Building a board

 

Boards help you manage work that covers a wide spectrum, including project tasks, issue tracking, status tracking, help desks, service desks, service request management, employee onboarding, incident management, bug tracking, and many others, all on a single platform.

Getting started with a board is super easy. There are just a few steps that should be completed, and you will be all set to manage your board:

• Create a new board.
• Add new members to your board.
• Customize the board form.
• Set up custom statuses that your workflow requires.
• Determine whether a priority field is required.

Creating a new board

Boards can be built from scratch so that you can customize them the way you want. Before starting, you should check if you have the right permissions to create boards. If you are an admin newly starting on an account, you should have these permissions already; else, you should contact an Account Admin.

1. On the left navigation, click Explore.
    
2. On the Explorer page, click Create, which will take you to the Create from scratch page. Alternatively, you can go to the Template gallery and install one of the predefined templates.
    
3. On the Create from scratch page, select Board.

   

   Alternatively, you can create a board by selecting Create > Board from the left navigation.
    

4. Enter a name for your board.

   

    
5. In the Item type field, enter a name for the type of items that will be managed in your board. For example, this can be an Issue if you are creating an issue tracking system, a task for a board that manages projects, or a Request for a system that manages service requests.
    
6. The ID prefix field is automatically filled with a system-generated string based on the name given for the board. However, you can also manually change it if you would like to. The prefix must have a minimum of 2 and a maximum of 4 alphanumeric characters.

   Note:

   The prefix field cannot be modified once the board is created, so we recommend you decide on it before creating the board.

7. If you already have some existing data in a CSV or XLSX format, you can click Import data from other sources and upload the file. The columns in the file will be imported as fields into your form, and the rows will be imported as items. You can only import a maximum of 200 rows.
    
8. Click Create.
    

Creating a board using AI

In the Create your board page, click Create using AI. A tab will appear, prompting you to provide additional context.

The more detailed your prompt is, the more relevant and tailored your board will be. Next, click Create.

After AI has created your board, you’ll find the relevant statuses and form fields in it. You can also choose to edit the workflow and board form anytime you want.

Adding new members

You can add users to your board and assign various roles to them. Users added to the board are called members. To add users to your board, follow these steps:

1. On your board, click the Manage button at the top right corner > Share.
    
2. To add new members to your board, click Add members.
    
3. In the search box, type in the name of a person you want to add to the board. You can even add multiple members in one go.

   

    
4. After adding the required members, assign one of the following roles to them:
   1. Admin - can create and edit items as well as manage all the settings for your board.
   2. Member - can create new items as well as update existing ones.
   3. Restricted member - can only act on items created by them and assigned to them.
   4. Initiator - can only create new items and update the ones that are either created or requested by them.
5. Click Add.

Customizing your form

The data in each item moving through a workflow is collected using a form. You can customize this form so that the most relevant information for your workflow is captured. To customize the form, click the Manage button > Edit form on your board.

Configuring custom statuses for your workflow

There are five default statuses you can use to indicate the progress of an item in your workflow. In addition to these, you can create custom statuses. Custom statuses allow for detailed tracking of items.

To create a new custom status:

1. On your board, click the Manage button > Edit workflow.
2. Click Add a custom status under a category.
3. Enter a name for the custom status, select a color and icon of your choice, and click Go live.

 You can create multiple custom statuses and arrange them in your desired order. However, custom statuses cannot be created under the Reopened category.

Enabling and disabling priority

Priority indicates the urgency to resolve an item. You can only assign a priority to items if you have turned on this feature in board settings. If this setting is not turned on, the Priority field will not be visible across the board.

1. To turn on or off the priority, click the Manage button > Settings.
2. Click the Optional settings tab, and toggle Priority on/off for the board.