Follow
Using the Kanban Agile Story Board

The Kanban agile methodology in Workfront enables you to more easily move stories across an agile story board while limiting the amount of work in progress. There are no start and end dates when using the Kanban agile methodology.

(You cannot view the Kanban agile story board when viewing a project in an agile view. Instead, only the Scrum agile story board is avialable. For more information about viewing a project in an agile view, see "Managing a Project in an Agile View.")

Understanding the Kanban Agile Story Board

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

Understanding the Story Board Layout and Functions

[update screen shot- Shouldn't include swim lane or Stories Column or Burndown chart. Should include Backlog column.]

The story board consists of the following elements:

Backlog Column: Displays all tasks that are currently on the backlog. This column is not displayed by default. For more information about the backlog, including how to display it on the Kanban story board, see "Managing the Agile Backlog."

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.

Story Statuses: Indicates how a story is progressing based on which status column the story is in.

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

Story 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 [Does any of this section apply to Kanban?]

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."

Displaying the Backlog on the Kanban Story Board

By default, the backlog is hidden on the Kanban story board.

To display the backlog:

  1. Navigate to the Kanban story board where you want to display the backlog.
  2. Click Show Backlog.

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

Viewing the Work In Progress (WIP) Limit on the Kanban Agile Story Board

You can configure a Work In Progress (WIP) limit to display on the Kanban agile story board, as described in "Configuring the Work In Progress (WIP) Limit (Kanban Teams Only)" in "Configuring Agile Teams."

When a WIP limit is configured for your agile team, a warning icon and message is displayed any time the limit is exceeded for any column on the Kanban agile story board (except for the Complete column). The WIP limit is simply a warning, and does not restrict your team from having more items in in each status column than the limit you set. agile_kanban_wip.png

Updating the Status of Stories

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.
  • Who the story is assigned to.
  • The color or category of the tile. [Kanban?]
  • 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 [Kanban?]

"Changing the Default Color Association of Stories"

"Changing the Color of Stories When Using Free Form"

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 "Creating and Managing 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):

Hover over the colored banner at the top of the story tile.

Click Change color, then select the desired color.

Adding a Subtask to an Existing Story [Kanban? (Updated procedure)]

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.[Doesn't seem true for Kanban. Can't move a story to Complete if there is an incomplete subtask]
  • 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. Click the name of the task on the story card on the Kanban board.
  2. Add a subtask to the task as you would in any other task list within Workfront, as described in "Creating Subtasks."

Assigning Users to Stories

  1. Navigate to the agile Kanban board where you want to assign users.
  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.
    agile_storycard_kanban.png
    Or
    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.
    agile_story_adduser_drag.png

Configuring the Status Columns for Stories

You can configure which columns are displayed on the agile Kanban board story board.

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

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 Kanban board that contains the stories that you want to expand or collapse.
  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.
    agile_story_collapse.png

Changing the Order of Stories

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, 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 Kanban board that contains the stories that you want to reorder.
  2. Drag a story card or a swimlane to the desired vertical location within a status column on the story board.