With our Add-on for Google Sheets named "Kanbanize for Sheets", users can export their Kanbanize data directly in a google spreadsheet.
This helps for better data management: sort and arrange data easily; calculate numerical data, create charts and graphs, etc.
Using the Add-on users are allowed to:
- export board data (both cards and initiatives)
- update board data (both cards and initiatives)
- create new cards
Using the Add-on users are not allowed to:
- create new Initiatives
1. How to get started?
First, you have to install the add-on.
Open a new or existing google spreadsheet in your browser, then select the Ads-ons menu and click Get add-ons.
In the Add-on Store, search for "Kanbanize for Sheets" and install the plugin.
After the installation process, go to the Add-ons menu again to see your new extension and click on it to start importing/exporting data via the extension menu (img.1).
Step 1: Enter your Kanbanize credentials as follows:
-> URL: This is your domain name (https://yourdomainname.kanbanize.com)
-> API Key: generate an API key from My account and paste it into the field.
-> Board ID number: ID of the board from which you wish to export the data.
(You can see the Board ID on the Dashboard /upper right corner of each board/ or get it from the Board URL link.)
Step 2: (1) In the Add-on menu, you can select which card properties you want to export. There is a checkbox for every property.
Step 3: (2) Select one of the available Date Formats from the dropdown menu (dd/mm/yyyy, mm/dd/yyyy, yyyy/mm/dd). The format you select will be applied to all date fields in the report (Deadline, Created at, Updated at, Custom fields of type: date)
Step 4: Then click the “Extract ” button and you will get the results in a Google spreadsheet.
In the spreadsheet, you can filter out the data that you have exported -> use the filter button which is located at the top of every column and select a value to narrow down your results.
You can also sort the data alphabetically; by value or by the available conditions.
2. How to Update your Board data using the add-on?
You can update cards and Initiatives in any of the Kanban Boards the ID of which is entered in the respective Add on field.
To update your cards or initiative, first, you have to export the board data along with the properties you want to change. Then input the new values in the cells to replace the old values and click the Update button in the Add-ons menu.
Important: In case you want to update property values that you didn't checkmark while exporting the data, just add the property name as a new column header in the spreadsheet (for example size).
Then make sure that you have checkmarked the field in the Add-ons menu to the right of the screen.
The allowed editable properties are as follows:
"Title", "Description", "Type", "Assignee", "Subtasks Details", "Color", "Priority", "Size", "Deadline", "External link", "Tags", "Blocked", "Blocked reason", "Column name", "Lane name", "Custom fields”, "Links"*.
If you try to edit any of the other properties, the changes won't be reflected.
Note 1: When you entering a new value, you should keep the formatting of the original text.
Note 2: "Tags" are separated by a comma.
Note 3: There is no way to update existing cards with new subtasks via the Add-on.
You can only edit the subtask name, assignee, status (finished/unfinished).
Note 4: Users can link cards via the Add -on. Just insert the IDs of the cards that you want to link in the respective Link column:
For example, for a card ID50, we are adding relative cards with IDs: 30, 31, 48, 99.
The allowed formats for the IDs are as follows:
- 43,31,48,99 (using comma to separate the IDs)
- 43; 31; 48; 99 (using a semicolon to separate the IDs)
- each ID on a new line (select Alt+enter to insert a line break).
You can easily edit or delete a link by editing the cell or the line that contains the linked ids.
3. How to Create New Cards using the Add-on?
Users can create new cards using the Add-on, but the system does not allow them to create new Initiatives.
Create a new card /multiple cards by entering the card values in the empty rows below the respective column headers in the spreadsheet. Just leave the ID field empty!
When importing empty/blank values, the system will get the default system ones i.e. None.
To create the new cards, click the Update button of the Add-on and the cards will get created on the Board.
Note 1: You can create new Subtasks along with the new cards you create via the add-on (using the add-on, you cannot create new subtask in an existing card).
Please keep the following format for the subtask creation:
Title: Title of the subtask Assignee: Assignee name
Press ALT+ENTER to insert a line break and add more than one sub-task.
Note 2: When you create new cards, you can also link them to existing cards in the system, just type the new card’s parent, children, etc.
4. How to Delete Card Details?
The system allows users to delete cards values via the add-on, but they cannot delete the cards themselves.
To delete the card values, users have to delete the values in the corresponding cells and click the Update button. Users cannot delete subtasks either.
Note: Removing a row from the spreadsheet will not delete the card in Kanbanize.
5. Batch Updates
Using this Add-on, you can add or update up to 100 cards per batch.
This means that, for example, if you want to add 200 cards using this method, the tool will process 100 at a time and will keep the remaining 100 in a queue until it is ready to process them as well. Once done with the first 100 cards, it will add the next batch, which in this case is the remaining 100 cards.
Note: the only card property treated differently using this export/import approach is links.
When you add or update links per card as well as any other property this will count as two separate changes within the batch. This means that if, for example, you add 100 cards each having link entries, the tool will process them 50 in a batch.