As an Account Admin, you can define important settings in SwiftKanban for the enterprise from the Settings view. The settings are inherited onto the boards such as Card Types with the configuration and links, Master Lists, Board Templates, and Admin Policy (optional settings for application behavior).
To define the settings for the enterprise, go to Admin > Settings from the Main menu.
The Settings enlists the card types existing in the organization. Other than the default card types i.e. Issues, Defects, and User Stories, an organization can define their own Card Types based on their business need.
The actions that can be performed through Side toolbar are:
1. Create Card Type
2. Delete Card Type
3. Master Lists
4. Card Type Links
5. Admin Policy
6. Card Designer
7. Custom Common Field
The List view displays the default card types along with the attributes such as Short Code, Card Color, etc. You can sort the card types in ascending/descending order by clicking the arrow on the Card Name or Short Code column.
From the Settings List view, you can define the following for the Enterprise:
- Create your own Card Type
- Add and Modify Attributes of a Card Type
- Design Card Sticky
- Delete a Card Type
- Define Master Lists
- Defining Links Between Card Types
- Define UOM for Estimates
- Enable Live Updates on Board Refresh
- Enable Cards Tags (Beta)
- Default Date Format
- Create Kanban Board Templates
- Custom Common Fields on the Card View
- Filtering by Custom Common Field
- Enabling Password Policy
- Enabling Add or Reply to Comments by Reader policy
- Restrict Editing of Cards in Done Column
Create your own Card Type
The Issue, User Story, and Defect are the default card types available on the SwiftKanban board. An organization can define custom Card Types based on its business need.
The iForms (Intelligent Forms) with a drag-drop interface helps to capture any additional business attributes specific to your business. You can define your specific Class of Service (CoS) definitions, Sizing parameters or other custom attributes for each Card Type.
To create a card type see Define Card Types.
Add and Modify Attributes of a Card Type
You can add and modify attributes of card types to suit your business requirement. The added attribute/field will start appearing when you add a card from the backlog.
To add and modify attributes of a card type, see the Define Card Types section.
You can also add attribute values to a list of attribute values. For example, You may want to add an attribute value, UI Enhancement to an attribute User Story Classification in the User Story card type. See Define Master Lists.
Go to the Card Designer view by navigating to Admin > Settings > Card Designer.
To view an attribute with its values, select it in the Attribute menu. To hide it, clear the selection. To change the order, just drag the attribute and drop in between the two attributes as you want. Make the changes once the previous change is saved successfully.
The sample card gives a preview, which refreshes automatically after every change.
Note that the default enterprise settings are inherited onto the board. However, if the board has changed the configuration, the changes will reflect for the board, overriding the enterprise settings. For example, if the Admin has hidden the ‘Rank’ for the Enterprise and the attribute is seen on a board, it means that it is not hidden on that board. The change made in the enterprise will not be inherited into an existing board, unless the changes are made to the board.
You can delete a card type only if it is not used on any board i.e. you have not created a card of the card Type in your backlog or on the board.
Define Master Lists
Master Lists are used to create a field which will contain certain attributes related to this field. There are a few default Master Lists such as Class Of Service with values such as Expedite, Fixed Delivery Date, Standard Class, and Intangible Class.
You can create your own Master Lists with the list of values (LOVs)based on your need. These fields and field attributes can be activated or deactivated based on your requirement.
Note: You can also create Master List values for the Reason Code for Risk, Issue and Block flags at board level. To know more click here
Tips: We have an exciting in-app Learning Enabler, called Challenges that would help you learn and create a Master List interactively. Please navigate to Help & Support > Challenges from the top level menu and try out the Challenges.
To create a Master List:
Navigate to Admin >> Settings and click the Master Lists icon on the toolbar. The List of Master List page displays the existing Master Lists.
- Click the Create icon on the toolbar.
- In the New Master List page, enter the name of the new Master List.
- Click Save to save the new Master List.
- To add and update the attribute values to the Master List, see steps for Updating Master list.
You may make changes to the Master List such as change the name of the Master List, add or delete an attribute value, deactivate an attribute value, and change the name of the attribute value.
- In the List of Master List page, click the Master List that you want to modify.
- Double-click the required Master List. The Master List View displays two panes i.e. the Master List Details and LOV Details.
- To change the name of the Master List, edit the name and click the Save icon in the Master List Details pane. You cannot rename a system-created Master List, but can add new LOVs to it, and update the system-created LOVs.
- In the LOV Details section, you may make following changes, and then click Save on its toolbar:
- To add an attribute value to the field, click the Add icon on the LOV Details toolbar. A new Item row appears. Double click the Label cell and type the label which you want to be displayed for a field. Double click the Current Status to select Active to activate the attribute value. Click OK to Save.
- To delete an attribute value, double-click the Current State value for the required attribute value. Click the Deleted value from the list and click OK. An asterisk before a value indicates that it is deactivated if already used on boards.
- To modify an attribute value, double-click the label, make changes and click OK.
To add a child attribute value, click the Add Child ( ) icon by the side of the parent attribute value. A new Item row is displayed. Double click the label cell and type the label which you want to be displayed for a field. Double click the current status to select Active to activate the attribute value. Click Save to save the child attribute value.
In the following example, attribute value Technology has been appended with the child attribute values like Complex Technology, which has further child value Tech Not Supported in the Master List.
After you set the above hierarchy of LOVs in the Risk Codes Master List, you can then select that child attribute value as a Risk Code for a Kanban card. Once you save that Risk Code with your comment on that Kanban card, it the child attribute value appears with comment as a hover text on the highlighted Risk icon.
Note: Currently adding child attribute value option is available for Risk Codes, Blocking Reason and Issue Code only. You can remove a child attribute value by clicking the Remove Child icon only before it is saved.
Creating Order for List of Values
The LOVs appearing in the drop-down field lists can be sorted alphabetically. In the Master List of the Field, set the position of the LOVs to zero.
To display the LOVs in fields in the order you want, double-click the Position cell and enter the position value for that attribute value. Similarly, you can reorder the attribute values to appear in fields of card types.
Card Type Links feature lets you link card types to indicate dependencies/relationships. Thus, when cards are created on the board, only cards of these card types can be linked to each other based on these settings. For example, by linking a user story to a defect, you can later, trace the origin of a user story and understand the defect which led to the development of that feature.
Defining links between cards can be interpreted as one-way or two-way dependencies depending on the context of the cards. These links can be defined in a loosely-coupled manner for greater flexibility between cards in the same board or cards across different boards, or across Lanes.
Tips: We have an exciting in-app Learning Enabler, called Challenges that would help you learn and create links between card types interactively. Please navigate to Help & Support > Challenges from the top level menu and try out the Challenges.
Linking Across Card Types
The capability to define link between different card types greatly helps to create dependencies/links between different work-items such as Features and user stories, defects and users stories, and so on. Teams can track flow from feature level to task level and gain a wider insight into progress.
Linking Card Types Across Boards
The Linking cards feature in SwiftKanban enables linking across Kanban Boards. At the Portfolio level, stakeholders can track investment themes brought on the board through the Planning Board and Execution board.
For example, a team tracks Epics on a Planning Board and other teams execute the Features and User Stories on an Execution Board. You can create links from Epics to the Features or Users Stories on the Execution Board. Similarly, you create links from Features and User Stories to Epics on the Planning Board.
Linking Card Types Across Lanes
Teams, who track Features and User Stories on the same board but on different Lanes, can create links between Features and User Stories. This helps to track the Feature execution in the same view.
Defining Links Between Card Types (Other Links View)
SwiftKanban allows you to define links between card types in a very intelligible interface. You can add and remove the links and interpret the links easily.
Go to Admin > Settings> and click the Card Type Links icon on the toolbar. In the Other Links view, choose a card type from the list.
The Other Links view displays the card in the center. If links are already set it displays the links to the card types at the backdrop with the selected card type, highlighted.
For example, in the image below, you can see:
- Upward Links: The Defect card is linked to User Stories, Defects, and Issues card types on the left. This is an upward link from the Defects card type to these card types. Subsequently, when a Defect is linked upward to a user story on a board, it indicates that the User Story has originated from the Defect.
- Downward Links: That Defects card type is also linked on the right to a Defects card type. This is a downward link to the Defects card type. So, when a defect is linked downward to a Defect, it indicates that the Defect was a result of another defect.
You can add and remove links to the card types and define links that can be used across boards in your enterprise.
Note that you will be able to add upward/downward links only if those card types are not linked upward/downward. You can add links only to the card selected in the Choose Card Type list and cannot create links further to the linked card types. To create further links, select that card type in th Choose Card Type list and then add links.
To add an upward link to a card type:
- Choose the card type from the list.
- Click the Add upward link icon on the card type. In the card type list, select the card type that you want to link and click the Save icon. To link multiple card types, use CTRL + click to select multiple card types. The list displays only those card types that are not yet linked upward.
The card type is displayed on the left connected from the Defect card type.
To add a downward link to a card type:
- Choose the card type from the list.
- Click the Add downward link icon. In the new card type link, select the card type that you want to link and click the Save icon. To link multiple card types, use CTRL + click to select multiple card types. The list displays only those card types that are not yet linked downward.
The card type is displayed on the right connected from the Defect card type.
To remove the upward or downward link from the selected card type, click the Delete upward/downward link icon (x) on the card type that you want to disconnect.
After you have defined links between card types, the team members can link cards according to the settings. For example, f there is no upward link defined from a Defect card type to a User Story card type, team members will not be able to link user stores to defects upward.
Note: SwiftKanban lets you define of a parent-child relationship between different card types. This can be useful in situations where a larger (or parent) cards needs to be broken down into several smaller (or child) cards for better planning and execution. This entire Card Hierarchy approach in SwiftKanban is through a highly visual interface that enables linking new child cards and existing cards to parent cards.
Some teams prefer to work out estimates for work items in ‘Story points’ while others in ‘Days’. In SwiftKanban, an enterprise can define one unit of measurement (UOM) for estimation across boards.
As an administrator, once you define the UOM, it will be used to capture the estimated effort when adding cards on boards, and adding the release capacity.
To define the UOM for estimation:
- Click the Admin Policy icon in the Settings view.
- Enter the UOM in ‘Display Card Estimates in’ box, for example, Days or Points. Note that the label should not exceed six characters. Click Save.
On editing the UOM, the estimates label changes to the new label, (for example, ‘Estimates (Points)’ but the units captured will be the same as earlier and not changed or converted.
Note: Interpret Estimates, To-Do Estimates, Actual Effort, Remaining Effort and Burndown chart in the Release and sprints charts according to the UOM defined here.
You can get instant updates on any changes the team members make to the cards on the board by regular refresh, by default. This is a very useful feature for a distributed team to be in sync. When you have your app open but are working on some other app, on returning to the board, the board highlights the updated cards one by one. This feature is optional and can be disabled by selecting the preference for your enterprise. You can choose to refresh the board manually and see the final updates as and when required.
To disable automatic Board Refresh:
- Go to Admin >> Settings and click the Admin Policy icon.
- Select the ‘Show Live Updates on Board Refresh only’ option.
- Click Save.
Note that the changes will take effect on restarting the session.
Automatic Board Refresh can be enabled again by clearing the selection.
Note that changes refer to the updates to the card attributes displaying in the Add Card window, such as Title, Description, Priority, etc. The changes made in the Detail view of a card is not reflected in the Board Refresh. The cards highlighted on the board indicate that they were modified.
Additionally, if you need any notifications regarding card movements across lanes, see Subscribe to Board Events section. For other board events such as Blocking/Unblocking of cards, Comments Added/Replied, WIP Violation, etc. see Subscribe to Notifications page.
In the Admin >> Settings >>Admin Policy view, select the ‘Enable card Tags’ policy to enable tags so that team members on boards can add and update tags/labels for cards. These tags can be used to search cards across boards and filter the board to focus on specific cards.
Tagging can be a great way to associate cards with a release, sub-tasks to a story, feature, or board, etc. You can view the Tag Cloud metric, which gives you a collocated visual view to understand what are the key drivers of your board. Hence, if you assign tags to a card such as customers, technologies, specific themes, etc., you can analyze the biggest drivers for your deliverables.
You can define the default Date Format at the enterprise level, and all the new users will have that date format as default when updating any date field.
Note: Although new users will have the selected date format as default, they can always change it by modifying their Profile Summary.
The Custom Common Field enables you to customize the information for a task in the Card View by adding the custom fields in the card.
It gives you the flexibility to customize the attributes of the card. Depending on the requirement the customization can be done at the Admin level as well as at the Board level.
Using the Custom Common Field feature, you can perform following configuration related to custom fields:
- At an Admin level, add a custom field which is common across all card types. You can also set the field type, input method, icon, and other details for that Custom Common Field.
- At a board level, take a call whether you want to show that custom field on the Card View. So, you have a choice of showing that field in one board and hiding in another
Adding Custom Common Fields at the Admin Level
Tips: We have an exciting in-app Learning Enabler, called Challenges that would help you learn and add the custom common fields at the Admin level interactively. Please navigate to Help & Support > Challenges from the top level menu and try out the Challenges.
These Custom Common Fields which are created at the Admin level can be shared across all the boards.
- Click the Menu iconthat is present at the top of the Kanban board, go to Admin > Settings.
- Click the Custom Common Field icon The Custom Common Fields page is displayed.
- To create a common field, click the Create Common Field icon from the Side toolbar.
- In the new field, enter the following details:
|Field Label||Name of the Custom Common field|
Note: It is not visible to user under Card View.
|Mandatory||Decide whether you want compulsory input for that particular field.|
|Disabled||Hide the field from the card by selecting Yes from the drop-down. By default, it will be No.|
|Input Method||Manual Entry of values|
|Master List||Once you select the Input Method as Static List, this field will be activated, and the dropdown values will display all the Master Lists. Select the desired Master List from the drop-down and set its Default Value.|
|Default Value||Based on the Master List you have selected, the related default values will be displayed as a drop-down value. Select the most appropriate default value.|
|Include in List View||If you want to add fields in Card List View, then select Yes from the drop-down.|
|Field Icon||It is a symbol or indicator that will help you identify a particular field. Click the edit view under Field Icon to get a list of icons. Select any one icon from the list that will best define your field.|
- After adding each Custom Field, click on the Save icon from the Side toolbar.
Adding Custom Common Fields at the Board Level
You can share the Custom Fields which are created at the board level across all card types for that particular boards.
- Click the Workspace icon and select the desired board.
- From the Side toolbar, click the Board Editior icon.
- Click to open the Configure Card View page, click the Card Designer icon from the Side toolbar.
- From the list of Custom Fields select the desired fields by clicking the checkbox. Now the selected fields will be displayed across all the card types for that particular board.
Converting Card Type Specific Fields to Custom Common Fields
This feature helps you mark the existing custom fields as Custom Common Fields.
You can create your own fields for each Card field editor, depending on the requirement. If you require a particular field in all the Card Types, then you can add with the help of Custom Common Field icon as mentioned above. But if you already have created a field for few Card Types and now you decide to add the same field for remaining Card Types then the Add as Custom Common Field icon will solve the issue.
For example, you have 10 Card Types, of which you have added a custom field of field type: Integer to six Card Types. Now you have decided to add this field as a Common Field for all Card Types (including the ones that will be created in future).
To achieve this, add the same custom field to the remaining four Card Types, then go to Custom Common Fields Page and from the toolbar, click the Add as Custom Common Field icon.
The Add as Custom Common Field icon is available only when the same field (with the same field label and same field type) is added on all Card Types.
- To add fields into Card Field editor, go to Admin and click the Settings option.
- Double click the Card Type to add custom fields.
- Under Layout, scroll down till the end and click the plus icon to add a new row, now drag required custom fields from the Available Fields Types section.
- Once you have added the field types under Layout tab, you will get the attributes related to that particular fields to type under Settings. Add Field Label and Field Type.
Note: For each Card Type, the Field Label and Field Type should be same.
- Go to Click the Menu icon that is present at the top of the Kanban board, go to Admin > Settings.
- Click the Custom Common Field icon.
- To convert fields into Custom Common Fields, click on Add as Custom Common Field icon.
Note: Irrespective of a field being enabled or disabled at the Admin level, a custom common field is always visible in the Card Designer at the Board level. However, to edit the values of the same common field, you need to enable it at the Admin level.
The Custom Common Field is available in the Board Filter, if the Input Method is Static List for the respective field.
You can also filter cards under All Cards Section, as per the custom common fields.
Password policies are required to enhance the account security by encouraging users to employ strong passwords and use them properly.
To enable the password policy:
1. Go to Admin >> Settings
2. Click the Admin Policy icon on the Side toolbar at the left.
3. Select the Apply Password Policy checkbox.
4. Select a policy from the drop-down.
5. It will save the settings automatically.
Note 1: You need to restart the session to apply the changes.
Note 2: If the above password policy is not applied, by default minimum 7 characters password of any
combination is applicable. Same will be reflected on the change password screen.
Enabling Reader to Add or Reply to Comments
To enable the Add or Reply comments by Reader policy, perform the following steps:
- Go to Admin >> Settings
- Click the Admin Policy icon on the Side toolbar at the left.
- Select the checkbox for the Allow Reader to add comments on cards policy.
Restrict Editing of Cards in Done Column
Only the Admin and Manager will be allowed to edit cards in the Done lane. The policy will be applied to all boards in the account and it will not be available at board level.
To enable Only Allow Admin and Board Manager to Edit Cards in Done Column policy, perform the following steps:
- Go to Admin >> Settings
- Click the Admin Policy icon on the toolbar at the left.
- Select the Only allow Admin and Board Manager to edit the cards in the Done Column
- It will save the settings automatically.
NOTE: By default, this policy will be kept off for all the current accounts.