ‘New’ under List view controls to create a new Kanban view.
• Provide a name for the new list view and set visibility options.
• Use ‘Add Filters’ to refine the records displayed in the Kanban view.
• Customize the fields shown in the Kanban cards by adjusting the settings.
• Save your changes to apply the new or updated Kanban view.