Lists
Lists are the shared workflow stages for a workspace. Every board in the workspace uses the same list set, in the same order.
This is central to how Kanera works. If a workspace has lists such as Intake, Active, Waiting, and Done, every board in that workspace follows that same workflow. That consistency makes Kanban, List view, Assigned Work, Calendar, and Work Done easier to compare across boards.
Open list settings
- Open the workspace.
- Go to Workspace settings.
- Choose Lists.
The Lists settings page lets you manage:
- Completed-card visibility.
- List names.
- List order.
- List icons.
- List colors.
- List deletion.
How lists work
Lists belong to the workspace, not to an individual board.
When you add, rename, reorder, style, or delete a list, that change applies across every board in the workspace.
Use lists for workflow stages that should be shared by related boards:
| Workflow | Example lists |
|---|---|
| Client delivery | Intake, Scoped, Active, Waiting, Delivered |
| Product work | Ideas, Backlog, In Progress, Review, Shipped |
| Support | New, Triage, Assigned, Waiting, Resolved |
| Content | Ideas, Drafting, Editing, Scheduled, Published |
| Operations | Requested, Assigned, Blocked, Complete |
Avoid creating a list for a status that only matters on one board. A label or custom field is usually better for board-specific categories.
Completed-card visibility
The Completed cards setting controls how long completed cards remain visible on boards.
Enter the number of days Kanera should continue showing completed cards in active board views. The value can be from 0 to 365 days.
Use this to balance visibility and noise:
- A short window keeps active boards cleaner.
- A longer window helps teams see recent progress without opening history.
- Use Work Done when you want a daily history of completed or moved work.
Add a list
Use the list creation row in Workspace settings -> Lists.
- Choose an icon.
- Choose a color, if useful.
- Enter the list name.
- Click Add list.
New lists are added to the workspace list set and become available on every board in that workspace.
Rename a list
Click the list name to edit it.
- Press Enter or click away to save.
- Press Escape to cancel.
Because list names appear across boards, views, assigned work, activity, and history, choose names that describe durable workflow stages.
Reorder lists
Drag lists by the grip handle to change their order.
List order affects:
- Kanban column order.
- List view grouping order.
- Assigned Work list order.
- Board and card movement flows.
- Work Done list movement context.
Put the normal flow of work from left to right or top to bottom. For most workflows, that means intake or backlog lists first, active work in the middle, and completed or delivered lists last.
Set list icons
Each list can have its own icon.
Icons help people recognize workflow stages quickly in:
- Kanban columns.
- List view groups.
- Assigned Work.
- Card movement context.
- Work Done movement paths.
Good icon choices describe the stage:
| List | Icon idea |
|---|---|
| Intake | Inbox |
| Planning | Clipboard |
| In Progress | Progress or hammer |
| Waiting | Clock |
| Review | Eye or checklist |
| Done | Circle check |
Set list colors
Each list can have a color.
Colors are useful when they communicate workflow meaning. For example:
- Red or orange for blocked, escalated, or urgent stages.
- Blue for active work.
- Green for done or resolved stages.
- Gray for backlog, parking lot, or archive-like stages.
Use color sparingly. If every list has a loud color, no list stands out.
Delete a list
Deleting a list removes it from the workspace.
Kanera asks for confirmation before deleting a list. Use this carefully because lists are shared across all boards in the workspace.
Before deleting a list, check whether active cards still use it. If the workflow has changed, move cards to the right replacement list first.
Good list design
Lists should describe the path work moves through.
Good list names are:
- Short.
- Reusable across boards.
- Clear to new team members.
- Stable enough for reporting and history.
Avoid:
- Lists that duplicate labels, such as Bug or Marketing.
- Lists that duplicate custom fields, such as High Priority.
- Lists that only one board understands.
- Too many tiny states that make boards hard to scan.
When in doubt, keep lists broad and use labels or custom fields for extra detail.