Learning Objectives:

After completing this module you should be able to _____.

  • build and save a custom work view which allows you to assess team-member capacity.
  • build and save a custom work view which allows you to view the status of work items in real time, avoiding bottlenecks and tasks falling through the cracks.

Product Feature Keywords:


WATCH

Explore just a handful of the ways you can customize your work views.

ACTIVITY

View how work is moving through the firm and balance the load using the Kanban view and work statuses.

Step-by-step directions:

  • From the main menu, go to Settings > Workflow.
  • From the list, ensure you have the various customer work statuses you want to use to track your work as it moves through your production system. Most firms use several statuses in "In Progress" like Kickoff / Setup, Prep, Process, Review & Advise, Assemble & File, and Follow-up.
  • Go to the Work Types tab at top of screen. Ensure the various types of work are represented here. For instance, your internal projects might have a work type named "Internal".
  • With the work types defined, choose one. Review the work statuses that apply to that given work type.
  • Go to the main menu and choose "Work". Remove any and all filters.
  • Select "Add Filter" and choose a work type.
  • Select the 3 button slider menu on the right. From "Columns", choose "Status" and select outside of the white box. Karbon will reconfigure the Kanban view to show all filtered data by statuses. If you want to eliminate blank columns, go to the 3 button slider menu and toggle off the "Display empty columns" option.
  • With work of given type displayed by its statuses, you can now see how work is flowing through your production system. Feel free to adjust as needed by dragging and dropping a work item from one status to another.



ACTIVITY

Create a saved view for all work for a specific team (or work group).

Step-by-step directions:

  • This task requires that a team is already setup in Settings. If not done so already, read this support article: Adding and managing teams.
  • Go to "Work". If needed, clear out any filters by clicking the "X" in the pre-existing filter.
  • Select "Add Filter" and choose "Assignee". Type the team name in the Assignee box and choose "Apply".
  • Click the display button (3 slider image on the right next to the download cloud image).
  • Change the "Columns" to "Assignee" and click outside the white box (to refresh).
  • At this point, the team work report should be as you prefer. From the top right, click the down arrow (next to Save View) and choose "Save as New". Provide the Work View a name and click enter.
  • Now, whenever you want to review this report, click the down arrow next to "All work" and choose the report to see a summary of all work for a team by staff member. You can also narrow this further by adding another filter to show only by Work Type.

ACTIVITY

Review the status of to-dos that you had assigned to a specific team member.

Step-by-step directions:

  • Navigate to your to-do list.
  • Add a filter to select emails and notes.
  • Add another filter to select all statuses.
  • Click on "My To-do list" and select "To-do's assigned by me".
  • Click on your sorting button to view items by "Assignee".
  • Expand a colleague's area to see what he/she has completed and what's to be completed.



ACTIVITY

Need to see how work is progressing at a glance? Leverage due dates, assignee and naming conventions to get the skinny on client & internal work.

Step-by-step directions:

  • This task requires that some work exist in Karbon. If not done so already, read this support article: Create work.
  • Go to "Work". If needed, clear out any filters by clicking the "X" in the pre-existing filter.
  • Select "Add Filter" and choose "Assignee". Type your name in the Assignee box and choose "Apply". If you want, you can use the Save View button on the right side of the banner to create a work view called "My Work".
  • In addition, add additional filters that makes sense. For instance, perhaps you want to view only "Internal" projects. Choose "Add Filter", select "Work Type" and choose the "Internal" work type.
  • Next, click the display button (3 slider image on the right next to the download cloud image) and click the drop-down under "Columns".
  • Choose an option like "Due Date", "Client", or "Status" and click outside the white input area. You will now see your work display from left to right based on the sorting criteria chosen. Try a view different Column sort options to understand what makes the most sense to you.
  • Once you find a view that is right for you, from the top right, click the down arrow (next to Save View) and choose "Save as New". Provide the Work View a name and click enter.
  • Now, whenever you want to review this report, click the down arrow next to "All work" and choose the report to see a summary of all work for a team by staff member. You can also narrow this further by adding another filter to show only by Work Type.



ACTIVITY

Make work less work. Use work types and work statuses to help you filter and narrow down on your team's activities.

Step-by-step directions:

  • Use this custom workflow matrix to visualize how you want to setup Karbon using Settings.
  • Go to Settings > Workflow to edit your statuses.
  • Go to Settings >Workflow > Work types tab to add or delete types.
  • Customize your work types using applicable custom statuses.
  • Go to your Kanban board by clicking on work from the main menu.
  • At the top, click to view "All Work" and then click Add Filter > Work type.
  • Select a couple of work types and click Apply.
  • Click to Add Filter again. This time choose "Status" > Select a few statuses and apply.
  • Click the sorting option to view columns by Due Date, Assignee or Start date.



ACTIVITY

Team member on vacation or sick? Use the kanban view in Work to move the work to someone else to manage.

Step-by-step directions:

  • On your work view, click to view All Work.
  • Click Add Filter > Due date > Select "Due this week" and mark the box to include overdue work. Note: You can also do a secondary look up to Filter by Start date.
  • Click on the Sorting button to view columns by Assignee and ensure you are viewing work in Kanban mode.
  • Drag and Drop work cards from one column to another. Note: updating the work item is not going to update all work scheduled work (future work on the schedule).
  • Once work has been reallocating, the person who was assigned the work will receive a notification in their Triage letting them know that these work items have been assigned to them.



ACTIVITY

Use multiple filters to create a saved view of work that is all work that is in waiting on client with a due date of the next 30 days.

Step-by-step directions:

  • Go to "Work". If needed, clear out any filters by clicking the "X" in the pre-existing filter.
  • Select "Add Filter" and choose "Status".
  • Select "Waiting for client".
  • Click "Add Filter" again and select "Due Date".
  • Click the display button (3 slider image on the right next to the download cloud image).
  • Change the "Columns" to "Assignee" and click outside the white box (to refresh).
  • At this point, the Waiting for client work report should be as you prefer. From the top right, click the down arrow (next to Save View) and choose "Save as New". Provide the Work View a name (like "Waiting for client") and click enter.
  • Now, whenever you want to review this report, click the down arrow next to "All work" and choose the report ("Waiting for client") to see a summary of those clients you are waiting on by staff member.



ACTIVITY

How to handle churn clients.

Step-by-step directions:

We recommend using contact types to separate your churned clients from your active clients. With deleting contacts, you will lose all that historical information (work that has been done for that client, emails that have been sent to or received from that client. Instead, follow our recommended approach below.

  • Go to Settings off the main menu and select Contact types. (Note: Settings is only visible to users who have been assigned the Admin role. If you don't see Settings in your account, contact your manager or administrator).
  • Create a contact type called "Inactive", "Churned", or other.
  • Navigate to the contact you need to update.
  • Delete any repeating schedules of work and any work that is not on a repeating schedule.
  • Notify others on the team that need to be made aware by @ mentioning them on a note on the contact timeline.



ACTIVITY

Review your firm's Insights and toggle between open, completed and overdue work for your colleagues.

Step-by-step directions:

  • Click on Insights off the main menu
  • Select the time period you want to see using the drop down in the upper right corner
  • Choose "This Month", "Last Month", or other
  • Hover your mouse over the bullet points to get more information on the timeline of completed work or work due
  • Click each tab for the Colleague Leaderboard chart and the Client leaderboard chart



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