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Work with Cards

Video: Work with cards

A card is work that needs to get done. Cards can be created as the lowest level of work on an activity in the Plan tool, or be added to a kanban board in the Boards tool. Each card contains information about the task to perform, who is assigned to it, a due date (if applicable), and the task's current status.

See a list of all cards you are assigned to on My overview. Here, you can plan when the work gets done and also add personal tasks you need to complete.

Change Card Status

The status of a card is represented by one of several status columns where the card currently resides. Each card is moved from left to right as work progresses. When the work is done, the card is placed in the last column to the right (typically, the Done column). Drag and drop the card to the next column to change it's status. Status can also be changed in the detail pane for one or multiple selected cards.

When the card has been placed in the last column it is considered as Done and will be removed from My work on My overview, and Scheduled work on the workspace overview.

 

Board Basics 10-22-18.gif

Change Card Details

Change Card Details Image.png

Click a card to open the detail pane where you can see and change all information related to the card.

You can also select multiple cards using the Shift or Control keys, and in the detail pane change information for all selected cards at once. 

  1. Click the card title to change the name of the card. 
  2. Click the card status to move the card to another status column, showing the progression of the card.
  3. Click Edit description to change the description. You can also use markdown to format your description to make it easier to read.
    Format the Description
    # This is a heading
    ## This is a subheading
    
    **This is bold text**
    
    _This is italic text_
    
    1. Numbered list
    2. Numbered list
    
    * Bulleted list
    * Bulleted list
    
    Add Links

    Add a name for links within the brackets [ ] followed by an URL within the parenthesis ( ).

    [Projectplace](http://www.projectplace.com)
    

    Even more ways to format the workspace description can be found in this list of all available markdown options. http://commonmark.org/help/

  4. Click the x to hide the fields that don't have a value (gray background) where the icon changes to a plus . Click the icon again to show all of the available fields.
  5. Click each field to add or change the information: 
    • Add primary assignee. Assign the card to the person who is primarily responsible to get the work done. The primary assignee is the go-to contact for the card when team members have questions. The person assigned to the card will receive a Projectplace (in-service) notification and an email.
    • Add assignees. Additionally, you can add multiple assignees that are also working on the card. Additional assignees may work at the same level as the primary assignee or are working on the task at some point. Each assignee will receive a Projectplace (in-service) notification and an email.
    • Add date. Enter a due date when the work needs to be done. 
    • Connect to activity. Connect the card to an activity in the Plan or move the card to another activity. Note:  if the activity you select is not connected to the associated board, the card will no longer be visible on the board. 
    • Add label. Use labels to differentiate different types of work. You can then group the cards by their label in order to focus on one type of card (or work) at a time.
    • Create checklist. Remember and list related tasks or pieces of work necessary to complete the work associated with the card.
    • Attach files. Add documents (in any file format) necessary to complete the work described in the activity. Attach files from Projectplace, your local computer, and other cloud document services such as Box, Google Drive, Dropbox, and OneDrive.
    • Create dependencies. Set dependencies to other cards on the board or other boards.
    • Add pointsEstimate work effort needed to complete the card by assigning point values.
    • Time reporting. Estimate work effort in hours and minutes and report time on cards. Note:  it is only possible to report and follow up on time in Projectplace Enterprise.
  6. Team members can add comments and discuss work progress on the card.
  7. Click the check box to see the history of the card such as who made progress, what progress was made, and when the work was completed.
  8. Use this menu to: 

If you want feedback from a specific person, you can ask them to give their comments directly in Projectplace. Type and the first letters of the person's name you want to notify. Select the desired person's name from the list that appears. If you type, for example, "@jo" all persons with first or last name that begins with "Jo" will appear in the list. This process is called "at-ref" or "@-ref" and the person you @-ref will be notified both in Projectplace and through email.

If your organization uses Projectplace where a workspace Plan is connected to a Planview Enterprise One - Portfolio and Resource Management project, the following Projectplace card attributes will transfer as action items in the connected project:

  • card title
  • card status
  • due date
  • points
  • assignee
  • description

To learn more, visit Create/Synchronized Cards from Workspaces to Projects.

Assign Multiple People on a Card

You may assign a card to multiple workspace members to get the work done. Users may be assigned to the card in one of two levels: primary assignee and assignees.

To add a primary assignee or additional assignees:

Add Multiple Assignees 1.png

  1. Click the card you want to add assignees to. The card's detail pane will open on the right side of the window.
  2. Click the plus Open detail pane details icon.png  icon to display additional card attributes.

    Add Multiple Assignees 2.png

  3. Click Add primary assignee.

    Add Multiple Assignees 3.png

  4. Type the first few letters of the user's first or last name and from the available list, click the name of the user who will be the card's primary assignee. Once the selection has been made, the name and picture of the primary assignee will be displayed in the first position on the card's detail pane. The primary assignee's picture is also located next to the Card title at the top of the detail pane.

    Add Multiple Assignees 4.png

  5. Type the first few letters of the user's first or last name and from the available list, click the name of the user you want to add as an assignee. Once the selection has been made, the name and picture will be listed in the assignees section of the card, under the primary assignee section.

    Add Multiple Assignees 5.png

  6. Click the Add assignee Add assignee icon.png icon to add additional assignees.

To promote an assignee to a primary assignee:

Promote Assignee 1.png

  1.  Hover the cursor over the Assignee name you want to promote.
  2. Click the Make primary Promote Icon.png icon to replace the existing primary assignee with the replacement you have selected.

    Promote Assignee 2.png

  3. The initial primary assignee has been replaced with the new primary assignee and has been removed from the Assignees list.

Estimate Work Effort for a Card

There are two ways of estimating the work effort on a card.

  • Point estimation. Estimate the relative size of work on a card using the planning poker estimation with points http://en.wikipedia.org/wiki/Planning_poker. This will help the team break down work tasks into suitable sizes. You can get a good overview of the progress in the burn-up chart. When you select to base the chart on points, you will see the results in the burn-up chart.
Point Estimation.png
  • Time estimation. Estimate how many hours it will take to complete the work on a card in the Time reporting section of the detail pane. Note:  it is only possible to report and follow up on time in Projectplace Enterprise.

An aggregated estimate from individual cards will be displayed in the detail pane in the Plan tool for the activity the card is connected to.

Time Estimation.png

Time can be reported on activity or card level.

Use a Checklist

When you want to break up the work into smaller segments or create a list of reminders of those tasks, create a checklist.

To create a checklist:

  1. Click the card you want to create a check list for. The card's detail pane will open on the right side of the window.

    Create a Checklist Image.png

  2. Click the plus Open detail pane details icon.png  icon to display additional card attributes.
  3. Click Create checklist.

    Create a Checklist Image 2.png

  4. Click Add new item and type the name of the task in the available Name item field.

    Animation showing how to work with a checklist

  5. Hover the cursor over the checklist item you want to move. On the left side of the checklist item, click and hold on the move Move icon.png icon. Drag the checklist item to the new location (either above or below it's current location) and release the click to set the checklist item in it's new location.

    Delete a Checklist item.png

  6. If you want to delete a checklist item, hover the cursor over the checklist item you want to delete. Click the delete X icon that appears on the right. 

Convert a Checklist or Checklist Item into a Card

Sometimes, users discover that a checklist or a checklist item on a card, should be converted to independent cards. Moving a checklist or a checklist item to cards provides the full functionality of a card with all of the card's attributes making it easier to get the work done. Checklist Items do not allow you to specify the details of how the work is done in the way that a card can.

To convert a checklist into cards:

Convert Checklist into Cards Image.png

  1. Click the card you want to convert checklist items into cards. The card's detail pane will open on the right side of the window.
  2. Hover the cursor over the checklist card attribute.
  3. Click the card Card Icon.png icon on the right to convert the entire checklist into individual cards.

When the entire checklist is converted, all of the checklist items included in the checklist will disappear from the current card. Each checklist item because an individual card and all of the cards created from the checklist share the following card attributes from the original card:

  • Board
  • Activity
  • Column name
  • Label type
  • Due date

To convert a checklist item into a card:

Convert a Checklist Item into a Card Image.png

  1. Click the card you want to convert checklist items into cards. The card's detail pane will open on the right side of the window.
  2. Click Create checklist.
  3. Hover the cursor over the Checklist item you want to convert.
  4. Click the card Card Icon.png icon on the right to convert the checklist item into a card.

Create Card Dependencies

Cards can be linked to each other using dependencies. A card can either be made to be dependent on another card, or have its own dependents.

Add dependencies by using the search dialog in the detail pane. You can search for the card names or ID numbers of the cards you wish to create dependencies between.

To delete a dependency, hover over it and click the icon. 

Once all dependencies have been completed, the person assigned to the dependent card will be notified that it’s time to get to work.

Card dependencies only work between cards that are not affected by any access rights restrictions. As soon as a board has any restrictions, you will not be able to link it to cards on any other board.

Card Dependencies.png

Duplicate a Card

Create a duplicate card on the same board. When a card is duplicated, all settings such as assignee and labels will remain the same, but reported time, dependencies, and comments are not included on the duplicated card.

To duplicate a card: 

  1. Open the detail pane for the card that you want to duplicate.
  2. Click the more options icon Three dots more menu.png and select Duplicate.

Mark a Card as Blocked

You can mark a card as blocked signaling that work might be obstructed. When marking a card as blocked, you must specify a reason why the card is being marked as blocked.

Mark as blocked.png

  1. Open the detail pane by clicking the card you want to block.
  2. Click the (plus) icon to open and edit the available card fields.
  3. Click the Mark as blocked field.
  4. Type the reason the card is being blocked.

Once a card is marked as blocked, a Blocked Blocked Icon.png icon will appear on the left, bottom corner of the card as highlighted by the green box in the image below:

Marked Card.png

Blocked cards maintain full functionality so you can use and interact with a blocked card the same way you would with an unblocked card. Blocked cards, however, includes a Blocked Blocked Icon.png icon providing a visual indication that cards with those icons are marked as blocked.

Share a Card

You can share a card with other workspace members by copying a specific link created for the card. The link can be shared in an email, a conversation, or a comment on another card, activity, or document.

Workspace members need board access in order to access the card.

To share a card:

Share a Card.png

  1. Navigate to the card you want to share and click the card to open a detail pane appearing on the right side of the window.
  2. Click the more options Three dots more menu.png icon from the top right corner of the detail pane and select Share.
  3. Copy the URL and paste it in the desired location or just click the Copy button.

Create a Card Template

Card templates make it quick and easy to create frequently recurring cards which have requirements for standard information. 

To create a card template:

  1. Click the card you want to base a card template on to open its detail pane.
  2. Click the Three dots more menu.pngMore menu and select Create template based on card.

    create card template 2.png

  3. If desired, rename the card template.

  4. Click Create.

    create card template 3 4.png

Note that the activity, dependencies, and reported time attributes will not be copied to the card template.

Move Cards to Another Board

If you need to reorganize how work is done, move one or more cards to another board in the same workspace or to another workspace in the same account.

To move cards to another board:

Move cards.png

  1. Click the card you want to move, or press the Ctrl key (Mac users, press the Command key), then click each card you want to move.
  2. In the detail pane that appears, click the more options Three dots more menu.png icon and select Move to another board.
  3. Select the desired workspace (if you want to move to another workspace) in the Workspace listThis list includes the available workspaces you are a member of.  Note: the name of the workspace you are currently in is the default for the Workspace list.  This step is only needed if you wish to move the card or cards to another workspace. 
  4. Select the board you wish to move the card to in the available Board list.
  5. Click Move to confirm

Moved cards will always appear in the first status column on a new board, regardless of which column they originate from. When moving cards to a board in another workspace, there is a slight difference to this rule; cards that are in the last column, commonly known as Done, will also appear in the last column in the destination board, otherwise they appear in the first column.

 

When moving cards to another workspace, note the following card attributes that will be removed:

  • Attachments linked from the document archive of the current workspace will not move with the cards you move. However, documents uploaded to the card will move to the new Board or Workspace with the card, as will Dropbox, Box, and Office 365 documents. But, if you have linked a document in the workspace's document archive to a card, that archived document will not move to any other workspace.
  • Custom fields configured in the current workspace will not remain on the card after the card has been moved.
  • Assignees of cards that are not members of the destination workspace will not remain as assignees after the move has been completed.
  • Followers of the card who are not members of the destination workspace will not remain as followers of the moved card.

Delete a Card

Delete a Card.png

  1. Open the detail pane of the card that you want to delete.
  2. Click the more options Three dots more menu.png icon.
  3. Select Delete.
  4. Click the Delete button to confirm.

Follow Cards

Following a card is a great way to keep informed on how work is getting done. You can follow a card (even if you are not assigned to the card) to help stay informed with work you have an interest in. When you follow a card, My Overview includes information about the cards you are following, giving you a direct and simple way to access continual changes that occur on the card.

From My Overview, click the Following tab in the top, right side of the window, next to the My Work tab.

  1. Each card you follow is listed under the Following tab and includes a card icon Card Icon.png on the left side of the card.
  2. The most recent change or event is listed under each card and includes what changes were made and when these changes occurred. These entries do not include the card icon.

Click any card from the Following tab to access details and make changes without leaving My Overview.

following_cards.png

Following a card allows you to get a Projectplace (or in-service) notification when the card is updated and you will be notified when:

  • the card is moved to another column
  • the assignee changes or is removed
  • the card is moved to another board
  • the card is associated to another activity
  • the card is marked or unmarked as blocked
  • the card's due date is today
  • a comment is added to the card
  • the card is deleted

If you are assigned to a card, you will also get the same notifications above, but the card (and it's recent change detail) will not show up in the Following tab.

To follow a card: 

Click the more optionsThree dots more menu.png icon and select Follow card. A confirmation message will appear at the top of the window.

To unfollow a card you are currently following:

Select Unfollow card. This will remove the card from the Following tab, and you will stop receiving Projectplace (in-service) notifications about the card you are no longer following.

Both of the Following and Unfollowing processes are illustrated in the animated image below:

Follow - Unfollow Cards 10-24-18.gif

Request Card Assignments for a Team

As an alternative to assigning a card to a person in the workspace, you can instead send a card in a request to a Team. This notifies the entire team of the need for them to pay attention to a particular card and to assign the card to one of their team members. The Team accepts the card by assigning one of the team members to the card.

To send a request to a team:

Send a Request to a Team 1.png

  1. Click the more options Three dots more menu.png icon.
  2. Select Send request to team.

    Send a Request to a Team 2.png

  3. A new Request team assignment window appears.
  4. Select a team from the available list.
  5. Type a message detailing your request to the team. The message you type here is also added as a comment on the card.
  6. Click Send.

You can only send requests for cards that are included:

Once you send the request, all of the team members are notified and the request is displayed in the Team Overview. The sender of the request automatically follows the card so the sender remains informed of any changes that take place once the card has been sent.

The team can now either accept or deny the card.

When the card is Accepted:

  1.  A notification is sent to the sender that the card has a new assignee.
  2. The message included on the card (if there is a message) is added as a comment on the card.

When the card is Denied:

  1. A notification is sent that the team has denied working on the card.
  2. The message included on the card (if there is a message) is added as a comment on the card.

There can only be one active request per card and you cannot send the same card as a request to multiple teams.

 

 

 

 

 


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