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Boards Maintenance is an extension of Workflow Maintenance, giving the ability to customize workflow templates and states that are used in Boards (Boards application that is located on User Sidebar under Dashboards and also available from the main module Project Management).
A default 'basic' board is available and includes a standard backlog and a completed column along with basic action columns.
Create custom boards with any column configuration to drive a more detailed workflow with any number of columns and states. States are used to:
Track the status of an item without creating an excessive number of columns.
Track a status within a board column.
Track a detailed workflow on every assignment.
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Select the Maintenance on the Main Menu. Select Project Management and then select Boards from the menu to open the Boards Maintenance application.
Upon entering the Workflow Maintenance application, all defined Boards are displayed.
To create and design a new Board, click the Add Board button and enter the following:
Name (required) - Enter a name for the new Board, up to 50 characters.
Description (required) - Enter a description for the new Board.
Workflow Template - Select a Workflow Template from the dropdown. This will help marrow the States available to select from.
When done, click the Save button. To not add a new Board, click the X in the New Board popup.
To modify a Board, from the Board list click the Edit button for the applicable Board.
The Board can be made Inactive from the Boards list by unchecking the Active button. This change will be automatically be saved.
On the Board Designer page, the following fields can be edited:
Name (required) - Displays the name of the Board. This field can be modified.
This field cannot be edited on the Default Basic Board.
Description (required) - Displays the description entered for the Board. This field can be modified.
This field cannot be edited on the Default Basic Board.
Filter by Workflow Template - Displays the last Workflow Template selected. A different Workflow Template can be selected to add additional States to the Board.
Exclude Tasks - Select this option to exclude Project Schedule Tasks from Boards and keep the Project Schedules and Assignments separate. When this option is selected, project schedule Task Assignments will not be included on the Board. They will be included on the assignees' Desktops based on the user's Desktop Card Settings. Using this method, the Task Assignments would be managed separately from the Board Assignments.
Track Changes - Select this option to track any changes made to the State of the Board.
Email On Change - Select this option to receive an Alert / Email when changes are made to the Board. The change that was made will be displayed in the Comments section of the Alert / Email.
New Boards will automatically include a Completed Swim Lane column. To add a new column, click the New Column button. On the Add Column popup:
Enter column name - Enter a column name, up to 50 characters.
When done, click the Add button. Use the Cancel button to not add the new column.
Once the new column is added, it will also add that column name as an Available State. When these States are removed from the column, they can be re-selected when the Filter by Workflow Template is at [Please Select].
Move a Column - To change the order of the columns, click the Move the column to the right or Move column to the left arrows next to the Column's name. The move will automatically be saved. The Completed column cannot be moved.
Rename a Column - To rename a column, click on the column's name and enter the new column name. When done, click the Rename Column button. Use the Cancel button to not change the name.
Delete a Column - To delete a column, click the X next to the column's name. A message verifying that the column is to be deleted is displayed. Click Ok to delete the column. use the Cancel button to not delete the column.
States can be added to a column by:
Select pre-defined States from a Workflow Template by selecting the Workflow from the Filter by Workflow Template dropdown.
All Available States will be listed on the right side of the Board. Use the Drag sand Drop method to move a State to a column. When adding the 1st State to the column, drop below the + Add New State.
States added not associated to a Workflow Template or column can be re-selected when the Filter by Workflow Template is at [Please Select].
Manually add a State by clicking the + in the column or by double clicking in the column to access the Add State popup:
Enter a State name - Enter a State name, up to 100 characters.
When done, click the Save button. Use the Cancel button to not add the State.
Move States - To change the order of the States within a column or to a different column, use the Drag and Drop method. The change will automatically be saved.
Delete States - To Delete a State, click the X on the State. A popup message will display verifying that the State should be deleted. To delete the State, click OK. Use the Cancel button to not delete the State.
Click on the X on Boards Maintenance to exit the maintenance application.
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