Marketing workflow board

Many marketing teams use a shared kanban board to improve visibility and increase the flow of work. A common board gets everyone on the same page to visualize resourcing, evaluate project statuses, and assess workload constraints. 

Aha! provides a kanban-style workflow board that can be used for managing initiatives, master activities, activities, and/or requirements.

Enable the workflow board

The workflow board is available for every account. You will need to enable it on a workspace-by-workspace basis. If you have marketing owner access, you can enable it under Settings > Workspace > Navigation. Check the box under Activities for Workflow to enable the board for kanban or scrum work.

Once enabled, you will see the new option under Activities > Workflow. You now have an agile board to view the status of all of your master activities, activities, and requirements. The record type dropdown in the upper left allows you to switch between the different types of records. 

The initiatives workflow board is accessible by clicking the workflow view button Aha-workflow-view-button.png located in the upper left of the screen on the Strategy > Initiatives page. For more help with navigation customizations, see our support article on customizing your Aha! navigation.

Customize your workflow board

You can choose the rows and columns on your kanban board by clicking the Customize view Aha_customize_view.pngbutton and selecting Configure workflow board. From there, you can choose which users you wish to view and what status columns you want to show. Statuses and workflows can be customized for every workspace using the options in your workspace settings.

Use the Group by dropdown to control how you want to display cards on the workflow board. Choose Assignee to group cards in swimlanes by individual team member or select None to group cards without swimlanes.  

Customize your cards

You can choose to display additional information on your cards, such as tags, due dates, custom fields, and much more. Click Customize view Aha_customize_view.png and select Customize cards. Customizations added here are unique to your Workflow board. Customizing the expanded and collapsed views provides quick access to the information that is important to you — removing the need to click into the card's details.

View across workspaces and schedules

The workflow board can be filtered to show records from a single schedule or across schedules. You can also filter the board to show records within a single workspace or across multiple workspaces. Click Add filter to filter the board so it only shows the records that matter to you.

Records on the workflow board are generally ordered based on their respective rankings.

  • Initiatives will be ordered based on the order defined on the Strategy > Initiatives page.
  • Activities and master activities will be ordered based on the order defined on the Activities > Board.
  • Requirements will be ordered based on their order defined on an activity.

If multiple schedules are shown on the workflow board, records in earlier schedules (based on the schedule Complete by date) will appear first, and within a schedule group that is based on the record rank. If multiple workspaces are present, then the schedule Complete by date is still used and records will appear in chronological order.

View planning estimates and logged time

If you have enabled Settings > Workspace > Configure > Enable capacity planning and time tracking for your workspace, you can view capacity measurements on master activities, activities, or requirements at the top of each column. Click the Customize view button to show or hide additional metrics on your workflow board.

You can evaluate capacity on the workflow board using three metrics:

  • Work estimate: This is the sum of the work estimates within each column.
  • Work remaining: This is the sum of the work estimates minus the work done (across all records in each column).
  • Work done: This is the sum of the work that has been logged using the Log time button  (across all records in each column).

You can also view the total work remaining across all columns for each user by using the Show work per user setting. This appears to the right of the user’s name and is the sum of all master activity, activity, or requirement estimates assigned to each user. 

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