This article covers:
What the Stages Board is, and where you can find it
How to set up the board
How to use the board Automatic updates "No stage" column
The Stages Board, and where you can find it
The Stages Board provides an easy way to get an overview of each process. Oftentimes it's hard to understand "where things stand" in a process. To help with this, we've added freely configurable Stages to all processes. A Stage is the name for a high-level section of your process which can span numerous steps.
This guide explains how you can build a board overview for yourself.
You can navigate to the Stages Board by navigating to a process in the home screen. Click on the tab to the right called "Stages Board":
Check the section "How to set up the board" to see how you can set up Stages in the editor.
How to use the board
After setting up stages in the editor (see section "How to set up the board"), you can start some new process instances. Only new instances will make use of the stages you have just set. More on that in the "No stage" section below.
A configured board looks like this:
You can already see three columns which correspond to three stages that were added in the process editor.
Each started process instance will go through the configured phases automatically.
You can see the progress on the board live, just leave the board open and it will always show the latest data. This means that all movement on the board also happens automatically. You'll never need to move items manually. It's important to note that it's not possible to drag and drop instance cards between columns. All movement on the board happens automatically, which means that it is always a true representation of where all instances stand.
When in doubt whether things might be stale, simply reload the page.
"No stage" column
As you set up the board you may notice a column called "No stage" to the very left of the board. This column will contain all process instances that were active before you set up the stages.
Once these instances are completed, the "No stage" column will disappear automatically.
Be aware that if there are steps that take place before your first stage begins, then new instances of this process will appear in this column, until the first stage is reached.
How to set up the board
You can set a stage in any top-level step. In the editor, find the step that you want to be the first step in a stage.
In the main process view on the right-hand side, click on "Add a stage" under the step name. In the dialog that pops up, you can enter a name for your stage. When you're done, click on the "Add stage" button.
The sidebar indicates where each stage starts.
Adding a stage to a step will ensure that the process will enter this stage once the step is reached.
It will remain in this stage even after this the step is complete, and will only move to the next stage when the next step with an added stage is reached.
You can set up as many stages as needed per process. Each stage becomes a column on the Stages Board.
Once you're happy with your stages setup, we can go back to the process view to check out the board.
There may be situations where it will be necessary to make changes to your stages setup. This can be done at any time. Generally speaking, you're able to make changes to a stage at any time without needing to worry about migrating instances from one set of stages to another. This is all handled automatically.
A few things to keep in mind in case the board surprises you after a change:
Changing stages works the same way as adding stages (refer to the section on "How to configure the board")
New stages apply to process instances started afterwards, existing instances will keep their stages
New columns are added to the board with changes, once the old columns are empty they will be removed from the board.
Below you can find a list of common modifications and their effect.
Changing Stage names
You can change a stage name at any time. The change will temporarily create a new column. The column with the old name will be on the board to the very right until it is empty.
Moving a Stage
When you move a step with a stage then the order of the columns on the board will be updated automatically as well. You might have to reload the board.
Deleting a Stage
The deleted Stage will disappear from the board when it is completely empty. Until then it will be displayed to the very right of the board.
We hope you find this feature useful. In case you have further questions or suggestions on how to improve it, please reach out to us.