In PSA, projects can be viewed either as a list or in the kanban view. These have partly the same and partly different functions. The kanban view visualizes the progress stages of projects and thus streamlines the management of projects especially in the quote/sales phase. The view’s stages, i.e., the phases of the projects, can be defined entirely according to your company’s needs. You can drag and drop projects from one stage to another, manage e.g. their activities, and track the deal values and margins that are likely to be realized at each stage.
Permissions: Admin, Projects
PSA plans: Business, Enterprise, Enterprise+
Also watch the videos! (in Finnish) Pipeline management - video (8 min) and Boosting sales - video (8 min).
Kanban view search and filters
In the project kanban view, you can review projects by pipeline. Kanban is especially suitable for tracking projects in the quote phase (default "pipeline" or a pipeline you created yourself), whereas internal projects may be more convenient to browse as a list.
You will see projects in the kanban view based on the search criteria and the visibility settings selected under the eye icon. You can filter projects e.g. by status, sales agent, expected close date, or a single search term, or by using the Add filter feature based on other data included in the project.
Below the search fields, you will see the following totals for the projects limited to the view:
- Project value: the total deal/sales value of all projects in the view.
- Project margin: the total project margin of all projects in the view.
- Tracked hours: the total logged hours of all projects in the view.
Kanban view stages, values, and probabilities
You can visually see, in columns, the projects in the different stages of the pipeline, as well as each stage’s estimated sales values and project margins.
Stage name and probability percentage
Stages are project phases defined in the pipeline settings. For example, the stages of a quote-phase pipeline can represent each step a potential customer goes through during the sales process, such as lead > contact > offer > negotiation > contract. (If you also want to illustrate phases for the won pipeline, i.e., confirmed deals, they could be e.g. planning, delivery, and invoicing.)
In addition to a name, stages are given a probability percentage to describe how likely it is that a project will progress from this sales stage all the way to a confirmed deal.
Either in settings or directly in the kanban view, you can:
- edit stage names and probability percentages by clicking.
- add a new stage to the pipeline by clicking Add column on the right.
- reorder stages by dragging and dropping.
Stage value
Stage value = the estimated total deal value / project margin of the projects in this stage.
Project-specific values are entered either on the project card or in its quote.
Stage probability
Stage probability = the estimated total deal value / project margin of the projects in this stage multiplied by the stage probability percentage.
This figure therefore indicates how much deal value and project margin is likely to be confirmed from this stage.
Project actions in the Kanban view
In the kanban view, you can perform the following actions for projects:
- move a project to a new stage by dragging. (Note: If the project has a mandatory form, it must be completed before moving from one stage to another.)
- create a new project at the stage you want.
- change the project’s status, pipeline, stage, and main/subproject structure (from the three dots menu).
- use the project’s team chat, manage activities or the quote.