Account customization settings

Account-level settings affect your entire Aha! account, including all workspaces in your workspace hierarchy and all users.

This article will explain each account setting in the Customization section. You need to be an administrator with customizations user permissions to access this section of the account settings.

Note: Depending on your workspace type, this article may refer to Aha! record types differently than your team does. 

Open your account settings by clicking on Settings ⚙️> Account. Click any of the links below to skip ahead:

Or, explore more settings articles:

Account Workspace Integrations  Personal
Account Workspace Integrations  Personal
Billing Ideas    
Customizations  Import    

Workspaces

From this setting, you can adjust your account's workspace hierarchy. Use the Add dropdown at the top to add a workspace or parent line. Use the table to view, edit, rearrange, or delete any aspect of your hierarchy. You can also use this setting to clear demo account data from your account.

Note: If you do not have administrator permissions for a section of your hierarchy, you will not be able to edit or delete any workspaces in that section.

To edit a parent line, click the Edit button to open the Edit parent line modal.

  • The Parent line field shows where your parent line fits into the hierarchy — specifically who a parent line's parents are in the hierarchy. This field is optional since a parent line might have no parents of its own.
  • The Name field is the name you would like to display throughout Aha! reports, roadmaps, and records.
  • Aha! records use the Prefix field to build unique identifiers for records in that parent line. The abbreviation you pick here should be a good shorthand for the parent line. You can edit it, but editing the prefix will not change any records created with the original prefix.
  • The Parent line type field is useful in a couple ways. Parent lines with equivalent types will be grouped on equivalent levels of the hierarchy report and the workspace settings report. A parent line also inherits its terminology in the top-level navigation menu from its type.
    • It may be helpful to select consistent type nomenclature across your Aha! account before you start creating parent lines (for example, "Company > Division > Subdivision > Product," or "Organization > Team > Group > Workspace"). You can also edit this field at any time if your account's nomenclature needs to change.
    • There are situations where you might want to have inconsistent nomenclature in your account — if you want to ensure that no one will be able to accidentally report on one product workspace's initiatives under a different product line's goals, for example. 
  • Workspaces in parent line focuses on the children under a given parent line. This field is optional since a parent line might have no child workspaces.

Click Save parent line to save your changes when you are done.

To edit a workspace, click the Edit button to open the Edit workspace modal.

  • The Parent line field shows where your parent line fits into the hierarchy — specifically who a parent line's parents are in the hierarchy. This field is optional, since a parent line might have no parents.
  • The Name field is the name you would like to display throughout Aha! reports, roadmaps, and records.
  • Aha! records use the Prefix field to build unique identifiers for records in that parent line. The abbreviation you pick here should be a good shorthand for the parent line. You can edit it, but editing the prefix will not change any records created with the original prefix.

Click Save workspace to save your changes when you are done.

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Statuses and workflows

An Aha! workflow is the set of statuses and transitions that your records may move through during their lifecycles. Because different teams' records need to pass through different lifecycles, this setting allows you to customize workflows for each part of your hierarchy and each record type.

Use the Set defaults button to select the default workflow for each record type in your account's workspaces. Click Set default workflows to save your changes.

Use the filters or search bar to find an existing workflow to Clone, Edit, or Delete, or use the Add workflow dropdown to create a new workflow. You can create or adjust workflows for the following record types:

  • Goals
  • Initiatives
  • Releases 
  • Master features (select "Features")
  • Features  
  • Requirements
  • Ideas 

Note:

  • After you have created a custom workflow, you still need to apply it to a workspace. You need to do this on a per-workspace level, so navigate to or Settings ⚙️> Workspace > Configure, scroll down to Workflow and click the appropriate Edit <record type> workflow button. Then select your custom workflow. Click Update <record type> statuses to save your changes.
  • To apply a custom idea workflow, navigate to Settings ⚙️> Workspace > Ideas > Configure and select the appropriate Workflow for ideas.

To update an idea workflow, navigate to Settings ⚙️> Workspace > Ideas > Configure and follow the same process.

 

To edit, add, or delete custom statuses, click into a workflow using the Edit button.

You can use Custom statuses to delineate each step of a record's lifecycle and customize their names to fit your team's vocabulary. The statuses you select here will appear in the Status dropdown on a record.

You may want the names of your custom statuses to map to the statuses used in other third-party tools (like your bug tracking system). This is particularly valuable if you have integrated Aha! with a third-party tool.

The Status category will not appear on that Status dropdown. Instead, status categories allow you to group statuses together — for example, a feature may have three custom statuses ("Research," "Design," and "Review") that are all part of that feature's "In progress" lifecycle stage.

If your custom status does not match up to a status category, leave it blank.

There are some considerations when choosing status categories for ideas:

  • When a user adds a new idea, it defaults to the first status (in order from top to bottom — you can drag statuses to reorder) that has not been assigned to a status category.
  • Promoting an idea to a feature will automatically change the idea status to the first custom status in the status category In progress.
  • Only statuses that are in a status category will be published to or trigger email notifications from public and private ideas portals.
  • Shipping a feature triggers the idea status to change to the first status in the status category Done.

Status categories also affect features and releases:

  • When a release is shipped, all features with statuses not in the categories Done, Shipped, or Will not do will be moved to another release.
  • Any features with statuses in the category Done will be changed to Shipped.

Status colors are not just for show. If you establish consistent status colors across a team or group of teams, you will be able to skim through sets of records (such as Features > Board) to find the records that you need to address first.

Transition buttons help Aha! users follow a predefined workflow. To add transitions between two statuses, click the + icon in the Transition buttons column beneath the first status. Then you can choose how the statuses should flow and add a name for the transition button.

The name of the transition appears on the button for moving between states, so choose an action phrase, such as "Start designing." It is also helpful to acknowledge the completion of a step in your flow, such as "Requirements completed."

aha-feature-status-buttons-small.png

When you create a new features workflow, scroll to the bottom of the workflow creation page for the option to edit or create custom types. The type you move to the top of the list will be the default type that your users will see when they create features using that workflow. We recommend reordering types to represent the most commonly selected types first.

Read our articles on custom statuses and workflows and on workflow approvals for more information.

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Workflow approval groups

Workflow approval groups are groups of Aha! users that approve or reject approval to-dos in a fixed custom workflow. You will use them in four different areas in your Aha! account: 

  • Create the workflow approval group at the account level. Choose a name that defines the group, such as Legal, or Finance. 
  • Populate the workflow approval group at the parent line level. If you add users to a group at this level, child workspaces can inherit the group's users. 
  • Customize the workflow approval group users at the workspace level. If you add group users at this level, they will replace any inherited users. 

Read this article for more information on workflow approvals

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Broadcasts

System broadcasts allow you to send a message to all Aha! users on your account. They will be displayed at the top of every screen.

Click Add broadcast to add a broadcast. Configure your message and add an image (including an image hyperlink if you like). The Enabled checkbox will send your broadcast; leave it unchecked if you would like to see a preview of your broadcast before you send it, or disable an existing broadcast. The Sticky checkbox will prevent users from closing your system broadcast.

Click the Add broadcast button to save your changes.

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Aha! scorecards

Aha! scorecards allow you to prioritize multiple record types using a single numerical score. You can use a simple equation or create your own advanced equation. The following record types can be prioritized with scorecards, though by using custom fields and custom layouts, you can add a scorecard field to almost any record type:

  • Competitors
  • Features
  • Ideas

Each workspace can have different scorecards for each of those record types. Much as you did with custom workflows, you will need to navigate to Settings ⚙️> Workspace > Configure to select a scorecard for competitors and features, and navigate to Settings ⚙️> Workspace > Ideas > Configure to select a scorecard for ideas.

Use the Add scorecard button to create a scorecard, customize the name, equation, or metrics, and adjust it based on the built-in preview. All your changes are saved automatically.

Back in the Configure scorecards view, hover over any extant scorecard to CloneEdit, or Delete it.

Scorecards are a complex — and powerful — part of Aha! Beyond prioritizing various record types, a record's score can be used in custom worksheet and calculation columns. This article is a great start for more information on scorecards.

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Time frames

By clearly defining your strategy through high-level goals and initiatives, you can ensure that your team stay focused on what matters. Time frames allow teams focusing on strategic planning to group their goals and initiatives based on the time frame associated with their strategic execution.

aha-configure-time-frames.png

This is especially important for teams that kick off the year with strategic plans divided into quarterly or half-year objectives. It allows the team to plan out their year-long strategy up front. Then, they can group related goals and initiatives together in the time frames they will be delivered in for easy reporting and filtering across the application.

Click the Add new time frame button to create a new time frame. Click the Name field to edit it. Your time frame can now be added from both the Strategy > Goals page and the Strategy > Initiatives page. From either page, simply click the Time frame filter dropdown and select your new time frame.

You can create as many time frames as you would like and choose to Archive those you no longer wish to display. Archived time frames will hide the time frame and associated goals and initiatives. The data will still exist in reports, but be hidden from the goals and initiative pages to remove distractions from your team.

Use the Merge button to merge your selected time frame into the time frame you select. Use the Delete button to delete a time frame.

With your time frames created, you can start associating your goals and initiatives with them through the Time frame field on the goal and initiative cards. 

You can also generate reports on time frame related data, such as reports on features completed against your goals and initiatives in each time frame.

In the reports tools, you can add time frame data by adding columns for Goal > Goal time frame and Initiative > Initiative time frame.

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Tags

Tags are a highly flexible tool that you can use in the following record types:

  • Master features 
  • Features 
  • Ideas 

In the Tags field on these record types, users can create their own tags as they work (to prevent this, you can create your tags field as a Pre-defined tags field). You can also navigate to this setting and use the Add tag button to create a tag and assign it a color. Your tag can include letters, numbers, or emoji. Click the Create tag or Create tag + add another buttons to create your tag.

Back in the Configure tags page, click any of the hyperlinks under the Used in column to create a list report showing you a list of your selected record type that is using the given tag. Click the Edit button to change the name or color of a tag. Click the Replace button to replace a given tag with another existing one. And click the Delete button to delete a tag.

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Custom fields

Custom fields in Aha! are incredibly powerful. In conjunction with custom layouts, custom worksheets, and calculation columns, custom fields allow you to collect, organize, and analyze the exact information you need to make masterful strategic decisions.

Use the top-level buttons to select a record type, then click Add custom field to create a custom field. Select from a variety of custom field types, and follow the prompts specific to your selected field type. Click the Create button to create your custom field.

Back in the Configure fields screen, use the search bar to search for a field in your selected record type. Click a Custom field hyperlink to edit it, or click the Edit button, then click Save to save your changes. Click a Used in layouts hyperlink to open and adjust the associated layout, then click Save to save your changes.

Finally, click the Delete button to delete a custom field, and click the More options button to Export custom fields.

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Custom layouts

Each record type in Aha! has a layout — the series of fields that comprise it. For each record type, you can customize a layout for the record's creation, called a Create <record type> layout, and for the record after it has been created, called a <record type> detail custom field layout. You can add or rearrange fields (custom or standard) to fit your team's ideal workflow. See our article on custom layouts for more detail on this process.

Use the top-level buttons to select a record type, then click Add custom layout to create a layout. Drag fields to add, rearrange, or remove them for each layout type, then click Add layout to save your changes.

Back in the Configure layouts screen, use the search bar to search for a layout in your selected record type. Click a Custom layout hyperlink to edit it, or click the Edit button, then click Save to save your changes. Click a Used in hyperlink to be taken to that workspace's Configure settings.

Finally, hover over a layout to use the Actions buttons to CloneEdit, or Delete a layout.

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Custom tables (Enterprise+)

If you are an Enterprise+ customer, you can create and configure custom tables. Custom tables allow you to organize, analyze, and report on data relevant to your team. Like custom fields, they allow you to go well beyond the basic functionality of Aha! fields and reports. Once created, custom tables will appear as an option in the first button of your navigation bar (by default, Info > Custom tables).

Use the Create custom table button to create a custom table — follow the prompts and click Create to save your changes. Click any hyperlink under Name to navigate to the custom table in question, or click any hyperlink under Relationships with to see the custom field that links a given table to a record type on a custom layout. Finally, hover over a custom table to see the Edit and Delete buttons in the Actions column.

For more information on creating, editing and using custom tables, see this article.

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Ideas portals

Ideas are a foundational part of Aha! They allow you to gather, prioritize and interact with feedback on your product, project, team or service. Portals are where those ideas are gathered. From these settings, you can create new ideas portals, adjust settings for existing portals, open and delete portals, and add organizations to your account. 

Click the Add ideas portal button to add a portal. Configure your portal, then click the Update all portal settings button to save your changes.

Back on the Configure ideas portals page, in the Ideas portals tab, click a hyperlink under the Name column to edit that portal. Your changes will apply to all workspace(s) that use that portal. Click a hyperlink under the Used in column to edit a specific workspace's portal settings. Your changes will apply only to that workspace. Finally, hover over a given portal so see buttons under the Actions button that will allow you to EditOpen, or Delete a portal.

Proxy votes — votes in private portals added on behalf of a customer — need to be linked to an organization. In the Organizations tab, click Add organization to add an organization to your account. Click on an organization to add contacts to it, click the Used in link to see what idea(s) have proxy votes linked to that organization, or click the Replace button to merge two organizations.

For more information about ideas and idea portals, see the ideas section of the knowledge base.

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Capacity planning (Enterprise+)

If you plan ambitious projects, you need to be able to plan for how your teams' capacity will affect your ability to achieve your strategic goals. Capacity planning for teams, available for Enterprise+ customers, helps you visualize your teams' workload and resolve any capacity conflicts before they happen. 

From this page, administrators can enable capacity planning for teams across their account (it is disabled by default) and configure account-level settings, including planning scenarios, teams, and work schedules. 

Workspace owners can then enable capacity planning for teams in their workspace, and configure it further. Owners and contributors can set advanced estimates for initiatives, master features, and features, and all user permission levels can visualize teams' capacity in the capacity report

Note: You may wish to create a custom role for capacity planning for teams, so that only users included in the custom role will have the ability to view or adjust advanced estimates.

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Recycle bin

It is all too easy to accidentally delete something. The recycle bin shows you:

  • Recently deleted workspaces
  • Records that have been recently deleted via bulk edit.

Along with information about when and how the deletion occurred, and which Aha! user deleted the information, the recycle bin has a Restore button, so that you can restore anything deleted by mistake. 

Note: The recycle bin will show you records that have been deleted within the last seven days, and only records that have been deleted by bulk edit, or deleted workspaces. 

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