Difference between revisions of "My Boards"

Latest revision as of 20:32, 8 February 2024

Key Contents

Migration Steps at a Glance
Installing Board Manager
Assign Roles
Migration Tool

Introduction

In place of the Service Manager My Boards feature, you can install the free Board Manager app. Board Manager is available within the Hornbill App Store. If you are currently using the Service Manager My Boards feature, you will be presented with an option to migrate your existing Service Manager boards over to Board Manager once the Board Manager app has been installed. Feedback and Questions can be provided on our Community Forum. We advise Service Manager boards with more than 300 cards to not be migrated to the Board Manager application.

Related Articles

Migration Steps at a Glance

This section lists the main steps that will be needed to migrate from the Service Manager My Boards feature to the Board Manager app. Each of these steps are detailed in the documentation below.

Make sure that the Board Manager app is installed
Give all the appropriate users access to the Board Manager app using the Roles
Update any user imports or user templates to automatically assign the appropriate roles for newly created users
Have the Board owners run the migration tool on each individual Service Manager Board that they want to continue to use
Using the migration report, update the BPMs (optional), AutoTasks (optional), and Reports that reference the board that is being migrated
Delete any unused Service Manager boards that you don't want to migrate
Start using Board Manager

Installing Board Manager

Before migration can take place, The Board Manager app must be installed. Board Manager is a free application that can be accessed by any user that has a Hornbill Collaboration subscription

Using the Admin portal, navigate to the Hornbill App Store and locate the Board Manager application.
Click on the Install button to install.

Watch Me

Installing Board Manager

(Top of Page)

Assign Roles

This next step requires that you give access to the appropriate users that are currently using the Service Manager Boards. The roles that come with Board Manager include the following:

Board BPM Access

Allows users to call the Board BPM Operations but does not give access to boards.

Board Super User

Full unrestricted access to all boards

Board User

Access to the Board Manager Application.

Board Manager Users

The Board User role will need to be given to users that require access to view boards that have been shared with them or to create boards of their own. Once this role has been given to anyone that owns a Service Manager Board, the migration option will become available to them.

Board Manager BPM Automation

If you are planning on automating any of your Boards using BPM Hornbill Automations within a workflow, it is important that the Board BPM Access roll is assigned to any user that may have some interaction with the workflow. This will not give visibility of boards to the users that have this role, but it will allow the APIs to securely access to the BPM if an action by the user causes a Board Manager BPM automation to take place.

Existing users

New Users

User Imports User Templates

Customer Portal

If you support external customers (contacts) using the Customer Portal, and you plan on having automation used on Boards, you will need to add the Board BPM Access to the Customer Portal. This will not give visibility of boards to customers, but it will allow the APIs to securely access to the BPM if an action by the customer causes a Board Manager BPM automation to take place.

(Top of Page)

Migration Tool

The migration tool is available on each individual Service Manager Board. This is accessed through the red Migration button located at the top right of each board. This button will only be visible to users that are both the owner of the Service Manager Board and have the new Board User role associated to their user profile. The automated steps that are completed by the migration tool are:

Copy the board name and description
Copy non-archived lanes
Copy comments and requests cards
Copy members to the 'Board Shares' feature in the Board Manager app
Where board escalation action in a Service Level is enabled, the Board Manager action will be enabled

Important Notice

Once the migration has taken place, the original Service Manager Board will set to Read Only.

The migration tool runs a pre-migration check that identifies BPM workflows and reports that are associated with the board that is being migrated. BPM workflows will continue to work without applying any changes, but the original Hornbill Automations for the Service Manager My Boards will be deprecated and no longer available to use or configure in new nodes or processes. Before continuing, make a note of the list of workflows and reports.

(Top of Page)

Administration

Roles

Once all Service Manager Boards have been migrated or deleted, a Service Manager Role called My Boards can optionally have all users removed from this role.

In the Admin Portal navigate to Home->Applications->Service Manager
On the Service Manager page select the Roles tile
Search for the role called My Boards and click on the role
Select the Assigned Users tab
Click on the top check box in the far left column to select all users
Click on the Remove from Role button

Using Board Manager

Information on how to use Board Manager can be found here

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@@ Line 1: / Line 1: @@
+{{DISPLAYTITLE:My Boards - (Migration to Board Manager)}}
-<div style="border:1px solid #90C0FF; background:#D0E0FF; width:99%; padding:4px; margin-bottom:10px;">
+{{breadcrumb|[[Main Page|Home]] > [[Service Manager]] > My Boards|Service Manager}}
-__NOTOC__[[Main Page|Home]] > [[Service Manager]] > My Boards
+{{Section|
-</div>
+|{{RightBox|Key Contents|
-{|style="width: 100%"
+#[[#Migration Steps at a Glance|Migration Steps at a Glance]]
-|- valign="top"
+#[[#Installing Board Manager|Installing Board Manager]]
-|style="width:73%"|
+#[[#Assign Roles|Assign Roles]]
-{{Infobox|Important Notice
+#[[#Migration Tool|Migration Tool]]}}
-The Service Manager feature ''My Boards'' has been superseded by the Hornbill Board Manager App.   This is an important message to let you know that the My Boards feature will no longer be functional as of November 30th.  An option to migrate your Service Manager Boards to the Hornbill Board Manager app will be provided and the instructions will be available on this page.}}
+}}
-== Introduction ==
+{{Section|
-''My Boards'' is a feature of Service Manager that provides an alternative way to view and manage requests. Each board consists of a number of definable lists that can contain request in the form of a card.  These request cards can either be manually added and moved between lists or they can be added and moved automatically through the use of BPM workflows.
+==Introduction==
+In place of the Service Manager ''My Boards'' feature, you can install the free [[Board Manager]] app.  Board Manager is available within the Hornbill [[Hornbill_Solution_Center#App_Store|App Store]].  If you are currently using the Service Manager ''My Boards'' feature, you will be presented with an option to migrate your existing Service Manager boards over to Board Manager once the Board Manager app has been installed.  '''Feedback''' and '''Questions''' can be provided on our [https://community.hornbill.com/topic/21747-important-the-feature-my-boards-in-the-service-manager-app-has-been-superseded-by-the-board-manager-app/ Community Forum]. We advise Service Manager boards with more than 300 cards to not be migrated to the Board Manager application. |
-A user can create a board for their own personal management of requests, or it can be shared with other users and teams where rights permitting other users can modify the content or just view in Read-Only mode.
+{{RightBox|Related Articles|
+:* [https://community.hornbill.com/topic/21747-important-the-feature-my-boards-in-the-service-manager-app-has-been-superseded-by-the-board-manager-app/ My Boards Notice and Feedback]
-|style="width:22%; border-style: solid; border-width: 1px; border-color:#e6e6e6; background-color:#f2f2f2;"|
-== Related Articles ==
 :* [[Board Manager]]
 :* [[Boards_Action_Item|Boards Action Item]]
-:* [https://wiki.hornbill.com/index.php/Service_Manager_Business_Process_Workflow#Boards| Business Process Automation]
+:* [[Multi-Select_Actions|Multi Select Actions]]}}
-:* [[Multi-Select_Actions|Multi Select Actions]]
+}}
-|}
+{{Section|
+== Migration Steps at a Glance ==
-==Setup==
+This section lists the main steps that will be needed to migrate from the Service Manager ''My Boards'' feature to the Board Manager app.  Each of these steps are detailed in the documentation below.
-=== Administration ===
+# [[#Installing Board Manager|Make sure that the Board Manager app is installed]]
-Access to the boards feature is controlled through a Service Manager role called 'My Boards'.  This role can be assigned to the users that require access to use the boards. This can be done by an Administrator from within Hornbill Admin
+# [[#Assign Roles|Give all the appropriate users access to the Board Manager app using the Roles]]
+# Update any user imports or user templates to automatically assign the appropriate roles for newly created users
-=== Create a Board ===
+# Have the Board owners run the migration tool on each individual Service Manager Board that they want to continue to use
-[[File:Create_board_new.png|right|300px|Create a new board]]
+# Using the migration report, update the BPMs (optional), AutoTasks (optional), and Reports that reference the board that is being migrated
-The ''My Boards'' option is accessed from Service Manager menu in the Application bar on the left hand side.  Selecting this will take you to the ''My Boards'' landing page which lists all of the boards that you have access to.
+# Delete any unused Service Manager boards that you don't want to migrate
-<br>
+# Start using Board Manager
-<!--[[File:myBoards.png |800px|My Boards landing page]] -->
+|}}
+{{Section|
+== Installing Board Manager ==
+Before migration can take place, The Board Manager app must be installed.  Board Manager is a free application that can be accessed by any user that has a Hornbill Collaboration subscription
+:* Using the Admin portal, navigate to the Hornbill App Store and locate the Board Manager application.
+:* Click on the Install button to install.
 <br>
+[[File:SystemCard.png|250px|link=System Administration]][[file:Line_arrow.png|link=]][[File:AppStoreCard.png|250px|link=Hornbill_Solution_Center#App_Store]][[file:Line_arrow.png|link=]][[file:BoardMangerLogo.png|250px|link=]]
+|{{RightBox|Watch Me|
+:: Installing Board Manager
+[[file:installboardmanager.png|Installing Board Manager|250px|center|link=https://wiki.hornbill.com/images/6/6b/Install_Board_Manager.gif]]<br>}}
+}}{{TOP}}
+{{Section|
+== Assign Roles ==
+This next step requires that you give access to the appropriate users that are currently using the Service Manager Boards. The roles that come with Board Manager include the following:
-# Click on the ''Create Board'' button
+{{bullet1|Board BPM Access|Allows users to call the Board BPM Operations but does not give access to boards.}}
-# Add a title for your board.  The name is used as the title when viewing this board. This title is also used when assigning a request to the board.
+{{bullet1|Board Super User|Full unrestricted access to all boards}}
-# Add a description.  The description is displayed as the sub-title when viewing this board.
+{{bullet1|Board User|Access to the Board Manager Application.}}
-# Set an Owner.  By default this will be the name of the person creating the board, but it is possible to assign ownership to another person.  If you assign ownership to someone else, you will no longer be able to manage the board once it has been saved.
-# Click ''Create Board'' to save your board.  This will now be visible from your board's landing page and available for requests to be added.
-<br>
-=== Share a Board ===
-[[File:Share_Board.png|right|300px]]
-Once a Board has been created, the owner of the board can choose to '''Share''' the board with other users and teams. A Board can be shared with multiple users and teams and this is configured under the '''Edit Board''' option.
+=== Board Manager Users ===
+The ''Board User'' role will need to be given to users that require access to view boards that have been shared with them or to create boards of their own. Once this role has been given to anyone that owns a Service Manager Board, the migration option will become available to them.
-Boards can be shared in two ways:
+=== Board Manager BPM Automation ===
+If you are planning on automating any of your Boards using BPM Hornbill Automations within a workflow, it is important that the Board BPM Access roll is assigned to any user that may have some interaction with the workflow.  This will not give visibility of boards to the users that have this role, but it will allow the APIs to securely access to the BPM if an action by the user causes a Board Manager BPM automation to take place.
+==== Existing users ====
+==== New Users ====
+User Imports
+User Templates
+==== Customer Portal ====
+If you support external customers (contacts) using the Customer Portal, and you plan on having automation used on Boards, you will need to add the Board BPM Access to the Customer Portal.  This will not give visibility of boards to customers, but it will allow the APIs to securely access to the BPM if an action by the customer causes a Board Manager BPM automation to take place.
+|}}{{TOP}}
+{{Section|
+== Migration Tool ==
+[[file:migrationbutton.png|right|link=]]
+The migration tool is available on each individual Service Manager Board.  This is accessed through the red Migration button located at the top right of each board.  This button will only be visible to users that are both the owner of the Service Manager Board and have the new Board User role associated to their user profile. The automated steps that are completed by the migration tool are:
+[[file:migrationchecklist.png|350px|right|link=https://wiki.hornbill.com/images/0/0b/Migrationchecklist.png]]
+:* Copy the board name and description
+:* Copy non-archived lanes
+:* Copy comments and requests cards
+:* Copy members to the 'Board Shares' feature in the Board Manager app
+:* Where board escalation action in a Service Level is enabled, the Board Manager action will be enabled
-* User: Search and share the Board with one or multiple users
+{{infobox|'''Important Notice'''
-* Team: Search and share the Board with one or multiple teams
+Once the migration has taken place, the original Service Manager Board will set to ''Read Only''.}}
-Select '''Add''' to Share
+The migration tool runs a pre-migration check that identifies BPM workflows and reports that are associated with the board that is being migrated. '''BPM workflows will continue to work without applying any changes''', but the original Hornbill Automations for the Service Manager My Boards will be deprecated and no longer available to use or configure in new nodes or processes. Before continuing, make a note of the list of workflows and reports.
+|}}{{TOP}}
+{{Section|
+== Administration ==
+==== Roles ====
+Once all Service Manager Boards have been migrated or deleted, a Service Manager Role called ''My Boards'' can optionally have all users removed from this role.
-When sharing a board with Users and Teams, you can choose to allow them to be able to modify the Board when you add them. Assigning the '''Can Modify''' to Users or team's will allow them to:
+# In the Admin Portal navigate to Home->Applications->Service Manager
+# On the Service Manager page select the Roles tile
-* Add Requests to the Board (Both from the Board itself, and or from Requests, and the Request List through the '''Add to Board''' options)
+# Search for the role called ''My Boards'' and click on the role
-* Add Comment Cards to the Board
+# Select the Assigned Users tab
+# Click on the top check box in the far left column to select all users
-Users and Teams who are not assigned the rights to modify the board, will still be able to view the Board in a '''Read'Only''' role, but they will not have the option to add requests and comment cards.
+# Click on the Remove from Role button
-Assigning a User or Team modify rights does not allow them to view the '''Edit Board''' options to administer the Board.
-Users and Team's rights to view and modify a Board can be managed by the Board Owner, and through the Edit Board option, they can remove Users and Teams, as well as change their rights to modify the Board.
-<br>
-=== Edit a Board ===
-# Launch My Boards from the Service Desk icon on the left hand menu.
-# Select the board that you wish to edit
-# Select the ''Edit Board'' button
-Owners can:
-* Change the Title or Description of the Board
-* Change who owns the Board
-* Add or Edit Lists for the Board
-* Add or Edit who the Board has been shared with, and their rights to modify the Board.
-<br>
-<!--[[File:editBoard.png |800px|Edit an existing board]]                  [[File:editBoard2.png |400px|Edit an existing board]] -->
-== Using Boards ==
-===Add Requests to a Board===
-There are a few different areas from where you can add requests to a Board. Requests can be added either manually or automatically.
-==== Request List ====
-* Add from the Request List by selecting the check boxes for the requests and then 'Add to Board' on the request list toolbar
-* Add from the Request List by hovering over the Request ID of the request you want to add and then click the 'Add to Board' button
-==== Request Record ====
-* When viewing a record for an incident, problem, change, service request, or known error, the Add to Boards action item allow you to select the Board and the list that you wish to add that request to.
-=== Managing Request Cards ===
-* Moving - To Move requests from one list to another simply drag and drop as needed
-* Removing - To remove a request from a board, select the bin icon and click yes in the confirmation dialog box
-=== Comments ===
-You can add a comment card to the board using 'Add Comment' to breakup lists into sub-groups
-=== Color Codes ===
-The change in the status of a request will alter the color of the request on the Board
-* White - New or Open
-* Green - Resolved
-* Grey - Closed
-* Pink - Cancelled
-=== List Headers ===
-* Select a image icon to filter the board to only show the requests assigned to a specific analyst, click again to return to a view showing all requests for all analysts
-* Hover over the List Header Numeric indicator to see a breakdown of the number of Requests versus Comment cards for the list.
-=== View Members ===
-Provides visibility of who the owner of the Board is, and who the Board has been shared with.
-=== View Log ===
-An audit trail of changes is available by selecting the 'View Log' option
-== Board Automation ==
-The adding, moving, and removing of requests on a Board can be automated through the configuration of the Business Process workflows associated used by the different requests.  The configuration of this is done through Hornbill Administration.
-Using automation to manage requests on a board can be particularly useful when a board has been created that represents the process stages for the requests assigned to that board.
-::- ''Automatically'' by using a Business Process workflow - [[Service Manager Business Process Workflow#Boards|Business Process Automation]]
-<br>
-[[Category:Service Manager]][[Category:Videos]]
+== Using Board Manager ==
+Information on [[Board Manager|how to use Board Manager can be found here]]
+|}}
+{{TOP}}
+[[Category: How To]]

Difference between revisions of "My Boards"

Latest revision as of 20:32, 8 February 2024

Introduction

Migration Steps at a Glance

Installing Board Manager

Assign Roles

Board Manager Users

Board Manager BPM Automation

Existing users

New Users

Customer Portal

Migration Tool

Administration

Roles

Using Board Manager

Navigation menu

Search