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Planview Customer Success Center

Customize a Board to Fit Your Way of Working

Video: Customize a board

Define Status Columns

Change or rename the status columns to fit the way you work. When cards are moved to the second column, they are considered as started, and cards in the last column are considered as done, regardless of the assigned column names.

A board must always have at least two columns.

To change or rename status columns: 

  1. Navigate to the board you want to change the status columns names.
  2. Click the options menu Settings.png and select Settings.
  3. Add, remove, and rename status columns to fit your workflow. Drag and drop each status column to arrange the column order that best meets your needs. To remove a column, click the plus icon to the right. To change a name, click the column status name and replace the existing name with a new name.

    Board Settings Image 1.png

Define Work in Progress Limits

You can add a Work in Progress (WIP) limit for a status column. This value gives a visual indication on the board when the number of cards allowed in the column has been exceeded. It can help prevent reduced productivity due to too many simultaneous tasks.

This is especially useful if there is a tendency that work collects and resides in specific columns. By adding a WIP limit, the team must work together to remove bottlenecks and move cards forward, instead of putting even more cards into a column with a WIP limit giving the team a more efficient work process.

To add a WIP limit:

  1. Navigate to the board you want to change status columns for.
  2. Click the options menu Settings.png and select Settings.
  3. Click Add limit for a column and enter the maximum number of cards allowed in that column.

Define Labels

Use labels to categorize different cards - each label is represented by a specific color. Labels can be used, for example, to define what role or competence the person that performs the work should have, or the type of work the card represents.

You can group cards on a board by labels to get an overview, and to focus on the cards with a specified label.

To define labels: 

  1. Navigate to the board you want to change labels for.
  2. Click the options menu Settings.png and select Settings.
  3. Click in the field next to the label color to change the label name.

Now that the board is adapted to how you work, learn more about working with boards.

Define Board Email Settings

When you set up a board to accept emails, each email sent to the board is converted into a card on the board:

  • The email's subject transfers to the card title.
  • The email's content transfers to the card description.
  • Any attachments in the email are automatically uploaded and attached to the new card.

Anyone, even people who aren't workspace members, can send emails to the board. After an external card creator sends the initial email to the board to create the card, they will receive an additional confirmation email after their original email is received. If they want to add any additional information to the card, they can respond directly to the confirmation email.

Users with access to the board can communicate with the external card creator through the comment section of the card. Select the Send to external card creator option to send the comment to the external card creator via email.

Comment to external card creator.jpg

When the external card creator responds to the email, their response is added as a comment on the card.

Comments sent to external card creators cannot be edited or deleted. Attachments cannot be added to comments sent to external card creators.

Activate Board Emails

To set up a board to accept emails:

  1. Navigate to the board you want to start accepting emails to.
  2. Click the options menu icon Settings.png and select Settings.
  3. Scroll down to the Email to this board section.
  4. Click the checkbox next to Activate board email.
  5. Copy the email address that is generated and distribute it to the appropriate contact or team.

    Email to Board Image.png

Distribute the Board's Email Address

The email address of the board is hard to remember. To make it easier, download a vCard that is compatible with your contact manager application (such as your email client). The vCard contains the name of the board, the email address, and the URL.

To access the vCard for the board:

  1. Navigate to the board for which you want to download the contact.
  2. Click the options menu icon Settings.png .
  3. In the available to the list that appears, select Email to this board
  4. Click the Export vCard option.
  5. Once downloaded, double-click the file to import it into your contacts.

 

 


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