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Planview Customer Success Center

Work with Boards

Video: Work with boards

Board Basics

The lowest level of work to be done can be represented by a card that individual team members can take responsibility for. A board can be used to plan the work and visualize progress. Each card contains information about the task to perform, who is assigned to it, and the current status. The status of a card is represented by which status column the card is located. Cards are moved from left to right as work progresses, and when the work is done, the card is placed in the last column to the right. The default columns are PlannedWorking on, and Done, but columns can be added or renamed to support your way of working.

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Do you want to know when cards are put in a specific status column? Use Zapier to get an email notification!

Find Your Way Around the Boards Tool

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Activities connected to the board are found on the Boards tool.

  1. Click the activity icon to connect to an activity from the board.
  2. Click the filter icon to open the panel to filter cards
  3. There are two main views that you can select; a board view where the lowest level of work to be done are represented by visual cards, and a chart view to follow up on progress in different ways.
  4. Click a card to see the card's detail pane including important information about the task represented on the card. You can also comment and discuss the work to be done allowing you to keep all communications and information in one place. You can select multiple cards using the Shift or Control keys. Learn more about working with cards.
  5. Group cards from different perspectives depending on your needs. You can group cards on the Boards tool by Label, Assignee, or Activity. Each group is represented by a horizontal swim lane. Note: if an activity associated with a board is marked done, any cards related to that activity are no longer visible on the board.
  6. To customize a board to fit your way of working, select Settings from the options menu to edit the workspace name, columns, and labels. The options menu also allows you to duplicate, share, import cards, downloadhidedelete boards.
  7. Maximize the board view to be able to view more cards at once.
  8. Select from the boards available in the workspace.

Do you have Boards in the Boards list you don't use anymore? Hide them to make the list shorter! 

Create a Board

You can create any number of boards in a workspace, but keep in mind that too many boards reduces the strength of a board to visualize all related work at once. A good practice is to create one board for each team.

To create a board: 

  1. Navigate to the Boards tool, click the Select or search board box and select New board
  2. Type the desired name of the new board and click Add to create it.

Add Cards

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Click any of the plus icons  Plus Icon - Add Cards.png below the activity name (or swim lane title) to create a new card in the appropriate status column.

If you group cards by Label, Assigneeor Activity, click the plus icon Plus Icon - Add Cards.png in the desired group to add the card to that group. If you do not want to add the new card to any of the groups, click the plus icon Plus Icon - Add Cards.png in the last group at the bottom of the list titled No activityNo assignee, or No label.

Use the drag and drop functionality to place the most important cards at the top of a list in the first column so the team can address the most important cards first.

Filter Cards

Filter cards on a board based on a variety of card attributes. Some of the attributes you can filter by is card assignee, status, activities, labels, dependencies, due date, custom fields, and many more.  Click the Filter icon filter-btn.png in the toolbar to see the available filter options which appears on the list on the left side of the window.

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Importing Cards

In order to quickly and easily create many cards, it is possible to upload a .csv (comma separated) file to a board. Importing cards is especially useful when, for example, recreating information that already exists in another resource, tool, or system.

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  1. To import cards to a specific board, navigate to the desired Board.
  2. Open the Options menu icon more options icon.png in the upper right corner of the window.
  3. Select the Import cards option.

    Importing Cards 2a.png

  4. In the new window that appears, click the Choose files button. Locate and select the desired .csv file (testing_CSV.csv in the above image).

    Note: Click Download .csv template for importing cards to board to download a pre-formatted template to help you import the cards. See About the .csv File for instructions on using the template.
     
  5. Click Next to continue.

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  6. The service now attempts to convert each record in the uploaded .csv file by creating a corresponding card on the board. After this process is completed, the conversion results are included in a new Import cards window that appears.
  7. Review the New cards created and Rejected records results reported in the window.
  8. If there are any Rejected records, click the Download Rejected Records (csv) link to open the failure report. The report includes a list of records that did not convert along with a potential reason as to why the failure occurred.  Learn more about the Rejected records report in the Import Errors section below.
  9. Click the Start over button to restart the conversion process for the failed records or to start the process for a different .csv file.

About the .csv File

We recommend that you download the (.csv template) file featured in Step #4 in the above section, Importing Cards. This file contains all of the necessary headers to complete the conversion and is ideal for a spreadsheet application such as Microsoft Excel. Refer to the image below to see an example of a completed .csv template file.

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For each record in the file, the following must be satisfied.

Item # Input Value Value Action Value Requirements
1 Title Required Must contain at least 1 character and no more than 255 characters. Note: If the Title is omitted, the record will fail to convert to a card.
2 Description Optional If this field remains empty, the card will not include a description.
3 Due date

Optional

If a value is entered, it must use the following date format: YYYY-MM-DD.
4 Assignee Optional Use the email address of the workspace member with board access to assign the record/card. If this field remains empty, the corresponding card will be unassigned.
5 Label Optional Use a number for a range of 1 through 14 to assign a card label. These numbers correspond to the order of labels listed in the board settings. If this field remains empty, the corresponding card will be unlabeled.
6 Estimated time Optional Use a number representing the number of seconds that corresponds to the desired estimated time value. For example, if you want to report an estimated time value of one hour, input a value of 3600 seconds. If this field remains empty, the corresponding card will not include an Estimated time.
7 Blocked reason Optional Describe the reason for the card being marked as blocked if the corresponding card is blocked. If this field remains empty, the corresponding card will be unblocked.
8 Points Optional Use one of the following numbers to assign a point value: 0, 0.5, 1, 2, 3, 5, 8, 13, 20, 40, 100. If this field remains empty, the corresponding card will not have a points value assigned.
9 Column Optional Use a number between 1 and X, where X is the total number of columns included on the board you are importing to.  For example, if you have a board with 5 status columns, you can specify a number between 1 and 5. If this field remains empty, the corresponding card will be placed in the first column on the board.

Import Errors

When errors occur during the import, a Download Rejected Records (csv) .csv file and link (from Step #8 in the above section, Importing Cards) are created. This report is similar to the .csv template file, however, a new Error column has been inserted to the left of the Title column. The reason an error occurred is provided for each record in the Error column.

To resolve reported errors:

  1. Downloading the Rejected Records (csv) file
  2. Review and address each error included in the report
  3. Delete the Error column
  4. Attempt the import process again to convert the remaining corrected records into cards.

The image below provides an example of an error.csv file opened in Microsoft Excel:

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  1. The Error column (A) contains the details explaining why each record failed to import. Note: Once these errors have been corrected, delete the Errors column and upload the corrected .csv file again to import the remaining records.
  2. The Rejected Record reported in this example is an Invalid estimated time error.
  3. The value in the Estimated time column is "ö" which is not a valid value. Delete the value and enter a valid value (if one exists) as defined in the About the .csv File section above (refer to item #6).

To hide or delete a Board, visit Hide and Delete Boards.

 

 

 

 


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