SwiftEASe provides a highly configurable Work Board designer using which you can map your value streams in terms of lanes and columns of the board, define WIP limits for columns and track your work entirely using various features available on the Work Board.
When you create a new board, it comes with a default board configuration, which can then be modified to suit your specific value stream.
To modify the default process navigate to the board and click the Board Editor icon in the side toolbar. The default process is displayed in the Board Editor view.
In this view, you can design the Board Workflow/Process:
- Configure Columns.
- Add Columns
- Configure various card types.
- Modify Master List
- Define policies for card movement on the board.
After you make any changes to the board layout, click the Save icon on the toolbar to save all changes. If you forget to save, you will see a prompt to ‘Save’, ensuring that no changes are lost, even by mistake.
To configure a column, click the Configure Column icon which is available for every column. The changes you make will apply to that particular column only. After you make changes, ensure that you click the Save button on the toolbar. Subsequent to the changes, the Work Board will display the modified columns.
The icons available in the Configure toolbar are:
- Horizontal Split: – This icon lets you split a column horizontally.
- Vertical Split: – This icon lets you split a column vertically.
- Move Left – This icon lets you move a column to the left position. The icon is not available for columns on the extreme left.
- Move Right – This icon lets you move a column to the right position of the selected column. The icon is not available for columns on the extreme right.
- Add to left: – This icon lets you add a new column to the left position of the selected column.
- Add to right: – This icon lets you add a new column to the right position of the selected column.
- Delete – This icon lets you unsplit/delete the selected column. If a column is deleted and it has live cards, the cards are shifted to the parent column and if no parent columns exist, the column is not allowed to be deleted.
- Column Settings – Click the icon on the toolbar to edit column properties. Using this icon, you can do the following::-
- Add/Rename the Column Title
- Add/Change Column Description/Policy
- Change Column Type
- Change/Turn Off WIP Limit
- Change Cycle Time settings
After you make a change to the workflow, ensure that you click the Save icon on the right side of the board to apply the changes when you return to the board.
Thus with effect to the changes, when you pull a card to the board, the Add To list will display columns based on the new/modified columns.
Add/Rename the Column Title
Add or rename the Column Title and description by clicking the column header, for example, ‘In-Progress’. You can even click the Configure Column icon and then click the icon. The Column Settings window appears where you can enter the new name in the Label box. Click Submit to save.
The description that you enter for the column in the Column Settings window is displayed on the mouse-hover on the column heading. Clicking on the header will let you pin this description as a constant text in the same column. You can unpin the policy from the column by clicking again on the column header or by clicking the cancel icon.
You can also add URLs as a hyperlink by using the <LINK> tag. For example, if you want your team to refer to more details related to using this column policy, you can add the HELP URL in this format, <LINK>https://www.digite.com/knowledge-base/swiftkanban/article/visualize-your-workflowprocess/#Columnpolicy</LINK>. Just add your URL between <LINK></LINK> tags as shown in the example. Anyone viewing the policy description can click and open these URLs in a separate tab.
Note 1: If a column has been split, the column description can be pinned only on the sub-columns and not on the parent column.
Note 2: Even if a column policy is pinned, it will still not be visible in the column header if you view the Board using the lowest zoom level in the new card layout or the lowest and second-lowest zoom level in the old card layout.
Change Column Type
Change Column Type by double-clicking the Column title, or click the Configure Column icon and then click the icon. In the Edit column window, you can now select the appropriate column Type such as Ready, In-Progress, or Completed. Click Submit to save.
Change WIP Limit by clicking the Column header, or click the Configure Column icon and then click the icon. In the Column Settings window, you can now change the WIP Limit for the column. Click Submit to save.
To turn off a WIP limit, enter ‘-1′ as the WIP limit.
You can define a WIP limit for child columns which need not sum up to the WIP limit of the parent column. If your board manages multiple lanes on your board, you can set WIP limits for individual Column and child columns of each lane.
Set the Cycle Time Threshold by clicking the Column header, or click the Configure Column icon and then click the icon. In the Column Settings window, click the Cycle Time Settings, then define two thresholds and a maximum value in hours, days or weeks for the column. Click Submit to save.
If your board has multiple lanes, you can set cycle time settings for individual Column and child columns of each lane.
Click the Cycle Time icon on the side toolbar, it highlights the current status of the cards in a horizontal line based on the thresholds. Any card under threshold 1 is shown in green, in between threshold 1 and 2 in orange, and beyond threshold 2 in red.
You can also filter cards based on the cycle time threshold that you have set for the particular columns.
You may need a buffer column or a hands-off stage before/after a column. To add new columns, click the Configure icon of the required column. Select the Add to left icon to add a column before a column or select Add to right icon to add a column after a column.
You can then rename the new column, add a description, define the column type, and the WIP limit by clicking the Column header or clicking the Configure icon and then clicking the icon. Click Submit to save the column properties.
Adding a description for the column helps to identify the policy of the column (which displays on hovering over the column header) when cards need to be dropped on the board.
Split a Column
You may need to split columns horizontally or vertically to create to indicate sub-processes. To create a horizontal split, click the Configure icon of the required column. Select the Horizontal Split icon to create parallel sub-columns.
Example of a Horizontally Split Column (Ready Column)
To create a vertical split, click Vertical Split icon.
Example of a Vertically Split Column (Develop>>In-Progress Column)
Move a Column
You can move an existing column to the left or right of a column. To move a column to the left, click the Configure icon of the required column. From the toolbar, click the Move Left icon and to move a column to the right, click the Move Right icon. If there are live cards, they will move accordingly.
Delete/Unsplit a Column
You may want to remove a stage at some point in time i.e either delete a parent column completely or remove a child column.
You cannot delete a column having cards on the board. However, if the column is divided into child columns and the child column has live cards on the board, you can delete the child column. The cards will be moved to the previous child column.
To remove a column or merge a sub-column with the parent column, on your Work Board click the Board Editor icon on the side toolbar, click the Configure icon of the required column, and then click the Delete icon. To save your action, click the Delete icon on the side toolbar.
To delete an unsplit column having live cards, move the cards to the previous column on the board and then delete the column.
Your organization may have card types other than the default card types created in the application. With a Manager role on the board, you can enable the card types on the Work Board. These will be listed in the List of Card Types view.
To view the Card Types that are available for your Board, go to the List of Card Types view from the Work Board by clicking the Board Editor icon and then the Card Types icon on the Board Editor view. To know more click here.
The master list cannot be added, you can modify values in the predefined master list of Reason Code for Risk, Issue and Block flags.
To Modify a Master List:
- Navigate to Board > Board Editor, and click the Master Lists icon on the toolbar. The List of Master List page displays the existing Master Lists.
- You can modify the values for the predefined Master List.
- Click Save.
To enforce better collaboration and compliance of the established processes, you can define additional policies for movement of cards on the board.To know more, click here.