Follow
Using the Scrum Agile Story Board

The Scrum agile story board is displayed together with the completion status and the burndown chart. These agile components are available in the following situations in Workfront:

  • On agile iterations
    For more details about using the agile story board, burndown chart, and completion status in a pure agile environment (with backlogs and an iteration), see "Working in an Agile Environment."
  • When viewing a project in an agile view
    For information about how you can leverage the agile story board, burndown chart, and completion status within an existing project, see "Managing a Project in an Agile View."

Understanding the Scrum Agile Story Board

The following sections enable you to better understand how the Scrum agile story board functions:

Understanding the Story Board Layout and Functions

The story board consists of the following elements:

Stories Column: Unlike the other columns on the story board, the Stories column is not a task status, but rather exists to house any stories that contain subtasks in the iteration or project. Only parent stories that have at least one subtask on the story board can reside in this column. The parent stories themselves do not move from status to status across the story board.

In an iteration, this column appears on the story board only when one or more stories on the story board contains at least one subtask that meets the following requirements:

  • Assigned to the same agile team as the parent task
  • Belongs to the iteration

In a project, this column appears any time a task has at least one subtask.

Task Statuses: Indicates how a story is progressing through the iteration or project based on which status column the story is in.

For more information, see "Updating the Status of Stories and Subtasks."

Task statuses can be customized for the project by modifying the agile view, as described in "Creating and Customizing an Agile View" in "Creating and Customizing Views."

Swim Lane: When a parent story and its subtasks appear on the story board, a swim lane is created specifically for the story and its subtasks. This provides a visual distinction to better view how a story's subtasks are progressing across the story board. 

In an iteration, swim lanes appear on the story board only when a story on the story board contains at least one subtask that meets the following requirements:

  • Assigned to the same agile team as the parent task
  • Belongs to the iteration

In a project, swim lanes appear any time a task has at least one subtask or one parent task.

Individual Stories: Individual stories are displayed below any swim lanes on the story board. This provides a visual distinction from the stories that are part of a swim lane.

Understanding the Relationship between Subtasks and Stories

If a story contains subtasks, you cannot update any information on the parent story itself (such as points/hours or percent complete). Furthermore, you cannot move the story across the story board to update its status. Rather, any changes you make to the story's subtasks are reflected on the story. The combined story points or hours for all subtasks determines the points or hours of the parent story. 
For example, if a story has only one subtask valued at 4 points, the story itself also has 4 points. If you change the subtask point value to 3, the point value of the parent story is changed to 3. If you create another subtask on the same story and set the point value for that subtask to 4, the point value for the story is changed to 7 in order to reflect the combined point value for both subtasks.

This same logic applies to second-level subtasks (subtasks of subtasks). If a subtask has one or more second-level subtasks, the subtask is calculated based on the second-level subtasks.

Understanding the Relationship between the Story Board and the Backlog

NOTE The information in this section applies only to agile views on an iteration; agile views on a project do not use a backlog. (For more information about the differences between agile views on an iteration and a project, see "Differences When Using the Agile View on a Project verses on an Iteration" in "Managing a Project in an Agile View.")

The iteration backlog shows only stories or subtasks where you can set an estimate. If a parent story has subtasks that are displayed on the story board (because they are assigned to the same agile team and belong to the iteration), the parent task is not displayed on the backlog. In this situation, only the subtasks are displayed on the backlog, while the subtasks and the parent story are displayed on the story board.

For example, suppose that Story A contains Subtask 1 and Subtask 2 (and both subtasks are assigned to the same agile team). In this situation, Story A is displayed on the story board in a swim lane with Subtask 1 and Subtask 2. However, only Subtask 1 and Subtask 2 are displayed in the backlog. 

This same logic applies to second-level subtasks (subtasks of subtasks). If a subtask has one or more second-level subtasks assigned to the same agile team and belong to the iteration, only the second-level subtask is displayed in the backlog.

For more information about the backlog, see "Managing the Agile Backlog."

Updating the Status of Stories and Subtasks

Stories change status as they are updated in WorkfrontTeam members can drag and drop stories among different statuses in order to reflect how they are progressing through the iteration or project.

When viewing a story tile on the story board, you can see the following information:​

  • The story name with a link directly to the task
  • The project name with a link directly to the project
    This link is displayed only on stories (parent tasks, not subtasks) when using the agile view on an iteration; it is not displayed when using an agile view on a project.
  • The number of points or hours complete on the story and the number of points or hours assigned to the story
    These numbers are used to calculate and display the Percent Complete for each story.
  • The Percent Complete for each story.
    The Percent Complete for the iteration is calculated based on the Percent Complete for each story.
  • Who the story is assigned to
  • The color or category of the tile
  • Any additional fields that might have been added to the agile view by modifying the agile view, as described in "Creating and Customizing an Agile View" in "Creating and Customizing Views."

Categorizing Stories by Color

Changing the Default Color Association of Stories

The default color association of stories differs depending on whether the story board is located on an iteration or on a project.

Iteration

On an iteration, story board tiles are color-coded according to the project the story is associated with. (Each project is arbitrarily assigned a color on the story board.) You can change this default behavior for each agile team. Colors for agile stories on an iteration can be tied to the project (default), story priority, owner, or free form. For more information, see  "Configuring How Color Indicators Are Used for Stories on the Story Board" in "Configuring Agile Teams."

Project

On a project, any subtasks match the color of the parent task, so that the colors of all stories in any given swimlane are the same. Colors are randomly assigned to tasks when they are created if the task does not have any subtasks or does not have a parent task. You can change this default behavior by modifying the agile view. Colors for agile stories on a project can be tied to the parent story (default), story priority, owner, or free form. For more information, see "Customizing an Agile View" in "Creating and Customizing Views."

Changing the Color of Stories When Using Free Form

If the agile team settings have been configured so the Associate Card Color to option is set to Free Form, users can manually change the color of individual story tiles (this can be useful to communicate other types of information that is important to the team or the organization):

  1. Hover over the colored banner at the top of the story tile.
  2. Click Change color, then select the desired color.

Adding a Subtask to an Existing Story

When creating subtasks for existing stories, keep in mind the following: 

When the Completion Mode setting for the project is set to Manual:

  • Moving a parent story with subtasks to Complete updates the parent story to 100% and the Status to Complete. Subtasks are not updated.
  • To update the Percent Complete for the story, you must update it from the Stories tab or from the Details page of the object.

When the Completion Mode setting for the project is set to Automatic

  • Moving a parent story with subtasks to Complete updates the parent story to 100% and the Status to Complete. Subtasks are also updated to 100% and the Status is updated to Complete.
  • To update the Percent Complete for the story, you must update the Percent Complete for any subtasks. The Percent Complete for the story is calculated based on the Percent Complete of all subtasks.

To add a subtask to an existing story: 

  1. Navigate to the agile iteration or project that contains the story where you want to add a subtask.
    For information about how to navigate to an iteration, see "Viewing Iterations."
  2. Navigate to the story tile on the story board where you want to add a subtask.
  3. Click Add Subtask on the main story card to create a subtask to the story.

    Or
    Click Add Subtask on a subtask tile to create a subtask to the subtask.
    Workfront supports infinite levels of subtasks, but only two levels (subtasks of subtasks) are displayed on the agile story board.

    When adding a subtask to a story that currently does not have a swimlane, the parent task is promoted to the Stories column and the subtask moves inside the swimlane.
  4. Specify the following information:
    Subtask Name: Specify a name for the subtask.
    Description: Specify a description for the subtask.
    Estimate: (Available only in iterations) Specify the estimate for the subtask.
    Keep in mind the following when creating estimates:
    - If your agile team is configured to estimate stories in points, then by default 1 point equals 8 hours. Estimates are added as Planned Hours on the story. 
    For example, if you estimate a story as 3 points, the default behavior is to add 24 Planned Hours to the story.
    The default behavior for how stories are estimated can be changed for each agile team. For more information, see "Configuring Whether Stories Are Estimated in Points or Hours" in "Configuring Agile Teams." 
    - The combined estimates for all subtasks determines the estimate of the parent story. 
    For example, if a story has an estimate of 4 points and there are currently no subtasks, the estimate for the first subtask that you create is set to 4 by default. If you change the subtask estimate to 3, the story estimate is changed to 3. If you create a second subtask on the same story and set the subtask estimate to 4, the estimate for the story is changed to 7 in order to reflect the combined estimates for both subtasks.
    For more information, see "Updating the Status of Stories and Subtasks"
    -When you create a new subtask, the Estimate field is already set. If you reset the estimate on the subtask, you are resetting the estimate on the parent story (because the parent story is the sum of all its subtasks).
    Planned Hours: (Available only in projects) Specify the number of planned hours for the task. What else to say here? Gotcha--The duration type of the parent comes into play here--research. You might not be able to edit this (it will get re-set) if the duration type is set to ____.
    Assignment: Begin typing the name of the team where you want to assign the subtask, then click it when it appears in the drop-down list.
  5. Click Create.

Assigning Users to Stories

  1. Navigate to the agile iteration or project that contains the story board where you want to assign users.
    For information about how to navigate to an iteration, see "Viewing Iterations."
  2. Navigate to the story tile on the story board where you want to add a user.
  3. Click the Plus icon on the story tile, begin typing the name of the user who you want to assign to the story, then click the name when it appears. (You can also click the drop-down arrow and select a user from the list. Users who are members of the agile team are displayed.)
    This option is available only when the story card is expanded.

    Or
    On an iteration, drag the user avatar from the list at the top of the page to the story card where you want to assign the user.
    The user avatar list remains at the top of the page even while you scroll down the story board.

Configuring the Status Columns for Stories

You can configure which columns are displayed on the agile story board for all iterations assigned to your team, or for a given project.

Configuring Status Columns for Iterations

For information about how to configure status columns for all iterations assigned to an agile team, see "Configuring Status Columns on the Agile Story Board" in "Configuring Agile Teams." 

Configuring Status Columns for Projects

For information about how to configure status columns for a project, see "Creating or Customizing an Agile View" in "Creating and Customizing Views."

Expanding and Collapsing Stories

The first time you view the story board, individual stories are collapsed, allowing you to view the maximum number of stories on a single screen (swimlanes are expanded).

You can expand or collapse stories on the agile story board, depending on whether you want to view more details about the story or view more stories on the screen.

You can expand or collapse stories individually, or you can simultaneously expand or collapse all stories in a single column.

When you collapse or expand a story, any changes you make are retained the next time you view the story board. (Other users do not see your changes. Clearing your browser cache resets all stories to display as collapsed.)

To expand or collapse stories on the story board:

  1. Navigate to the agile iteration or project that contains the stories that you want to expand or collapse.
    For information about how to navigate to an iteration, see "Viewing Iterations."
  2. Navigate to the individual story tile that you want to expand or collapse, or navigate to the column where you want to expand or collapse all stories.
  3. Click the arrow next to the story name.
    Or
    To simultaneously expand or collapse all stories in the column, hold the Shift key while clicking the arrow next to the story name.

Changing the Order of Stories

Changing Story Order in an Iteration

You might want to change the order in which stories are displayed within status columns on the story board.

The order in which stories appear on the story board does not indicate priority. However, it can affect the perceived priority by making stories more visible.

By default, stories are displayed in alphabetical order within each status column on the story board. (Stories with swimlanes are displayed at the top of the story board, and stories without swimlanes are displayed separately below any swimlanes.)

When you reorder columns on the story board, any changes you make are saved on the iteration or project, so changes are retained the next time you or another user views the story board. (Changes you make are not reverted when clearing the browser cache.)

To change the order or stories:

  1. Navigate to the iteration or project that contains the stories that you want to reorder.
    For information about how to navigate to an iteration, see "Viewing Iterations."
  2. Drag a story card or a swimlane to the desired vertical location within a status column on the story board.

Changing Story Order in a Project

Unlike agile iterations, you cannot change story order when viewing a project in an agile view. To modify story order for a project, you must view the project in a standard view.

For information about how to change the project view, see "Viewing a Project in an Agile View" in "Managing a Project in an Agile View." Instead of selecting an agile view, select a standard view.