Virto SharePoint Kanban Board Web Part Release User and Installation Guide

Transcription

1 Virto SharePoint Kanban Board Web Part Release User and Installation Guide

2 2 Contents Features List... 3 System/Developer Requirements... 4 Operating System... 4 Server... 4 Browser... 4 Virto Kanban Board Installation and Activation... 4 Installing Virto Kanban Board Web Part... 4 License Activation... 7 Upgrading Virto Kanban Board... 7 Uninstalling Virto Kanban Board... 7 License Activation... 8 Virto SharePoint Kanban Board Adjustment... 8 Adjustment... 8 Virto SharePoint Kanban Board Web Part Customization Board Settings Virto SharePoint Kanban Board Columns Customization Virto SharePoint Kanban Board Total Function Virto SharePoint Kanban Board Column Width Function Swimlanes Cards Settings Tasks body customization Additional fields Task body colors Virto SharePoint Kanban Board Condition Markers Advanced Settings Parameter field filter Additional features and access managing Using Virto SharePoint Kanban Board Web Part Managing tasks Task filters Double-click behavior Creating a new task View options... 26

3 Virto Kanban Board for Microsoft SharePoint Web Part Features List 3 Feature Version Show any list as Kanban board WIP limits Drag and drop tasks between different phases of a project Edit items Filter tasks by project or responsible person Display tasks for multiple projects in single Kanban board Ability to define double click behavior (for tasks) Ability to aggregate data for a column with Total option Ability to sorting tasks in column manually Attractive icons of user which tasks assigned to Any list or library which have a Choice field can be used as a data source After deleting an item in the modal dialog occurs redirect to page where is placed the Kanban web part The ability to specify the width of columns Added the "Additional fields" option Added the "Show user as" option Added Swimlanes Added the "Quick filter" option Increased performance, redesigned the configuration page Added the "Default color" option Amount of items for first and last column 2.0.6

4 System/Developer Requirements 4 Operating System Microsoft Windows Server 2008, 2012 Server - SharePoint Release 2013 (Microsoft Office SharePoint Server 2013; Microsoft.NET Framework 4.5) - SharePoint Release 2010: - Microsoft Windows SharePoint Foundation 2010 or Microsoft Office SharePoint Server 2010; - Microsoft.NET Framework 3.5; Note: This product is not compatible with SPS 2003 and Office 365. Browser Microsoft Internet Explorer, Mozilla Firefox, Opera, Google Chrome

5 4 Virto Kanban Board Installation and Activation This section describes how to install, upgrade, uninstall, or contact Support for the Virto Kanban Board. Installation is absolutely the same for SharePoint 2010 and 2013 versions. Installing Virto Kanban Board Web Part Before you begin, you need to make sure you have access to the server and your account must have the appropriate administrative privileges to install applications. To access Virto Kanban Board Setup program download Virto.SharePoint.20XX.KanbanTaskManager.zip file and unzip it. Run extracted Setup.exe file. The setup wizard window will appear. Virto Kanban Board Setup wizard performs a system check prior to the installation. All the system checks must be completed successfully in order to proceed with the installation. After the checks have completed, click Next.

6 5 Check I accept the terms in the License Agreement and click Next. Select the web application(s) where you want to install the product.

7 6 Then click Next. Click Close to complete the installation.

8 7 License Activation To see full instruction for successful activation of your component, please download Virto License Manager PDF instruction from Downloads section of our site or read it in Wiki. Upgrading Virto Kanban Board If you already use Virto Kanban Board and need to upgrade it to the latest version, download the.zip file from Unzip the file and run setup.exe. On the step 3 check the box Upgrade and click Next. Note: if you had activated the license while installing the previous Virto Kanban Board version, you do not need to activate it now. Uninstalling Virto Kanban Board To uninstall the component: 1. Double click the Setup.exe extracted from downloaded Virto.SharePoint.20XX.KanbanTaskManager.zip file. 2. The program performs the system checks again. Once that has successfully completed, the program prompts you to Repair or Remove the solution. Select Remove, and click Next.

9 8 SharePoint Kanban Board Web Part is an agile tool to visualize and manage tasks in SharePoint 2013 and With this web part you can show any SharePoint Task list as a Kanban Board, where cards show what and how much should be produced, as well as when. With this SharePoint task management web part, managers can quickly reveal bottlenecks and blockers. Less time is spent on sorting out how projects are coming along, because everything is visible on the SharePoint Kanban board. It is a part of Virto SharePoint Collaboration Suite and Virto ONE License. It is also available as Kanban Board App for Office 365. License Activation To see full instruction for successful activation of your component, please read our blog. Virto SharePoint Kanban Board Adjustment Virto SharePoint Kanban Board Web Part is a special tool intended to visualize and manage tasks in SharePoint. Using this component you can show any SharePoint list or library as a Kanban Board, where cards are divided into the columns usually depending on the status and show the tasks to be done. With this visual picture of the task process, managers can quickly reveal bottlenecks and blockers. Less time is spent on sorting out how projects are coming along because of visual method of monitoring the tasks. Adjustment When Virto SharePoint Kanban Board Web Part is installed, go to required SharePoint site page and add web part through the site settings icon. Click Edit on Page, then press Insert on the ribbon and choose Web Part.

10 9 Select Virto Solution in Categories and then select Virto SharePoint Kanban Board Web Part from the list of available web parts. Now add Kanban Board Web Part to the SharePoint site page and save the changes on page. Click on link to configure the Web Part. Also you can define which JavaScript libraries will be loaded in the Script block. Use these settings if there is one or more JavaScript libraries required for the web part working added to the page. When you have adjusted all the settings block, you can start using the Virto Kanban Board web part on your SharePoint site. Note: an administrator can add the Kanban Board web part to the SharePoint site and adjust it. Then the web part can be saved as a template. Later on this template can be used, and there is no need to adjust the web part every time.

11 10 Virto SharePoint Kanban Board Web Part Customization At first, we should select list that will be displayed on Kanban board. Now select set of columns, which will be used for generating columns for Virto SharePoint Kanban Board Web Part. Note: The field must be the choice type. If the source list/library does not contain the fields of the choice type, it cannot be used as a data source for Virto SharePoint Kanban Board Web Part. Board Settings Let s take a look at Board settings. Virto SharePoint Kanban Board Columns Customization The next step is to define the columns of Virto SharePoint Kanban Board Web Part. After selecting Choice Field maximum count of columns is displayed. There is no Add button. Here you can select which columns will be displayed, define the position of columns, set WIP limit (work-in-progress limit) and specify maximum count of items in column. If the WIP limit is exceeded, the column will be highlighted with red. The first and the last columns do not have WIP limit at all.

12 11 To delete a column use x button. Use "+" button to add a column. To define the position of columns, use left and right arrows on the columns. You can display or hide the number of items in the first and last columns, by checking check box.

13 12 For example, if a column contains many tasks, their number will be shown in the right upper corner of column. Virto SharePoint Kanban Board Total Function With Virto SharePoint Kanban Board Web Part you can use Total function aggregating data for columns. This can be used, for instance, when a task has "Hours" field, which defines the time required for task closing. You can select this field and choose Sum function (you can also use Average function to count average value). Now time required for task closing will appear above all tasks from this column. Click "Add total" and set values in appeared pop-up window, then click "Save" to save the settings. Current version has only two functions Sum and Average. Note: selected task field must contain a number.

14 13 To delete created Total block, just click on its name and select "Remove" in pop-up window. Now our "Total " shows the total amount of hours of "Not Started" column. Virto SharePoint Kanban Board Column Width Function You can set column width in percent and change the Kanban look. Check the box Width and define the width for every column, the sum must be 100%.

15 14 Swimlanes Swimlanes visualize different classes of work as horizontal lanes on the board. Default swimlane is used as a main Kanban section if there are no other swimlanes. All tasks that are not fitted to a new custom swinlane conditions are automatically placed in default swimlane. You can create swimlanes for a chosen field. For example, you can use smimlanes for task priority:

16 15 High, Normal and Low. Select a field for a new Swimlane, then choose value and press Add swimlane. Now you can rename swimlane to High Priority and type a minimum number of task rows. Then add other swinlanes. The default swimlane can be deleted. Click on dots to remove swimlane or move it up or down.

17 16 Cards Settings Tasks body customization Next you should select fields that will contain the name, assigned user and task assignment view. Also, you can enable filtering task assigned users. Additional fields You are able to add additional fields, which will be shown in task pop-up window.

18 17 Task body colors You can select task card colors: body color, border color and font color. Virto SharePoint Kanban Board Condition Markers You can set the color of the task body for a special condition. To create a condition, click "Add Condition". Define settings of condition, and then assign the body task color, if condition is true. If the condition is true for the task, it will look like the example below. You can create another condition by clicking on "Add Condition" or delete condition by clicking "Remove".

19 18 You can customize the color marker, which informs the task is overdue. Check the box "Add color marker for overdue tasks", then select date of task completion and choose a color marker. The color marker is applied to task, if the current date is more than date in the selected field. Accordingly our adjusted settings, overdue task will look like the example below. There is an additional option for customizing double-click behavior on the task and settings of access to creating new tasks and changing view. The actions for double click on a task: Edit Form, View Form or None. Advanced Settings At first, we should select View. We also can display tasks from folders, if it is required.

20 19 Parameter field filter Another function is filtering by specific field. Press Add new filter and select filter conditions. For example, we can create expired tasks filter. Click? to show a hint. Also, the condition field has the autocomplete option. Now you can apply filters in Kanban view.

21 20 If you choose several filters, there will be shown all tasks, which are fitting for selected filters. If you will make a precise sorting, you should use several filter conditions in one filter. Just click Add condition and create new sorting option for the same filter. Additional features and access managing You can allow to changing Kanban view, creating new tasks and sorting tasks in column manually, so the order of current view will be ignored. You can configure access for managing tasks. Check the box "User can manage only own tasks" and limit the access to changing task content: now user can manage only the tasks which he is assigned to. You can also create list of users with permission to managing all tasks.

22 21 Press "Save" to accomplish settings and accept all changes in list. Using Virto SharePoint Kanban Board Web Part Managing tasks Here you can see the Virto SharePoint Kanban Board Web Part where the tasks are placed to the columns according to their status: Not Started, In Progress or Completed. Also, we have 3 swimlanes with task priority: High, Normal and Low. To change the task status, just drag and drop an item to the required column or to another swimlane.

23 22 Click the item to view brief information about it. Full name of the task and its description will be displayed on the appeared tooltip. Click user icon to view user or multiple users this item is assigned to. If there is one responsible for the task, you will see only the icon. When there are more responsible users, the number of them will be also shown. If a user has his personal site, it will appear when click on this user.

24 23 Task filters Select the required filter to change the displaying of items. In the example above we applied Expired filter. Items are sorted by following parameters: Filtering by User

25 24 Double-click behavior Variations of actions by double-click on a task: - Displaying View Form - Displaying Edit From - None View Form Edit Form

26 25 Creating a new task Use "+ new Item" button for quick adding of an item to the board. The standard SharePoint creating form will appear. View Form

27 26 View options Select the required view from the dropdown list to change the view. This option is available only if the box "Allow Change View" is checked in Settings. View of Virto SharePoint Kanban Board Web Part with View option not enabled for managing.