Product Backlog Item
Product Backlog Item can be anything which helps you get closer to finishing the product you want to create. Anything that brings value to your product can be an Item.
How to create an Item?
Adding Items to it is simple. Just click the + sign that appears at the top of the column when you hover over it. It adds an Item at the top of that column. If you want to add an Item somewhere else in the column (e.g. in the bottom) you can do it by hovering over the bottom part of the card where you want it to be placed.
Creating an Item via email
You can also create Items on your Boards via email. If not indicated otherwise, the Item will be created in the Product Backlog. To do so, you send an email to [email protected].
In the subject of the email, you can add the following:
To indicate which Board the Item should be created on, you will use the format #BoardCode (e.g. #ST2B). This is obligatory.
To create an Item in a specific Sprint, use the format #SprintName (e.g. #Sprint12). For Sprints with more than one word, use box brackets (e.g. #[Log in feature]). You can also simply add #active to add the Item to the currently active Sprint.
To choose the Type of the Item, use the format #ItemType (e.g. #Improvement)
To assign Team Members, use the format @(email address) or @(name surname), for example @([email protected]) or @(John Doe).
To add Labels to the Item, use the #label format. If the Label has more than one word, use box brackets (e.g. #[Frontend Bug])
The body of the email will be the Description of the Item.
Add items inline
Adding items is easy. Not only can you add them anywhere on the board, but you can also add multiple items simultaneously.
Tip: there is a keyboard shortcut for creating an Item, key ‘a’. The shortcut will place the Item in the first column in the Backlog.
When creating an Item the only required field is the Item title. You can leave all other fields blank or accept their default values and update them later. You can put clickable links and lists in the title also.
You can add a description to clarify the Item title. If you want to personalize the Items, you can add images to Item description by dragging and dropping them into the field or by selecting them from your device.
Extra tip: Use title shortcut # while creating an Item
Use # in the title to quickly assign tasks, add labels, set item types, etc. When you type #, a drop-down menu opens. In case the one option you are looking for is not visible in that menu, just continue typing until you see it. You can do this several times for a single item.
Item card shows all the Item details using distinct icons. With one look at an Item card you will see:
- Item title,
- Item type,
- Item code (optional),
- Performers: assignees and reviewers,
- Estimation (or only Effort Units)
- Level (if it is a parent item or a subitem, or a regular item). If an Item has Subitems, a total number of Subitems will be shown on the Parent Item card,
- If any comments, files or checklists have been added to it,
- If it’s a priority or not.
There are other actions you can perform directly from the Item card:
- Move Item (moving within the Board) - Pick a destination column from the drop-down list,
- Share button - Copy Item link and Copy Item code,
- More actions within a drop-down menu
Item card has its own drop-down menu at the bottom right. From it you can:
- Open Item in a new tab,
- Delete Item,
- Clone Item,
- Mirror Item to another Board,
- Move to the top of the column,
- Add to predefined Items,
- Move Item to another Board.
You can perform these actions directly on the Item card:
- Edit title
- Change Item type
- Adding and editing Performers (assignees and reviewers) by clicking on the user avatar
- Estimation: Choosing value and points (effort units)
- View comments and post new ones
- Files: Preview of uploaded and adding new files
- Priority: Switch priority on or off
- Parent/Subitems icon - if an Item is a Parent one, you can create a new Subitem for that Parent Item. Also, you can see the existing subitems for that Parent. If an Item is a Subitem one, by clicking on it, you will see a Title and Type of the Parent Item, as well as the option to Remove the link to Parent Item
- View, edit and add checklists. Checklist items can be marked as done from the item card
- Edit Labels: Choose labels for an item, edit existing labels, add new labels
If you click on the Item card, Item modal will open. In Item modal you can add, edit or remove everything about the Item. You can change Item title (it’s required and can’t be removed), description, write your checklists, define details, attach files, submit your work log, post comments, see detailed activities related to the Item and see commits linked to that Item from the integrated Revision control system.
Tip: to open an Item in the modal use keyboard shortcuts. Select the Item navigating with the arrows and press ‘Enter’ to open. To close the Item modal, use the ‘esc’ button.
As the name suggests, in the Description field, you can write anything that you believe is pertinent to the Item at hand. In addition to this, you can add images to the description, providing additional explanations for the Item.
The description field also supports links, monospace format, Twitter emojis and tables.
You can find out more about description formatting by clicking on formatting rules.
You can add multiple Checklists to your Item. Just below the Item description, you’ll find the ‘Checklists’ section. Click on ‘+ ‘ to add it. Every Checklist can be renamed by clicking on the Checklist name. Created Checklists can be deleted by clicking on the bin icon next to the name. You can add as many Checklist items as you want and also mark them as solved one by one.
If you have an existing list that you'd like to add to an Item, you can just copy and paste it.
The order of the checklist items can be changed. Simply drag and drop items to a desired place.
You can easily link tasks and Team Members in the checklist by using # and @.
In the ‘Files’ section, attach relevant files that provide more details about an Item.
If you integrate your Board with revision control systems (GitHub, BitBucket, GitLab) commits that are linked to Items will be shown in the table. The table has five columns and they are: commit author, ID and the external link to the commit, message, date when the commit was created and the branch.
You can write comments on Items if some additional explanation is needed or if you want to mention something to your Team Members. Before you post your comment you can preview it by clicking on the ‘Preview’ button. Also, you can mention any Team Member by using @ and then typing their name or you can mention everybody on the Board by typing @all. You can also link other Items by mentioning the name of an Item (by using #).
The ‘Activity’ section contains a chronological list of all changes, activities related to an Item. You can find out Who did What and When with an Item.
Commits, comments and activities are sorted from the oldest to the newest ones.
Location of an Item
Current Item location is shown on the Item modal to the right. The first field shows the Sprint and the second one shows the column within a Sprint. An Item can be moved within a Board by choosing different columns from the drop-down lists.
Item modal also contains four tabs:
- Details - Type, Performers, Labels and Estimations
- Worklog - logged hours someone has spent working on an Item
- Relations - Parent and Subitems
- Events - Due Date and Adding Events
Followers are at the very bottom of the Item. Here, you can see who follows that Item and they receive notification when something changes in that Item. Assignees, Reviewers and the Team Member that created the Item become Followers automatically.
Item menu (the upper right corner) offers these options:
- Mirror this Item to another Board
- Move to Top
- Add to predefined items
- Move to another Board
Actions that can be performed on items
The Predefined Items feature allows you to use the same Item in multiple Sprints (columns) without needing to create a new one every time. You can add an Item to the Predefined Items by clicking on the drop-down menu of the Item card and selecting "Add to predefined Items".
When you want to insert your predefined Items into a Sprint column, click on the column's drop-down menu in the upper right corner and select "Insert predefined Items". Select the Items that you want to insert into the chosen column.
When you select several Items, a new menu appears in the right part of the screen. There, you can see how many Items you have selected, as well as a Button that contains:
- Move Items
- Add Labels
- Assign to
- Move to another Board
- Delete Selected
This way, you can perform Bulk actions on several Items at the same time. There is no need to, for example, add the same labels on several Items separately.
With the mirrored items feature, users can easily create items that are automatically synchronized across different boards. This allows teams who work on different boards to work on the same item and to stay up-to-date with the changes. Item assets that are synced are:
Items can be mirrored to any board on which a user has the Write, Admin or Owner permissions (no matter the Organization).
To mirror an Item, click on the drop-down menu on the Item - find “Mirror this Item to another Board” option. Choose boards that you want to mirror the item to. The locations of mirrored items will be shown in the table which will include board avatars and board names. By clicking on the board name, VivifyScrum will open the item on that board in a new tab. At the end of the row, there are two buttons for managing the mirrored item on that particular board.
Managing mirrored items entails:
- deleting it from the selected Board
- detaching it from other mirrored items
Detaching a mirrored Item means that it will not be synchronized anymore (none of the changes on other mirrored Items will be reflected on it) but it will not be deleted for that particular board.
To move an Item to another Board click on the drop-down menu of the Item card and choose "Move Item to another Board". You'll have to define the exact location within the selected destination Board - you'll choose the Sprint and if you select the Active Sprint you'll have to choose the column within the Active Sprint. Click 'OK'.