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Knowing how to find specific data from your complex processes and workflows is an important skill in today’s Agile age. This article will help you to search smarter, so you can find the information you need — even in the most challenging situations.


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The most common scenario is the “keyword” search use-case. Located at the Kanbanize banner menu in the interface is the advanced search panel. Using this input field, you could easily search through all projects and boards for tasks matching your searched string. By default, the keyword search will look into the tasks Assignee, ID and Title.

The result is shown in a table view with graphical elements for faster and visual perception. Using the visualization options, you can also choose to visualize some of the data from your search in a Pie graph or Bar graph.


The search goes by default through all task details, including description, subtasks, comments and so on. From the options menu at the bottom of your search panel you could configure the main search streams such as: only the currently existing tasks on the boards, through the archived ones and/or searching into the subtasks details.

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In many cases, that search outcome might lead to showing too many cards. You could sort them out by just clicking on the title of the desired field and changing the order as you like. Sorting by tasks IDs would mean that chronologically the newest tasks should be at the top. 

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Sometimes sorting the result is enough to find the required information, but, in some cases, refined search criteria are required.

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Here is where the true value of the refine criteria option in the Kanban search lies. The result we are searching for is not always a single type of entry. In many cases, the right information is a combination of tasks that match a pattern. Searching for these can be achieved with the Refine Search Criteria panel where you are selecting and adding fields to narrow down your search results. Detailed view of each field is shown beneath your main search field.

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Once you have your criteria selected, there are plenty of options you could choose from to best match the values of your fields. The options to refine search by different criteria have been steadily increasing with each release.

A great addition is that you could add any of your custom fields to perfectly match your search criteria and extract the very specific information you require. 



To extract and present only the details that you are currently interested in, use the “Configure Result” button on your search panel where you could precisely show/hide the required fields from the tasks.


One very common use case for the search usage is the generation of Monthly, Weekly or just regular time based reports. That’s why we provide the option to set up your criteria and results vie once and save it for later frequent usage. You could then easily load your custom search criteria and execute it to receive the required information in the right format and details.



Once you have it all set: criteria, results and filter you could export your data to an excel file, where the outcome fields are aligned to match your excel columns. Later, use that data to generate your custom reports, scorecards, charts or anything else that you want to measure.


Happy Kanbanizing!

This entry was posted in Kanban on by .
Bisser Ivanov

About Bisser Ivanov

Keen on innovation, exploration or simply trying new things. Would that be a technology, new methodology or just cool gadgets. Got almost 2 decades of experience working as Software Engineer, Team Lead, QA/Processes Manager and Managing Director in mid-size and large scale Software Companies: Prosyst, SAP, Software AG.

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