Portfolio Kanban Board

The Portfolio Kanban Board helps you track the status of your portfolio items as they move along in your portfolio process. You must have CA Agile Central Portfolio Manager enabled in your subscription to add the app to your CA Agile Central menus.

Source code is available: Portfolio Kanban Board source code

The Portfolio Kanban Board is available in the CA Agile Central App Catalog and as a page under Portfolio, Portfolio Kanban.

Portfolio Kanban

Set up the Portfolio Kanban Board

Before installing the Portfolio Kanban Board app, ensure the State field for each portfolio item type has been configured. Default states are available, but can be customized with the terminology your organization prefers. States are represented on the board as columns. Learn more about the State field and how to customize it.

Follow these steps:
  1. From the app gear menu or page gear menu, select Settings.
  2. If your board is installed on a custom page :
    • You can set the board to change its data with your global project picker, or you can choose a specific project or group of projects to work from. If you choose the Follow Global Project Setting, then the contents of the board will change according to your global project picker . Select Choose Specific Project if you want to see another project's work, regardless of your global project setting.
    • Check the Default Settings checkbox to use the settings selected in the lower section of the menu for all projects in the workspace . Changes you make to columns, fields displayed on cards, and other options will be used when viewing the board from any project.
  3. Swimlanes are horizontal rows that can be applied to a board for a team to easily visualize work items by category or sub-process. Admins can choose custom fields to be used as swimlanes on the board, as long as the custom fields exist on all portfolio item types. Common uses on a program -level board includes grouping work by marketable and non-marketable work or work grouped by parent portfolio items. To add a swimlane:
    1. Select the Swimlanes checkbox.
    2. Select the type of swimlane you want to set up from the dropdown menu.
    • When you add swimlanes that are based off a custom field, the field values will be ordered alphabetically as lanes. You may force a specific value to the top by adding a numerical prefix to the field value name, e.g. 1 - Blue or 2 - Green.
    • For work items that include the swimlane field but the field has not been set to a value, those work items will display in a swimlane named No Entry.
    • Swimlanes may not display all cards correctly when there are more than 200 total cards on a board.
  4. The Query field lets you enter SQL-style queries to filter the cards displayed on the board, based on field values of portfolio items.
    Query field

Watch the video below for a demo and some examples on using swimlanes:

5 minutes

Use the Board

Each portfolio item is displayed as its own card on the Kanban board. If a portfolio item has not been assigned a state, it displays in the No Entry column.

Filter Options

The filter options allow you to filter, set any field as a quick filter, search, and set up custom filter conditions.

To use filters:
  1. Select the Show Filters icon.
  2. Default quick filters are owner , schedule state , and type. To add another quick filter select Add Filter. You can also filter on a blank field, allowing you to filter on items that have fields that have no value or are blank.
    By default, multiple filters use an and/or condition so all results are displayed.
  3. Advanced filters help you look for powerful, complex conditions, such as open high-priority defects. You can add an advanced filter by selecting Advanced Filters. To hide your advanced filters select Hide Advanced. You can see how many filters are applied as the filter icon will list active filters numerically. You can clear your filters by clicking Clear All. Your filters will remain active when you navigate away from the page.

    Learn more about advanced filtering here.

Select Fields to Show on Cards

Each card displays the ID, Name, and Owner.

To change the fields displayed on a card:
  1. Select the Show on Cards icon.
  2. Select one or more fields to display on the portfolio item card from a subset of portfolio item fields.
    show cards
    You can also de-select fields so that they do not display on the card.

Select the Portfolio Item Type

Once you add the app to a custom page, you can specify the type to control which level of your portfolio hierarchy to view. You may install multiple board apps on the same custom page to see all levels on a single screen.

Follow these steps:
  1. Select the Type drop-down menu.
  2. Select the the desired portfolio item type.
    Portfolio Kanban Type

Save and Share Views

You can use saved views to save and come back to the views you use most often.

To save a view:
  1. Select the Saved Views drop-down.
  2. From the drop-down you can save a new view or manage your saved views. By default, saved views are defect status, task status, and test status. You can then share it at the project or workspace level.

Change State

Changes in the board trigger an update to the State field for any drag-and-drop action from one column to another column.

To change the state of a portfolio item from the board:
  1. Select the card and drag it to the new state column.
  2. You can also re- rank portfolio items with drag-and-drop (if your workspace uses the drag-and-drop ranking mode).
    Portfolio Kanban drag and drop

Inline Edit

You can edit the Name, Plan Estimate , and Owner fields inline (select once on the field on the card).

To inline edit:
  1. To change the name of a portfolio item, select the text and make your changes. Press Enter or select outside of the area to save your changes.
  2. To change the owner of a portfolio item, select the owner icon in the header of the portfolio item. Select the new owner from the drop-down to save.

Collapse or Expand Columns

Use the arrows at the top of a column to collapse or expand. Collapsed columns will not display Exit Policies.

Card Actions

To modify cards:
  1. The gear icon provides several ways for you to modify cards.
    • Select Edit to view or edit details of a portfolio item.
    • Select Copy to immediately create a new portfolio item within the same column.
    • You can easily move a card by selecting Rank Highest or Rank Lowest.
    • Move to Position can be useful if you have a large number of cards to reorder.
    • You can also Delete a card.
      Note: If you select Delete, the portfolio item is immediately removed from the workspace with no confirmation pop-up. Restore a portfolio item from the Recycle Bin.
  2. Select the FormattedID of a portfolio item to go to the detail page of the item.
  3. Hover over the colored percentage done area to see details of progress against total number of stories or and points . If the colored bar has an orange corner highlight, a warning message displays that the portfolio item is missing a planned end date .

Portfolio Item Discussions

You can review and add discussions for each card on the board. Discussions allow team members to provide detailed updates and comments on a portfolio item.

An icon will display on each card, indicating the number of comments present. The icon will change color depending on the time the last comment was posted. A discussion with a post less than four hours old displays as dark blue, while older posts display as a lighter blue or grey, so you can see which work items have new information.

To use discussions:
  1. Hover over a card, select the + (plus) icon, and select Discussion.
  2. Enter your new comment in the text field and select Reply.
  3. If the portfolio item already has discussion comments present, select the icon on the card to access the details display.
  4. To delete a comment, select the trashcan icon when viewing the details display. Only the original author and administrators may delete a comment.
    Portfolio Kanban Board discussion
  5. Select outside of the card or on the arrow icon to close the details display.

Visualize Dependencies

Cards can indicate dependencies with the icon.

To view dependencies:
  1. Add the Dependencies field from the Show On Cards chooser.
  2. Select the icon to view details of predecessors and successors:

Multiple Kanban Boards

If you have multiple Portfolio Kanban Board apps on the same custom page or your dashboard , you can drag a card from one board to another if the portfolio item types are the same.

Work-in-Progress (WIP) Limits

The WIP (work-in-progress) and WIP limit display at the top of the board under the state name. For example, if your current WIP in a state column is three and your WIP limit is eleven, (3/11) displays. If the WIP limit is exceeded, the column turns red.

Administrators can set WIP limits for each portfolio item state in your workspace for each portfolio item type. This setting can be found when editing the State field.

WIP limit displays for the workspace and project you are currently scoped to. To track whether you are exceeding WIP at the portfolio level, change your project scoping to the top of the project tree in your workspace. The Kanban board displays the portfolio WIP for each state for the type you have chosen, and the number of cards in each state for the scoping you have selected.

Exit Policies

Use the exit policies feature to document what criteria needs to be met before a portfolio item can move into the next column.

Sample exit policy

Note: You must have workspace or subscription administrator rights to edit exit policies.
Follow these steps:
  1. By default, the Exit Policy fields are hidden from the board. To display the fields above each column, select the Show Policies checkbox in the upper-right corner.
  2. To add or edit exit policies for each column:
    1. Select the Show Policies checkbox.
    2. Hover over the column you want to edit, and select the Edit link. A rich-text editor displays.
    3. Enter exit criteria text, then click Save to confirm your changes.
  • The Exit Policy field is limited to 4K of data, including formatting.
  • Copying text from another rich-text editor such as Word or Google Docs may inflate the amount of formatting data.
  • You may also edit exit policies when editing the State field of portfolio items, using the Description column. This method is not recommended.


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