Card View

Card View is one of the four ways to view your sheet in Smartsheet and helps your team to see, share, and act on projects together with drag-and-drop cards so you can more easily prioritize and organize work. Card View comes out of agile project management methodology, but it can provide any team with a more visual way to communicate and collaborate in Smartsheet.  

Since Card View is about prioritization and organization, it is driven by the drop-down list, symbol, and contact list column types that offer multiple selections. These different selection options create the lanes in which to drop your cards.

Card View

Card view, based on the agile project management method, gives individuals and teams a highly visual way to work. Cards contain information from the rows in your sheet and are grouped based on the values of the dropdown lists in your sheet’s columns. Cards be customized to display different fields and re-ordered with drag and drop.

Follow these step-by-step instructions to set up your sheet in Card View. 

Card View: Create, Edit, and Share Cards

In Card View, cards make up the work items or tasks in your project. Field values on the cards display information about the task. A card can display a total of 10 fields: the title field and up to 9 additional fields.

  1. The title of a card will always be the field value for the sheet’s Primary Column. Check out the Help Center article on the Primary Column for more information.
  2. Fields on the card display information about the task.
  3. Attachments and Comments icons will be displayed if the task includes these items.
  4. The Reminders icon will be displayed if you’ve set reminders for the task.

Create a New Card

To add a new task or item (a card) to your project:

  1. In the lane that you want to add the card to, do either of the following:

    At the end of the list of cards, click the Add Card icon.

    Add Card

    -or-

    Right-click a card and click Insert Above or Insert Below. 

    The Edit form will be displayed for you to fill in.
     
  2. In the Edit form, fill in the details and click OK.

NOTE:New cards will always be added to the end of your task list, even if you’ve specified Insert Above or Insert Below in Card View. That is, you’ll find the new task at the end of the list when you switch to Grid View.


Edit a Card

Add Data to a Card

  1. To edit or add data to a card, double-click it to open the Edit form.
  2. Make the desired changes and click OK.

To insert an image, clear the contents of a field, or add a hyperlink, click the arrow next to the name of the field that you want to edit.

Change the Color Bar for a Card

There are two options for changing the color that appears on the outer edge of a card: you can change the color manually or you can change it automatically with a conditional formatting rule.

To change the color manually:

  1. Right-click the edge of the card.
  2. Select a color.
    Change Color Bar

     

If you have Admin- or Owner-level sharing permissions to the sheet, you can change the color via conditional formatting by clicking the Conditional Formatting Conditional Formatting button icon in the toolbar and creating a rule. 


For more information about conditional formatting, see the Conditional Formatting article. 

NOTES:

  • Formatting applied with Conditional Formatting rules will override any manual formatting.
  • The color for a card will remain consistent as you switch between Card View and Grid, Gantt, or Calendar View. 

Share a Card Via Email or Request an Update

To share the contents of a card or to request input from others, right-click the card and click Send or Send Update Request to open the Send or Send Update Request form.

By default, information from all available columns in the sheet (including Attachments and Comments) will be sent. That is, the information sent won’t be limited to the fields displayed on the card. To exclude columns, click the Edit button and uncheck any column name that you want to omit from the email.

For more information, see Sending Sheets & Rows Via Email and Using Update Requests.
 


Work with Fields

Cards display the data that’s captured in fields (in Grid View, this data is displayed in cells on the sheet). Each card will always display a title—the value for the title will always be the value of the Primary Column.

Change Which Fields Appear in Your Cards (Admin Permissions Required)

A card can display a total of 10 fields: the title, plus up to 9 additional fields. If you have Admin permissions to the sheet, you can change which fields are displayed:

  1. Click Card View Settings (the gear icon) in the upper-right corner of Smartsheet.
  2. Check or uncheck field names.

NOTE: In Grid View, you can create visual hierarchy in a sheet by indenting to create parent and child rows. Details on this are available in the Help Center article on Hierarchy. After creating hierarchical relationships, you can display the parent of a task on a card in Card View by selecting the (Title of Parent) field.

Add a New Field

  1. Click Card View Settings (the gear icon) in the upper-right corner of Smartsheet.
  2. Click Add New.

When you add a new field in Card View, a new column of the same name will be added to Grid View. For example, if you add a checkbox field in Card View named Done, a column named Done (with a Checkbox column type) will be added as the rightmost column in Grid View.

Edit the Properties of an Existing Field

To edit the properties of an existing field—for example to change the type or the label—you’ll need to switch to Grid View (click Grid View in the left toolbar) and edit the column properties from there. For more information, see Insert, Delete, or Rename Columns.

Review best practices for working in Card View.

Use Card View to Visualize Your Project

With Card View, you and the people you work with can organize tasks, work items, or ideas into actionable groups to more easily take action on them. Moving an item from one group to another—from To Do to Done or from one assignee to another for example—can be accomplished by dragging a card from one lane to the next.

Card View can be adapted to suit a number of project management methodologies (including agile). If you’re familiar with Scrum or Kanban, you’ll find that Card View in Smartsheet functions much the way a Scrum or Kanban board does.

NOTE: Currently, printing from Card View is limited to individual cards only.


Work in Card View

Switch to Card View by clicking the Card View button  in the toolbar.

Use the buttons in the upper-right corner of the Smartsheet window to switch between compact view (show the title of the card only) or full view.

Compact View and Full View buttons

Set Up Card View

Card View works in any new or existing sheet as long as that sheet includes at least one Dropdown List or Contact List column. The values specified for the dropdown list are what will appear at the top of the Card View window (the lanes). For more information about column types, check out our Column Types article in the Help Center.

NOTE: You can also use Card View with data that you import from Microsoft Excel, Google Sheets, Microsoft Project, or Trello. For more information, see the article on how to Import Files to Create New Sheets.

Once in Card View, you’ll work with lanes and cards. For more information about working with cards, see Card View: Creating, Editing, and Sharing Cards.


  1. Lanes—Labels at the top of the Card View window define the lanes. Card View will display a maximum of 50 lanes.
  2. Cards—The tasks or work items that appear within the lanes. (In Grid View, each card appears as a separate row.)
  3. Fields—The items that appear on the cards. To see the field name associated with a value, hover the mouse over the value.

    Mouse Hover Over a Value in a Card

Work with Card View Lanes

Smartsheet gives you the flexibility to change what appears at the top of the Card View window so that you can organize cards the way you need to.

To get started, click the View by list in the upper-right corner of the Smartsheet window and select the grouping that you want to switch to. For example, in the project shown in the picture below, you might choose to change the View by to Assigned To.

View by meny

The View by setting is unique to you. That is, others who view the sheet won’t be impacted if you select a different value in View by. Anyone with access to the sheet can choose to use a different View by setting as they see fit.

In Card View, a lane is equivalent to a value in a dropdown, contact, or symbol column in Grid View; so, each available option in View by represents a dropdown list column in your sheet.

NOTE: If you switch to display lanes for which some cards don’t have field entries, those cards will be placed into a lane named Uncategorized. You can drag these cards into the appropriate lanes, or, if it doesn’t make sense to sort them, you can leave them in Uncategorized. (Cards will also go into the Uncategorized lane if number of lanes exceed the 50-entry display maximum.)

Show or Hide a Lane

If you're working with a sheet that includes multiple lanes, you may want to collapse or expand them to make it easier to focus on only a few groups of cards at a time. Here's how you would do that:

  • To collapse lane (for example, to hide the Uncategorized lane), hover the mouse over the right edge of the lane that you want to collapse, and click the collapse lane arrow:

     Collapse a Lane arrow
     
  • To expand a collapsed lane, hover the mouse at the end of the column name and click the expand lane arrow: 

    Expand Lane arrow

Re-Order Lanes

The easiest way to change the order of lanes in Card View is to drag them.  (You must have owner- or admin-level sharing permissions to a sheet to edit or re-order lanes—if you don't have the right permissions, you won't be able to drag lanes.) Note that when you drag a lane you'll also change the order of the values in the dropdown column that it's associated with.

Add a Lane

To add a new lane, click Add Lane (to the right of the right-most lane) and type a name for the lane.

Add Lane image
Depending on your View by setting, you can name a new lane with a dropdown list or contact value:

 

  • Dropdown List—When you add a lane while viewing by a dropdown list column, the name of the new lane will also be added as a value to the dropdown list. For example, if you add a lane while View by is set to Status, the new lane name will be added as an item in the dropdown list for the Status column in Grid and Gantt Views.
  • Contact List—When you add a lane while viewing by a contact column (Assigned To, for example), you can type the new lane name and choose from your available contacts.

    Name Contact Lane

    More information on available contacts can be found in the Assigning People to a Task article.

Change the Name of a Lane 

To rename a lane, double-click the lane name and type the new name. Press Enter to accept the change. Depending on the View by setting, you can name a new lane with a contact or dropdown list value:

  • Dropdown List—When you change the name of a lane while viewing by a Dropdown List column, the underlying value in the list will also be changed. Any cards that exist in the lane will be updated to use the new name.
  • Contact List—When you change the name of a lane while viewing by a Contact List column, you can type the name from your available contacts.

    NOTE: Symbol lanes cannot be renamed or reordered.

    As you type, a list will expand under the name field to display your available contacts. Once the contact you want becomes highlighted, press Enter to accept the contact as the name of the lane.

    Name Contact Lane

    More information on available contacts can be found in the Assigning People to a Task article. 

Merge Contact Lanes

When you select a Contact List column in View by, you may have multiple lanes with cards that are intended to be assigned to one person. For example, you may have multiple lanes named Sally Smart (if Sally is assigned to cards with more than one email address), or you may have a lane named Sally and another lane named Sally Smart. You'll have more than one lane because both the name and the email address of a contact need to match, otherwise they are treated as separate people with their own lanes.

NOTE: Contact List columns that allow for multiple contacts can't be viewed as lanes in Card View. (More information on working with multiple contacts in one Contact List field can be found in Assign People to a Task.)

You can merge lanes by changing the names of lanes as needed for the contacts to match exactly—having the same contact name and email address.

Two Sally Lanes

Once two lanes are named with the same contact (same name and email address), a window appears for you to confirm that you want to merge the lanes. Select Merge to combine the lanes or select Cancel to undo the change to the name of the lane and keep the lanes separate.

Merged Sally Lane

View Resource Overallocation

If resource management has been enabled, you can see overallocation of your resources. View by a Contact column to drag-and-drop overallocated cards to different lanes—reassigning them to someone else. For details on the Resource Management feature, see Resource Management and Allocation

Overallocated resources will have a red silhouette icon in the lower left corner of the card. 

resource management

Visualize Task Status with Symbol Lanes

You can view lanes by symbols to see and quickly move cards into desired symbol categories. For example, you can move cards from red to yellow to make changes to the status of a task.

symbol lanes

Keep the following in mind when viewing lanes by symbols:

  • The text label is displayed to the right of the visual symbol.
  • Flag and Star symbols cannot be viewed as lanes.
  • Symbol lane order is controlled by the order that the symbols appear when selecting them in a cell with Grid View, with the topmost symbol in the picker representing the leftmost lane.

Move Cards

To move a card, drag it within a lane or across lanes.

Moving a card up or down within a lane will not affect its contents. In contrast, when you move a card from one lane to another, the value for the field will be updated to reflect the value of the lane into which you moved the card. For example, if you move a card from a lane named Client Summary to one named Pending Sale (as in the picture above), the field value for State will change from "Client Summary" to "Pending Sale" (you’ll see this change if you open the card to edit it or if you switch to Grid View).


Keep Cards Organized with Subtasks

Define relationships between tasks and organize subtasks with a parent task. Subtasks in Card View can be defined in both the Grid View and directly in Card View:

  • Grid View—when rows are indented under a parent to create a hierarchical relationship. More on hierarchy in Indenting and Outdenting Rows.
  • Card View—when added as a subtask to another card directly. Click the Card Menu icon to expand the card and select Add Subtask to create a new subtask for that card. (Subtasks created this way are displayed as child rows to the task in Grid View.)
    Subtasks

Filter Subtasks by Levels

Quickly view subtask cards by their relationship with other cards with the level at the top of the Smartsheet window.
View By Level

NOTE: The default filtered view for new sheets is Level 1


Publish from Card View

Anyone with Owner- or Admin-level sharing permissions to a sheet can use Smartsheet's Publish feature to share that sheet with others via a unique URL.

Here's how you can specify Card View as the default view for a published sheet:

  1. To get started publishing, click Publish Publish button in the sidebar.
  2. Click on the slider under Read Only - Full or Edit by Anyone and set it to ON.

    This will 
    create a shareable link.
     
  3. Click Get Link to to display the Publish Links form and specify options for the link.
  4. In the Publish Links form, under Publish Settings, select Card under Default View.

    Publish form


     

For more information about publishing to share a sheet from Smartsheet, see our Help Center article Publish a Sheet, Report, or Dashboard.


Card View and Sharing Permissions

What you can do in Card View will depend on your sharing permission level for the sheet. For details about specific actions you can take in Card View, see the following table. For more general information about sharing permission levels in Smartsheet, please see Sharing Permission Levels.
 

 ViewerEditorAdminOwner
Change the order of or edit the names of lanes  XX
Change which fields appear on a card  XX
Modify the content in a card, add an attachment or discussion, or set a reminder XXX
Change a color bar for a card XXX
Reorder cards within a lane or move cards across lanes XXX
Use the View by menu to view a different collection of lanesXXXX
Turn the applied filter on or offXXXX
Naming a filter to save it XXX

 


Tips for Getting the Most Out of Card View

Here are some ways you can be more effecient when you use Card View.

Use Keyboard Shortcuts to Navigate Quickly

ShortcutDescription
Arrow keysSelect card
SpacebarExpand or collapse card
EnterOpens edit row form
Shift + EnterAdd card (enter a title and press Enter again to add the card)

Create a Checklist of Subtasks

You can create a checklist in a parent card from subtasks that you can mark as complete or incomplete. A ratio of completed subtasks is displayed at the bottom of the parent card.


subtask checklist

Click the Settings icon in the upper-right corner of the Smartsheet window to open Card View Settings—then, designate an existing checkbox column (or create a new checkbox column from the form) as your Subtask Checklist Field. 

settings-subtask-checklist