Viewing your Project's Workflow (Kanban Board)

Forecast's Workflow is a Kanban board that helps you visualize work and create efficiencies. It is a great tool for teams that work with the Agile project management methodology, establishes order and provides a good visual to the project's team of their daily work.  If your team needs to visualize, prioritize, and track work in sprints, we recommend using the Sprint view (Scrum Board). See Using Sprints in Projects (Scrum Board) for more information.

For advice and best practices on how to use Kanban boards, see Getting Started With a Kanban Board: 6 Tips for Productive Work.

This article covers:

• Viewing your Project's Workflow
• Customizing your Workflow board
• Managing tasks through Workflow
• Encouraging Time Registration

Viewing your Project's Workflow

Project team members can access the Workflow board at any time once the Project is created.

Tasks carry a lot of information, such as: Attachments, Comments, Task ID, etc. This information while helpful at a glance, may be a bit overwhelming as you add on more and more tasks. In the Workflow page you have the option to determine how much of this information you want to see. Click on the Eye Icon on the top right hand corner to select which options you want to hide from tasks. 

To view the Project's Workflow

1. Click on Projects.
2. Select your project.
3. Click on Workflow within the project header.

Customizing your Workflow board

When creating a new Project the Workflow view provides three (3) standard columns named To-do, In progress and Done. It is possible to edit or add new Workflow columns to customize the Kanban board and adapt it to the team's workflows. 

To customize your Workflow board

1. Click on Projects.
2. Select your project.
3. Click on Workflow within the project header.
4. Here you can decide whether to edit the existing columns, delete them or add new ones:
   1. To add new columns: Click on 'New Column' button on the top right and select the workflow category for the column (To do, In progress, Done). This will help the system understand if the task needs to get started, if it is being worked on or if completed.
   2. To edit the name of existing columns: Click on the name and type in the field to change it.
      
      
   3. To delete the existing column: Click on the three-dots icon next to the column name  and select Delete.
      

Managing tasks through Workflow

Within the Kanban Workflow board  users can organize and manage their project work, complete their tasks and register time.

Submitting new tasks

Tasks can be added directly as cards within the Workflow board for both single or connected projects. Within the appropriate column, just type in the 'New task' field. This option allows for team members to add on tasks much faster on a project, without having to add all of the details.

Moving tasks and columns

Within Workflows it is possible to move columns and tasks simply by dragging and dropping in the desired area.

Tasks that have dependencies or prerequisites cannot be moved to a column with the designated status of In Progress or Done, unless the dependency or prerequisite is first met. Moving a task with a dependency or prerequisite will result in the system prompting a warning message.

Registering Time in Workflow Tasks cards 

Within the Workflow tasks cards team members can easily register time on each task by clicking on the Time Registration button.

Encouraging Time Registration

Within Workflows it is possible to encourage time registrations, if team members should be reminded to  register time on any tasks, when they moving their stages to another column. 

To encourage time registrations

1. Click on Projects.
2. Select your project.
3. Click on Workflow within the project header.
4. Click on the three-dots icon next to the column name.
5. Toggle on Encourage Time entries.