Track the progression of work, manage capacity and use customizable workflows to optimize everything across your company. Find your preferred way of viewing the workload for your entire practice, filter down to what's most important for you to see and then save the work views that you use the most for quick and convenient access in the future!
Selecting Work from the Main Menu will display all work items throughout your firm, you can use the filtering and sorting features to get to your desired work view.
Navigate to your Main Menu of Karbon to see the 'Work' section, by clicking there you will be taken to the main Work View.
From here, you can view specific work items by clicking on the piece of work title. This will open a work overlay.
You can choose between two modes to view your work. The default mode, which is the Kanban board or the List mode, is similar to an excel spreadsheet. You can choose your mode from the sorting slider icon in the top right.
Your Kanban board organizes your work items in easy-to-manage columns, giving you a birds-eye view of your overall workflow.
Note: This video was created prior to the release of the Time & Budgets feature which means some of the screens look different today. The core functionality described in the video has not changed.
Your Kanban board lets you optimize your company's entire workflow management on a single screen. Each work item is represented on an individual card.
Sorting your Work View
Using the sorting slider menu, you can select what columns you would like to sort your work by.
Your options include:
Due date: columns represent a time period to indicate when work items are due
Columns represent a time period in the past to indicate when work items were completed
Columns represent a different person, showing the work assigned to them
Columns represent a different workflow status to show where everything stands across your firm
Columns represent a time period to indicate when work items are scheduled to begin
This is only available when using a client group filter. This is because sorting by every client would likely span a large number of columns, and not be very useful.
As a workaround, you can add a filter by Client. You can select multiple clients and then view your work in List mode. Or export your work and manipulate the data in a spreadsheet. Columns represent the client the work item is for. In this view, the drag & drop functionality of your Kanban board is not supported
Related client group
Columns represent the related client group. In this view, the drag & drop functionality of your Kanban board is not supported
This will let you visualize your work from whatever point of view is most relevant, and move items between categories.
Karbon prioritizes your Kanban board in different ways, depending on the view you're sorting by. If you're viewing work by Status, Karbon sorts the cards within a column by the Due Date (ascending). This is the same for the following views: Assignee, Client, Due Date, and Related Client Group.
For the Completed Date view, columns are sorted by Completed Date, in descending order. Whereas for the Start Date view, columns are sorted by Start Date, in ascending order.
In all views, if there are Kanban cards that have the same sorting attribute (eg. the same due date), they will be displayed by the title of the work item in ascending order. If they are still matching, work items will be sorted by a unique key recorded for every Karbon work item.
Best Practice Tip: When you use work filters on your Kanban board, you may find it useful to turn off your empty columns. This will remove all empty and none important columns from your view.
Each work item is displayed on an individual card under the applicable column. You can choose what information is displayed on each card from the sorting slider.
These cards display the following information:
If you require more information you can click on the work card which will bring up a detailed summary of that work item called the work overlay. The work overlay is a module that provides a more detailed summary of the work item.
This overlay will give information such as any pinned notes, the last completed task, how the work item is progressing (including how much budget you have used), and the list of your tasks. You can expect to see the following parts in a work overlay:
Assignee of the work item
Pinned notes within the work item
Last completed task
How the work item is progressing as well as how much of the budget has been used (hover over the bar)
List of your tasks
Next tasks (for work assignee)
If you need more information, you can either click through to the full work item or click on an individual task, which will take you to the expanded task on the work item.
You can choose List mode from the sorting slider icon in the top right corner.
Your list view displays your work items in a similar manner to an Excel spreadsheet - displaying your jobs with some critical information in separate columns.
If you don't want to view all of the columns, you can choose to show or hide them from the sorting slider menu in the top-right corner.
Just like a spreadsheet, you can sort your work list view by clicking on any of your column titles. Clicking the column title once will display the work items in ascending order based on that column. Clicking again will display in descending order.
Moving Work on your Kanban
You can adjust priorities in real-time by moving cards from one column to another on the Kanban board. This option is only available in the Kanban mode.
This allows you to quickly change the status of Work, who it is assigned to, the start date, or the due date. You can do this by clicking on a card and dragging it into the column you want it to move to.
The relevant details of that Work will instantly be updated to reflect the change you have made.
Some changes you make will impact other details of that piece of work. If this is going to happen, you’ll be notified by a pop-up window with options. Here are some examples of when this might occur.
When sorting by start date, if you move a card to this week, you will be able to choose which day of the week the Work will begin.
If you move a card to ‘Completed’, you will have the option to mark all Tasks in that piece of work as completed too.
If you move Work to a different start date, you will be given the option to change the due dates and Task dates by the same length of time.
Filtering your Work items
You can use work filters to choose exactly what work items you view, so you are only seeing what needs your attention. You are able to add filters on both the Kanban and the List mode.
Simply click 'Add Filter' and choose from the list of filters. Choose the criteria for the work items you want to view and add several filters to drill down to what's most important.
As you add more filters, you will create a view that hones in and shows you only the work items on your Kanban board that are relevant to you.
Your filter options include:
Assignee: work items assigned to a colleague/s or team member/s
Budget size: customizable range representing either hours or amount
Items where the % of budget used is above or below a customizable threshold
Fee Type: items marked as a fixed fee, time & materials or non-billable
% of the total number of tasks in the work item above or below a customizable % threshold
Work items that the colleagues you select (or teams of colleagues) are involved in
Client owner: work items where your specified colleague/s are the client owner
Work items where your specified colleague/s are the client manager
Client: work items for chosen clients
Client group: work items for client groups and their members
Client - Contact Type
Work items where the clients have one of your chosen contact types
Client - Fiscal Year End: work for clients with the selected fiscal year-end month/s
Status: work items that are currently in the status/es you select
Work type: work items of the work type/s you select
Start date: work items due to start in your specified period
Due date: work items that are due in your specified period
Completed date: work items that were completed in your chosen time period
Planned week: the week the work item is planned to appear in My Week
Repeat Frequency: work items that repeat by a chosen frequency
Note: The work filters are organized by the data that supports them. If you would like to leverage more powerful filtering, be sure to add that associated data. That data includes:
Colleagues: Assignee and Colleagues involved
Time & Budgets: Budget size, Budget used, Fee type, and Task completion
Contacts: Client owner, Client manager, Client, Client group, Client - Contact type, Client - Fiscal year-end
Work / Workflow: Status, Work type, and Repeat frequency
Dates: Start, Due, Completion dates and Planned week
Viewing work for a client group
Work-related to a client group will include any work items that have been created with the client group as the client or any work items for members of that client group. You can view these work items in a range of ways.
Viewing related work on the client group page
The Work tab of the client group page lists all work items that have been created for the client group, or work created for members with the client group added as well.
Sorting work by client group on your Kanban board
You can sort your Kanban board so that work items are categorized into the client group they are related to.
Use work filters to only display work related to chosen client groups
You can add a work filter to your work view and only view work items related to a chosen client group/s.
When you filter to see work relating to a specific client, you will be able to sort your Kanban board by client. This will sort your work items into a different column for each contact it is for.
The drag & drop capabilities of your Kanban board are not supported for this view.
Sorting work by client group in work list mode
When you are displaying your work in list mode, you will see a column for Related client group.
Saving a Work View
If you create a view in Work that you know you will want to come back to again, you can add it to your list of saved views. The saved view you save will remember the mode you are viewing (List or Kanban), any filters you have applied, and the columns that you are showing or sorting by.
When you have created your view, click on 'Save as New' in the top right corner. You'll then have the option to choose a name for your view so that you can jump to it quickly in the future.
Editing your saved work views
When you open a saved work view, you can add or remove filters, or make other changes to it. You will then have the option to update your saved view to reflect these changes, by clicking on 'Save View'.
Best Practice Tip: If you want to make sure you do not override a work view you already have, click the options menu '...' and 'Save as New' instead of 'Save View'. You will then be able to save the current view as a new view instead of overriding the previous view.
You are also able to rename, revert or delete a saved view. Reverting will take away all additional filters except the ones the view was originally saved with.
Reorder Work views
If there are work views that take priority over others, you can reorder your saved work views when viewing work in the Kanban board or list view.
Scroll down to the bottom of your saved views list and click ‘Edit Saved Views’. You will then be taken to a list of your work views and here you can drag and drop them to reorder them.
Sharing a work view
When you've created a work view in Karbon that you'd like to share with your team, save that view as a unique dashboard and share your saved views with your colleagues. Head to the options menu '...' and select 'Share'.
You'll be presented with a unique URL that can then be used as a shareable link with your team.
You can then share this URL with your colleagues, they will have access to the exact same view you have created. Because it’s your view, your colleagues won't be able to adjust the filters or sorting criteria themselves.
If they want to make adjustments or be able to refer back to this dashboard again in the future, they will need to save their own version of it using the 'Save as New' button.
Exporting & Downloading Work
You can download a spreadsheet of all your firm's work items in Karbon.
Work can be exported from your Work page by selecting the cloud icon, then selecting either 'All Work In This View' or 'Repeating Work Schedules' to export. Karbon will then download a spreadsheet with your data.
If you have applied any work filters to your view, only the work items that apply to these filters will be exported.
Note: The ability to export data out of Karbon is available for users with Admin access. If you don't see the cloud, contact your manager or firm owner to change your rights or export the data for you.