Kanban Runtime Policies

Fellow Kanbanizers,

The single most powerful feature that we have ever released is now live. It is the long-awaited possibility to modify tasks automatically when certain events happen (When X and Y then Z). It is something like the email rules in MS Outlook, but much nicer and much more convenient for big projects.

RuntimePolicy1

NewPolicyPanel

 

We have started with five policies that we believe are most important for a project. With them you can move linked tasks, you can block or unblock linked tasks and you can move a task when it is being updated via the email integration feature (very suitable for a helpdesk or a support solution).

 

Let us go through the typical scenarios that runtime policies fit perfectly in.

Scenario 1: Project Portfolio Management

First, if you have not read our previous article about portfolio management, please check it here. Now when you are familiar with the basics, let’s move to the advanced stuff.

With a portfolio board you want to have a master board which shows the progress of a project. Each project on the board is represented by a Kanban card (task) as shown on the picture below.

PortfolioProject

Now you want to know what status each project is in without reading tons of reports, which may or may not be correct. All you need to do is define a set of policies:

  • When any of the Project work items is moved to X/Y/Z, then move the Project itself to a specified column on the Master Board. A typical example is: “When any of the Project work items is moved to In Progress, move the entire project to In Progress”.
  • When all of the Project work items are moved to X/Y/Z, move the Project itself to a specified column on the Master Board. A typical example is: “When all of the Project work items are moved to Done, move the entire project to Done”.
  • When any of the Project work items is blocked, then block the entire Project. Blocking in the context of Kanbanize means “visually alarm that there is a problem”. The work on the project will not be halted, but the responsible project manager will know that something is not right. Respectively, if you want to automatically unblock the project when no more work items are blocked, you could configure that.

What are the benefits of a Kanban Portfolio Management with Kanbanize?

It can all be summarized to one sentence. We make things simple. You can track the entire project by just looking at a single Kanban card, all the analytics come for you out of the box and you know when you need to take action and resolve a blocker. Setting up a project takes two clicks and defining the policies takes around 2 minutes. Can you do that faster with another tool?

Scenario 2: Help Desk/Support Solution

The Helpdesk/Support solution in Kanbanize comes hand-in-hand with the Email to Kanban Integration feature. If you are not familiar with the Email Integration in Kanbanize, please read more details here.

So, you have a premium account in Kanbanize, you know how to work with the email integration and you want to have your entire helpdesk/support team doing their work from within the Kanban board without having to check email or other tools? No problem!

All you need to do is the following:

  • Create the Kanban board for the team and make sure to put columns like “Pending”, “In progress”, “Waiting on Us”, “Waiting on Customer”.
  • Whenever you receive an email from your customers (you can forward your help desk email alias to Kanbanize) a new task will be created (You can configure the default column for all new tasks, let’s say it is Pending).
  • Define a policy to move tasks to “Waiting on Us” whenever a customer replies to your clarifying questions or when the customer has to confirm something.

NewEmailIntegrPolicy

If you do these simple steps, you will have a fully automated help desk and support system, which will measure everything for you to the second.

What are the benefits of a Kanban Help desk / Support solution with Kanbanize?

We will not stop repeating this one, as it is one of our core values: We make things simple. Apart from that we visualize all support issues and make it really clear what the situation is. We calculate all important metrics for you and of course provide great visibility and tracking into each support request.

You want to see a demo? Drop us a mail and we will arrange that for you!

For more updated information about all the recent Runtime Policies added to Kanbanize since this article was first published, head to the USER GUIDES.

Happy Kanbanizing!

12 thoughts on “Kanban Runtime Policies

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  2. Dima Rubaha

    That’s a nice feature. What i’m missing is an ability to force cards on specific boards to have a parents.
    So for example in Portfolio management case, I would like the team to do the task breakdown at the project board, but I want to ensure that all the tasks in the project board have parent/ancestor at the Master board.
    Currently this should be manually validated, which makes the process less convenient.

    Reply
  3. Dimitar Karaivanov Post author

    Hello Dima,

    Thanks for sharing your feedback. This is an interesting idea, how do you envision this to work? I can think of a few scenarios, but they all lack the option for the team to work on simple day-to-day tasks that have no parent.

    For example, it is a very common case to have bugs in one swimlane and features in another. Bugs usually do not have a parent while features do. In such a scenario you cannot generalize the rule that all tasks should have parents. This could probably be tied to the type (e.g. cards of type X in board Y must always have a parent before entering in progress). It sounds a bit complex, though…

    Reply
    1. Dima Rubaha

      Hi Dimitar,
      In my case it easier, since we working on research projects, so we do not have standalone bugs that are not related to specific feature (i.e. has no parent).
      Anyway you can tie the rule to specific type of cards, or to specific swimlane, or you can just define a single parent task for all the bugs or parent task for all the bugs in current sprint/cycle – there might be lot of options.
      P.S.
      One more request/suggestion – today establishing parent/child relationship between 2 cards is not a very intuitive process, to simplify this I would like to have an option to drag and drop one task on top of other, and this ideally should open a menu asking what kind of relations I want to establish (child/parent). I understand that this would work only on cards from the same table, but this is better than nothing.

      Reply
      1. Dimitar Karaivanov Post author

        Thanks for the suggestions Dima. You probably know that, but you can create a child/parent of a task directly from the context menu. If you go to the context menu of a task and hit link/copy, you can very quickly to that. As it comes to linking already existing tasks, we will think about better and more convenient ways to do it.

        Thanks!

        Reply
        1. David Sanchez

          I would like to know if any progress has been made on this. We use runtime policies to crete repetitive tasks to the team members, but we need to track those tasks according the initiative they belong to. That’s why we miss that we can add a single common parent card id to a runtime policy instead to have to get into the board and complete the information manually everytime, which leaves place to the human error and the low-efficient manual management.

          Thank you

          Reply
          1. Monica Georgieff

            Hi David,

            From what you’ve shared, I understand that you are using the recurring card create automation but want these newly created cards to be automatically linked to a common parent instead of making your team go in and link the card to a master parent manually. This is definitely on our radar but we haven’t introduced automatic linking quite yet. We have, however, introduced other aspects to the runtime policies since this post was first published. Read about the WIP Limit Runtime Policies, Card Count and Card Revisions, particularly. We have also added the ability to automatically create a linked card somewhere else in the system when a new card is made elsewhere.

            Hope our new additions will be of some use to your team.
            Meanwhile, I will share your request with the RnD team and get back to you if there is any development in this direction.

            Best,

            Monica

  4. Dan Woodbeck

    Would love an opportunity to beta the runtime policies… We are creating a master project board that relies on cards on other boards and I would like to automate the master board movement.

    Reply
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  7. Dave

    Feature request with this:

    Based on the age of a ticket allow the ticket color to change. So if a ticket is 3 days old > changes to orange. If a ticket is a week old > to red.

    Or another way of implementing could be:

    If a tickets deadline is in 24 hours or less > be red
    If a deadline is in 48 hours or less > be orange.

    Reply

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