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🛠️ Editing the Process Board

This article explains how, as a Team Administrator, you can customize your team’s process board—from phases and categories to labels and card display settings.

🔍 Content

  • How it works

  • What can be configured

  • Tips & Best Practices

  • FAQ

🛠️ How it works

  1. Open settings

    • In the open process board, click the arrow to the right of the tab name (e.g., “Process Board”) and select Settings.

📸 Screenshot: Accessing the process board settings menu

  1. General tab: Adjust phases & structure

    🧱 Define process phases

    • Create new process phases, edit existing ones, delete, or move them.

📸 Screenshot: Process phases overview

🧩 Manage free attributes

  • Create custom attributes (e.g., “Small Projects”, “Large Projects”) to group your tasks/projects along the Y-axis.

📸 Screenshot: Editing free attributes

📊 Adjust the Y-axis

  • Choose how your process cards are grouped vertically: e.g., by team member, category, or label.

🔽 Define sorting logic

  • Choose up to three criteria for automatic sorting within each column (e.g., “Priority”, “Status”, “End Date (Plan)”).

🗂️ Set card view

  • Define the default display of cards:

    • Expanded: shows details like title, status, assignee, form ID, end dates, priority, etc.

    • Collapsed: compact display showing only the card status (red, yellow, green).

  1. Templates tab: Prepare tasks & checklists

    • Create predefined templates that automatically trigger tasks or checklists during a phase transition. (Creating and using templates is explained in a separate article.)

📸 Screenshot: Creating a new template

  1. Categories tab: Categorize tasks

    • Choose which categories are available in the process board.

    • Category names are fully customizable.

📸 Screenshot: Available categories in the process board

  1. Labels tab: Task label selection

    • Choose from the global system labels which should be available in the dropdown within a process activity.

📸 Screenshot: Label management in the process board

  1. KPIs tab: Cumulative Flow & On-Time Delivery

    • Configure display intervals for KPIs.

    • Enable child tiles per phase (On-Time Delivery KPI).

    • Define when the status turns “Red”.

    • Set the number of days for the moving average of KPIs (e.g., moving average of On-Time Delivery over the last 10 days).

📸 Screenshot: KPI settings – Cumulative Flow & On-Time Delivery

⚙️ What can be configured?

Area Options
General Phases, attributes, sorting, Y-axis, default card display
Templates Automatic sub-processes, tasks, and checklists per phase
Categories Visible categories & naming in dropdown
Labels Visible labels in dropdown
KPIs Cumulative flow diagram, on-time delivery, status rules
 

✨ Tips & Best Practices

💡 Use templates to automate recurring tasks.
🔁 Use free attributes for a flexible swimlane structure.
⚠️ Limit the number of phases and free attributes—too many reduce clarity.

❓ FAQ

Can I change phases afterward?
→ Yes.

Who can adjust the process board?
→ Only Team and System Administrators.

Are templates usable across teams?
→ No, they only apply within the respective team’s process board.