diff --git a/docs/glossary/README.md b/docs/glossary/README.md index 15bcdf74c19..1a1a87a529a 100644 --- a/docs/glossary/README.md +++ b/docs/glossary/README.md @@ -477,7 +477,7 @@ OpenProject offers the possibility to share work packages with external groups o ### Story points -Story points is a term known in Scrum. They are defined as numbers assigned to a [work package](#work-package) used to estimate (relatively) the size of the work. In OpenProject, you can add story points to work packages. [Read how to work with story points in OpenProject](../user-guide/backlogs-scrum/work-with-backlogs/#working-with-story-points). +Story points is a term known in Scrum. They are defined as numbers assigned to a [work package](#work-package) used to estimate (relatively) the size of the work. In OpenProject, you can add story points to work packages. [Read how to work with story points in OpenProject](../user-guide/backlogs-scrum/#story-points). ## T diff --git a/docs/system-admin-guide/backlogs/README.md b/docs/system-admin-guide/backlogs/README.md index cab3b9b29b4..2ae65838df9 100644 --- a/docs/system-admin-guide/backlogs/README.md +++ b/docs/system-admin-guide/backlogs/README.md @@ -9,60 +9,8 @@ keywords: configure backlogs, backlogs settings, story type, task type, burn cha Backlogs settings let you tailor OpenProject’s Scrum features to match how your team plans and tracks work. By configuring story and task types, burn charts, and sprint wiki templates, you can ensure your backlogs and boards show the right work items and support consistent sprint planning and documentation. -To configure Backlogs, navigate to *Administration* -> *Backlogs*. +## Backlog administration settings are evolving -Here you can: -- select work package types used as story and task types, -- choose how to display a burn chart (burn-up or burn-down), -- set a template for a sprint wiki page. - -![Backlog settings in OpenProject administration](openproject_system_admin_guide_backlog_settings.png) - -## Story and task types - -In OpenProject, work packages can have different **types** (for example *User story*, *Task*, *Bug*, etc.). In the Backlogs settings, you define which of these work package types are used as **stories** and which type is used as **tasks** in the Backlogs module. - - - **Story types** are the work package types configured to be available in the **Backlogs** module. These types appear in backlogs versions, such as the product backlog, wish list, and sprint backlog (i.e., versions). Work packages of these types can be created, prioritized, and managed directly in Backlogs. - - **Task type** is the work package type that appears on [task boards](../../user-guide/backlogs-scrum/taskboard/) and is used to manage day-to-day work, for example during stand-ups. - -### Select story types - -The currently selected story types are shown in the **Story types** field. Click the field to open and adjust the selection in the dropdown menu (multiple selections are possible).![Select story types for sprints in Backlog administration settings in OpenProject](openproject_system_admin_guide_backlogs_select_story_types.png) - -### Select task type - -The task type is configured in the same way as story types, but only one work package type can be selected. Click the **Task type** field and choose one work package type from the dropdown menu. - -> [!NOTE] -> Work package types selected for Story types and Task types must be different. For example, a *User story* can be selected for a story type OR a task type, but not both at the same time. It will not be selectable for *Story types*, as long as it is selected as a *Task type*, and vice versa. +We are currently redesigning the Backlogs module. Administration settings for sprints and backlogs will be visible here in the near future. Project-level settings remain available. -## Burn chart - -Burn charts visualize sprint progress over time and help the team track whether they are on course to meet the sprint goal. In OpenProject you can choose which **burn chart** to display in Backlogs. - -You can select: - -- **Burn-down chart**: shows how much work remains in the sprint. -- **Burn-up chart**: shows how much work has been completed and makes scope changes easier to spot. - -## Sprint wiki -With OpenProject you can set a template for the [**sprint wiki page**](../../user-guide/backlogs-scrum/work-with-backlogs/#sprint-wiki) to standardize how your team documents each sprint. Using a sprint wiki template makes it easy to create consistent pages for sprint goals, planning notes, review outcomes, and retrospective action items. - -For example, if you want to create a template page for all Sprint retros, follow these steps: - -1. Assign a name to the *Template for sprint wiki page* field, e.g. "Sprint retro". - -2. [Create a wiki page](../../user-guide/wiki/create-edit-wiki/#create-a-new-wiki-page) in the Wiki module of a project with the exact same name "Sprint retro". This is your sprint wiki template. Configure it to the needs of your team. - - ![Create a scrum wiki template in OpenProject](openproject_system_admin_guide_backlogs_wiki_template.png) - - - -3. You can create a new sprint wiki page directly from the sprint drop-down menu in the Backlogs module. The new wiki page will be based on the template, so you can reuse the same structure for every sprint. - -![New wiki page created based on a backlogs wiki template in OpenProject](openproject_system_admin_guide_backlogs_wiki_template_in_use.png) - -> [!TIP] -> -> If instead of creating a new wiki page you want to link a specific wiki page, you can assign a pre-defined wiki page to a [sprint version](../../user-guide/projects/project-settings/versions/). It can be assigned to multiple versions. This wiki page is maintained centrally, changing it will show changes for all linked versions. diff --git a/docs/use-cases/safe-framework/README.md b/docs/use-cases/safe-framework/README.md index 7c3d744a939..999953d13d0 100644 --- a/docs/use-cases/safe-framework/README.md +++ b/docs/use-cases/safe-framework/README.md @@ -208,7 +208,7 @@ The **Backlog** and **Kanban** are key tools in a scaled agile environment, not ### Backlog -The [Backlog module](../../user-guide/backlogs-scrum/work-with-backlogs/) displays all versions available to a particular project or ART in a two-column format. For each version (representing a Product increment, Iteration or a Feature or Story backlog), the module displays: +The [Backlog module](../../user-guide/backlogs-scrum/) displays all versions available to a particular project or ART in a two-column format. For each version (representing a Product increment, Iteration or a Feature or Story backlog), the module displays: - Version name - Start and end dates diff --git a/docs/user-guide/account-settings/README.md b/docs/user-guide/account-settings/README.md index cb3fde3ecec..b68a827f6fc 100644 --- a/docs/user-guide/account-settings/README.md +++ b/docs/user-guide/account-settings/README.md @@ -147,9 +147,7 @@ Additionally, you can activate to **auto-hide success notifications** from the s ### Backlogs settings -There are two personal settings available for the [Backlogs module](../../user-guide/backlogs-scrum/): - -**Task color**: Here you can enter the color in which your tasks on the task board (on the Backlogs page) are displayed. Tasks on the task board are color-coded based on who they are assigned to. Every user has a default color assigned but if you prefer a different color, you can change it. +There is a personal settings available for the [Backlogs module](../../user-guide/backlogs-scrum/): **Show versions folded**: When you navigate to the "Backlogs" module in a project, the available versions (e.g. Product backlog, Sprints) are displayed. By default they are expanded, i.e. all work packages included in those versions are shown right away. If you have a large number of versions that are shown on the "Backlogs" page, you may opt to collapse them by default. This way you see all the versions on a page and can then choose to expand those versions for which you want to see details. diff --git a/docs/user-guide/account-settings/openproject_account_settings_interface_backlogs_module.png b/docs/user-guide/account-settings/openproject_account_settings_interface_backlogs_module.png index 866ab543e6a..8e3652c60a0 100644 Binary files a/docs/user-guide/account-settings/openproject_account_settings_interface_backlogs_module.png and b/docs/user-guide/account-settings/openproject_account_settings_interface_backlogs_module.png differ diff --git a/docs/user-guide/backlogs-scrum/README.md b/docs/user-guide/backlogs-scrum/README.md index 8666491d740..8c0916f236f 100644 --- a/docs/user-guide/backlogs-scrum/README.md +++ b/docs/user-guide/backlogs-scrum/README.md @@ -3,27 +3,142 @@ sidebar_navigation: title: Backlogs (Scrum) priority: 850 description: Support your Scrum methodology with Backlogs -keywords: backlogs, scrum +keywords: backlogs, scrum, backlog, agile, sprint, sprint bucket --- -# Backlogs (Scrum) +# Backlog and sprints -Working in agile project teams is becoming increasingly important. +> [!NOTE] +> The **Backlogs** module is getting a reset with OpenProject 17.3 release and will undergo further changes in the upcoming versions. We will keep updating the documentation over time to reflect these changes. -OpenProject supports your work with the Scrum methodology by providing a variety of functionalities. You can record and prioritize user stories in the sprint and product backlog, use digital task boards or burndown-charts, print story cards, and much more. For more information, please refer to the OpenProject [agile and scrum features](https://www.openproject.org/collaboration-software-features/agile-project-management/) page. +Working in agile project teams is becoming increasingly important, and with OpenProject, it is easier than ever. + +OpenProject supports your work with the Agile and Scrum methodology by providing a variety of improved functionalities. You can now create and manage sprints, record and prioritize user stories in sprints and the backlog, use sprint boards or burndown-charts, print story cards, and much more. For more information, please refer to the OpenProject [agile and scrum features](https://www.openproject.org/collaboration-software-features/agile-project-management/) page.
-A **Backlog** is defined as a plugin that allows to use the backlogs feature in OpenProject. In order to use backlogs in a project, the backlogs module has to be activated in the project settings of a project. + +A **Backlog** is defined as a plugin that allows you to use the backlogs feature in OpenProject. In order to use backlogs in a project, the Backlogs module has to be activated in the project settings.
-Please note that this user guide does not represent an introduction into scrum methodology, but merely explains the scrum-related functionalities and user instructions in OpenProject. +Please note that this user guide does not represent an introduction to Scrum methodology, but merely explains the Scrum-related functionalities and user instructions in OpenProject. -| Topic | Content | -| ------------------------------------------- | ------------------------------------------------------------ | -| [Working with backlogs](work-with-backlogs) | How to work with backlogs for Scrum projects in OpenProject. | -| [Manage sprints](manage-sprints) | How to set up the product backlog, bug backlog, and create a new sprint in the backlogs view. | -| [Task board view](taskboard) | How to work with the taskboard. | +![Backlogs module in OpenProject showing backlog items and multiple sprints with work packages](openproject_user_guide_backlogs_sprints.png) - +## Manage the backlog + +The Backlog is automatically populated based on the work packages in a project that are not yet in sprints. When you add a work package to a sprint, or close it, the work package will no longer be visible in the backlog. + +When there are too many items in the Backlog, a **Show more items** link appears in the middle. This compacts the middle section so that you always see the top and the bottom of the backlog. + +![Backlog view with many items collapsed behind a “Show more items” link in the middle](openproject_user_guide_backlogs_show_more_items.png) + +Next to every work package listed in the backlog or sprint, you can access the **More (three dots)** menu, including the following options: + +- Open **details view** or **fullscreen view** of a work package. These options allow you to choose how much information (about the backlog item) you'd like to be displayed. +- **Copy** the work package URL or ID to the clipboard. +- **Move** a work package. + +![Backlog work package menu with options like details view, copy link, and move](openproject_user_guide_backlogs_menu_items.png) + +Details view opens the work package information on the right side, the same way as in the notifications center. + +![Backlog item opened in details view on the right side panel](openproject_user_guide_backlogs_open_details_view.png) + +Opening the fullscreen view opens the work package in fullscreen. + +![Work package opened in fullscreen in OpenProject](openproject_user_guide_backlogs_fullscreen_view.png) + +With the **Move** option, you can order items according to your preference within the backlog or move them to a sprint. You can also drag and drop the work packages. + +![Move options menu for a backlog item showing reorder and sprint assignment options](openproject_user_guide_backlog_move_options.png) + +## Create and manage sprints + +> [!IMPORTANT] +> Starting with the OpenProject 17.3 release, Sprints are new objects no longer linked to versions (as was the case with previous OpenProject versions). + +A **Sprint** is a planned and time-boxed period in which a Scrum team completes a defined set of tasks. They are containers or buckets where work packages can be manually added or removed from the Backlog via a drag-and-drop icon. + +### Create a sprint + +To create a sprint, click the **+ Sprint** button in the top right corner of the Backlogs module. This opens up a form for you to fill in details about the sprint name, start date, and completion date. The duration is automatically calculated. Click the **Create** button to proceed. + +The naming of sprints is number-based by default (e.g. Sprint 1, Sprint 2). These names can be edited according to your team's work rhythm. + +![Sprint creation form with fields for name, start date, and end date](openproject_user_guide_backlog_sprint_planning.png) + +### Start or complete a sprint + +Your sprint is set in motion by clicking the **Start sprint** button. Clicking it will open the sprint board. + +> [!NOTE] +> A sprint cannot be started if another sprint is already in progress. In this case the button will be disabled. + +![Start sprint button in the Backlogs module interface](openproject_user_guide_backlogs_start_sprint.png) + +Once a sprint has started, it is considered active and can be managed through the **Sprint menu** options, which include: + +- Complete sprint +- Edit sprint +- Add work package +- Open a Sprint board +- Burndown chart + +![Sprint menu with options like edit sprint, add work package, board, and burndown chart](openproject_user_guide_backlog_sprint_menu_item.png) + +### Add a work package + +In order to create a new work package in the Backlogs module, click on the More (three dots) icon in the top right corner of a Sprint and choose **+ Add work package** from the drop-down menu. + +A form dialog will appear to create a new work package. Here, you directly specify the work package type, subject, and description. Click **Create** to proceed. + +![A new work package added to a sprint directly in OpenProject Backlogs module](openproject_user_guide_backlogs_new_wp_form.png) + +A new item will be added to the backlog to display the newly created story. + +### Prioritize stories + +You can prioritize different work packages within a backlog or sprint by either using the **Move** option or by dragging & dropping them. This allows you to assign work packages to a specific sprint, return to a backlog or re-order them within a sprint. + +### Story points + +In a sprint, you can directly document necessary effort as story points. The overall effort for a sprint is automatically calculated, and the sum of story points is displayed in the top row. + +
+Story points are defined as numbers assigned to a work package used to estimate (relatively) the size of the work. +
+![Story points assigned to work packages in a sprint in OpenProject backlogs module](openproject_user_guide_backlogs_story_points.png) + +You can edit story points directly from the backlogs view. In order to do so, simply click the work package you want to edit and make the desired changes in the detailed view of the work package that will open on the right. + +![Edit story points for a work package in the Backlogs module in OpenProject](openproject_user_guide_backlogs_story_points_edit.png) + +### Sprint boards + +Sprint boards are especially helpful for teams to track and visualize progress from the start. When you click the **Start sprint** within the Backlog, a dedicated sprint board is automatically created and you are forwarded to the active sprint board. + +Boards are named using this pattern: [Project name: Sprint name]. As an example: **Scrum project: Sprint 1**. + +The sprint board inherits project permissions automatically, which means it is accessible to all project members by default. + +![Sprint board showing work packages organized in columns to track progress](openproject_user_guide_backlogs_sprint_board.png) + +> [!NOTE] +> The sprint board and burndown chart are only visible on the menu when a sprint is active. + +### Burndown charts + +**Burndown charts** are a helpful tool to visualize a sprint’s progress. With OpenProject, you can generate sprint and task burndown charts automatically. + +> [!TIP] +> As a precondition, the sprint’s start and end date must be defined and the information on story points should be well maintained. + +The sprint burndown is calculated from the sum of estimated story points. If a user story is set to “closed“ (or another status which is defined as closed (see admin settings)), it counts towards the burndown. + +The task burndown is calculated from the estimated number of hours necessary to complete a task. If a task is set to “closed“, the burndown is adjusted. + +The remaining story points per sprint are displayed in the chart. Optionally, the ideal burn-down can be displayed for reference. The ideal burndown assumes a linear completion of story points from the beginning to the end of a sprint. + +![An example of a burndown chart in OpenProject](openproject_user_guide_backlogs_burndown_chart_example.png) \ No newline at end of file diff --git a/docs/user-guide/backlogs-scrum/backlogs-faq/README.md b/docs/user-guide/backlogs-scrum/backlogs-faq/README.md index c2627a29140..28b32e8dee0 100644 --- a/docs/user-guide/backlogs-scrum/backlogs-faq/README.md +++ b/docs/user-guide/backlogs-scrum/backlogs-faq/README.md @@ -6,28 +6,62 @@ description: Frequently asked questions regarding the backlogs module keywords: backlogs FAQ, backlogs, backlog, task board, taskboard, version, sprint, scrum --- -# Frequently asked questions (FAQ) for Backlogs +# Frequently asked questions (FAQ) for Backlog and sprints -## What can I do to show the tasks of shared sub-projects in the backlog? +> [!NOTE] +> With the release of OpenProject 17.3, the **Backlogs** module has undergone significant changes, including the introduction of redesigned sprint handling and updated functionality. As a result, this FAQ page has been revised to reflect the current behavior and concepts. +> +> Please note that further improvements are already planned for OpenProject 17.4 and beyond. We will continue to update this page to keep it aligned with the latest product changes. -This is not possible. "Work packages from sub-projects are not displayed in the backlog of a main project" is the currently implemented behavior. +## If I previously had sprints defined using versions, how does the change from sprint to version affect migration and existing data? -## I assigned a version to work packages. Why can't I see them in the respective backlog? +Before the OpenProject 17.3 release, the backlog module allowed defining versions that could be used in the left or right columns of the backlog module. There wasn't a designated column for the sprint, but rather the user could decide whether the version should be displayed in the left or right column. -Please make sure that +All the versions that have been defined to appear in either the left or right columns are now migrated into a sprint. All the work packages associated with the version will also appear on the sprint. -- The respective version is not in the status "locked" or "closed" -- The respective version is assigned to a column in the backlog (see *Project settings -> Versions*). -- The work packages you want to display in the backlog are of a type that gets displayed in the backlog. If not: Either change the work package type or change the backlog setting (see *Administration -> Backlogs*). +## Can I define if sprints should be on the left or right-hand side? -## When I try to move a work package to another column in the task board, I receive an error message similar to "Backlog Plugin 500 Internal Server Error". What can I do? +We have chosen a view which is the same in all projects to maintain consistency. Each project you visit now shows backlog on the left-hand side and the sprints on the right-hand side. Usually the life-cycle of a work package starts in the backlog and then the work package moves to the sprint. This is why we decided to place the backlog as the first column and sprints as the second one. -Please try these approaches: +## What if the sprint field is not visible in the work package? -- check whether your role in the current project (e.g. "Member") has sufficient rights to move the work package (e.g. from "new" to "in progress") in the [workflow settings](../../../system-admin-guide/manage-work-packages/work-package-workflows/) -- remove unused story types in the administration -- deactivate the Backlogs module in the project settings +First, you have to make sure the backlog module is active within a project. -## How can I change the user's colors in the task board? +- An admin needs to add the field to existing work package forms. +- Once added, the sprint field becomes visible on the work package details page and can be edited there as well. -The colors can be changed in each user's personal settings: Please click on your avatar, then navigate to *Account settings -> Settings -> Backlogs*. There you can change the task color. +## Where are my backlog buckets and sprint buckets now? + +All buckets have been migrated as sprints, which are now visible on the right-hand side. Starting with version 17.4, we are improving the possibility to add backlog buckets on the left-hand side, allowing you to sort and organize your backlog in a better way. + +## How is the backlog generated? + +Your backlog automatically shows all work packages from your project which are not closed and can be worked on. With 17.4., it will be possible to exclude certain work package types from the automated backlog. + +## How is the backlog sorted? + +The backlog can be sorted manually: + +- When you open your backlog, the oldest items appear at the top. +- The work packages are sorted by creation date. +- When you add a new work package to the project, it is automatically placed at the bottom of the backlog. + + +## How are sprint buckets sorted? + +- Sprint buckets with start/completion dates are sorted by date showing the latest one on the top. +- Sprint buckets without dates are sorted in an alphanumeric way. + +## My task board is gone, where can I get another board? + +You can use the automated sprint boards, which show the entire sprint scope. + +- Define sprint dates and start your sprint. You will be automatically forwarded to your board. +- For an active sprint you will find a shortcut to the board in the sprint menu. +- Click the menu in the sprint bucket and select the option "Sprint board". + +Additionally, if you would like to see the parent/child relationships, please use the parent-child boards. + +## Where is my Burndown chart? + +Nothing has changed with the Burndown chart. It is synced with the sprint object and can be accessed from the sprint bucket menu when a sprint is active. diff --git a/docs/user-guide/backlogs-scrum/manage-sprints/README.md b/docs/user-guide/backlogs-scrum/manage-sprints/README.md deleted file mode 100644 index a8e59b5c343..00000000000 --- a/docs/user-guide/backlogs-scrum/manage-sprints/README.md +++ /dev/null @@ -1,36 +0,0 @@ ---- -sidebar_navigation: - title: Manage sprints - priority: 900 -description: Create a new sprint in the backlogs view. -keywords: manage sprints ---- - -# Create a new sprint - -In order to work with the Backlogs module, at least one sprint needs to be created in the project settings. - -Sprints are technically versions in OpenProject. Therefore, creating a sprint is done following the same procedure as for creating a new version. - -It is advisable to number your sprints chronologically for a better overview. Sprints usually run for a fixed period of approx. two to three weeks. In order to configure these settings, click on the Sprint title in the backlogs view. - -For some settings, such as start and end date, you can also use in-line editing. - -Click on the **+ Version** button to add a new sprint. - -Click the arrow next to a sprint name and select *Properties* to edit a sprint. - -![User-guide-backlogs-manage-sprints](openproject_user_guide_backlogs_manage_sprints_menu_option.png) - -> [!NOTE] -> The columns of the version are actually sorted differently. The left column for sprints is sorted chronologically, i.e. according to the time of creation, since sprints usually also run chronologically in project management planning. -> The right column (for backlogs) is sorted alphabetically, so that you can determine the sequence of the backlogs yourself. - -On the new page, you can specify details of the version such as description, status, (sprint) wiki page, start and end date, as well as sharing options across projects. 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b/docs/user-guide/backlogs-scrum/taskboard/README.md deleted file mode 100644 index 42dd8649d4c..00000000000 --- a/docs/user-guide/backlogs-scrum/taskboard/README.md +++ /dev/null @@ -1,45 +0,0 @@ ---- -sidebar_navigation: - title: Task board view - priority: 850 -description: Taskboard in OpenProject. -keywords: taskboard, task board, user story, epic ---- - -# Task board view - -To support daily scrum meetings, all of a team’s tasks and sprint impediments are recorded in a digital task board. The digital task board thus allows team members to get a fast overview of the current state of a sprint. - -To open the task board view, click on the small arrow next to the respective sprint, and select *Task board* in the drop-down menu. - -![User-guide-taskboard](User-guide-taskboard.png) - -You will find user stories in the left column, followed by their individual tasks (as child work packages) which are sorted by status. Therefore, you can immediately see the status of a user story and its associated tasks. Clicking on the ***+***-icon next to a user story opens a window to create a new task. - -![User-guide-new-task](User-guide-new-task.png) - -Here, you can set the fields *Subject*, *Assigned To*, and *Remaining work* (earlier called Remaining Hours). The new task will be created as a child element of the user story in the same row. - -If a task is updated or completed, it can be moved to the respective column by a team member using drag&drop. -In the background, the status of the work package will be adjusted accordingly. Clicking on the work package number opens the work package’s detail view. - -![drag and drop taskboard](User-guide-drag.png) - -On the very top of the table, sprint impediments are documented and assigned to the scrum master for removal. - -![User-guide-sprint-impediments](User-guide-sprint-impediments.png) - -> [!NOTE] -> If you add an impediment and type the work package number into the field Blocked (ID), the respective work package will be linked to the impediment. As long as the impediment remains, the work package cannot be closed. - -![sprint impediments](User-guide-add-impediment.png) - -The task colors are different for every team member, making it easy to associate tasks with their respective assignees. - -## Configure Backlogs settings under Account settings - -If needed, the coloring can be adjusted in the personal user account settings. Use hex codes to specify the desired color. - -![Set task color under Account settings in OpenProject](openproject_user_guide_backlogs_set_task_color.png) - -Here, you can also specify whether the versions in the Backlogs view should be displayed folded. You can choose whether backlogs are to be displayed folded or collapsed by default. 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In OpenProject, you can easily record and specify requirements represented by user stories. Moreover, you can respond to inquiries and sort them by priority for implementation. - -| Topic | Content | -| --------------------------------------------------- | ------------------------------------------------------------ | -| [Create a new backlog](#create-a-new-backlog) | How to create a new product backlog or sprint. | -| [Create a new user story](#create-a-new-user-story) | How to create a new user story, epic, bug in the backlogs view. | -| [Prioritize user stories](#prioritize-user-stories) | How to prioritize user stories in the backlogs view. | -| [Story points](#working-with-story-points) | Estimate user stories and document story points. | -| [Sprint duration](#edit-sprint-duration) | How to edit sprint duration. | -| [Burndown chart](#burndown-chart) | How to view the burndown chart. | -| [Sprint wiki](#sprint-wiki) | How to create a sprint wiki to document sprint information. | - -## Create a new backlog - -The first thing you will do is to **create a new backlog version** (product backlog or sprints). Read here on [creating a new backlogs version or a sprint](../manage-sprints). You can always manage the backlog versions under project settings, if you have the necessary administrator rights. - -The versions (product backlog or sprint) will then appear in the Backlogs module either on the left or on the right side. - -Sprint 1, Sprint 2, Bug Backlog, Product Backlog in the example below are all versions in a project, displayed in the Backlogs view. You can create a new version with the green + Version button at the top of the backlogs view. - -![Backlogs module opened in an OpenProject project](openproject_user_guide_backlogs.png) - -> [!NOTE] -> The columns of the version are actually sorted differently. The left column for sprints is sorted chronologically, i.e. according to the time of creation, since sprints usually also run chronologically in project management planning. -The right column (for backlogs) is sorted alphabetically, so that you can determine the sequence of the backlogs yourself. - -## Create a new user story - -In order to create a new work package in the *Backlogs* module, click on the **More (three dots)** icon in the top right corner or a Sprint or Bug Backlog and choose *New Story* from the drop-down menu. - -![Create a new user story from a product backlog in Backlogs module in OpenProject](openproject_user_guide_backlogs_new_user_story.png) - -> A form dialog will appear to create a new work package. Here, you directly specify the work package type, subject and description. The list of types contains those work package types that are activated in the [System Administration](../../../system-admin-guide/backlogs/). Click **Create** to proceed. - -![A form to create a new work package in Backlogs module](openproject_user_guide_backlogs_new_wp_form.png) - -A new item will be added to the backlog to display the newly created story. - -![newly created user story added to a sprint in Backlogs module in OpenProject](openproject_user_guide_backlogs_new_user_story_added.png) - -> Clicking on an item within the sprint opens the work package detail view on the right side, so you can make adjustments while staying in the Backlogs module. - -![User story opened in a detailed view on the right side of sprints in Backlogs module in OpenProject](openproject_user_guide_backlogs_story_detailed_view.png) - -Clicking on the work package ID opens the work package in full screen, where you can specify additional work package attributes. - -Of course, new user stories can also be directly created following the usual procedure of [creating a new work package](../../work-packages/create-work-package/). In order to do so, choose a work package type and target version which are activated in the [backlogs settings in the Administration](../../../system-admin-guide/backlogs) – such as feature or bug, and product or sprint backlog, respectively. - -**Displaying all user stories and tasks for a sprint** is also possible by selecting *Stories/Tasks* in the drop-down menu next to the sprint title. - -![Stories/tasks option in an opened dropdown menu behind a sprint in OpenProject Backlogs module](openproject_user_guide_backlogs_sprint_menu_opened.png) - -This will take you to the filtered work package view of all user stories and tasks in a sprint. - -> [!NOTE] -> All tasks created for a user story via the task board view are automatically configured as child work packages of a user story. The task is thus always automatically assigned to the target version of the parent work package (i.e. the user story). - -## Prioritize user stories - -You can prioritize different work packages within the product backlog using drag & drop and you can assign them to a specific sprint backlog or re-order them within a sprint. - -> [!NOTE] -> If you move a work package into the backlogs view, the target version will automatically be adapted in the background. - -![Drag and drop a user story to change priority in OpenProject Backlogs module](openproject_user_guide_backlogs_drag_drop.png) - -## Working with story points - -In a sprint, you can directly document necessary effort as story points. The overall effort for a sprint is automatically calculated, whereby the sum of story points is displayed in the top row. - -
- -**Story points** are defined as numbers assigned to a work package used to estimate (relatively) the size of the work. - -
- -![Estimated story points for user stories in an OpenProject backlog](openproject_user_guide_backlogs_story_points.png) - -You can easily edit story points directly from the backlogs view. In order to do so, simply click in the line of the work package you want to edit, and make the desired changes in the detailed view of the work package that will open on the right. - -![Edit story points for user stories in an OpenProject backlog](openproject_user_guide_backlogs_story_points_edit.png) - -## Edit sprint duration - -Moreover, you can adjust the start and end date of a backlog in the backlogs view. Click the **More (three dots)** icon to the right of the sprint name and select *Edit sprint*. - -![](openproject_user_guide_backlogs_edit_sprint_menu.png) - - - -Clicking on the date opens a calendar where you can make your changes. - -> [!NOTE] -> Apart from start and end date, you can also adjust the sprint name. To do so, you have to be a project administrator. - -![Edit sprint duration in an OpenProject backlog module](openproject_user_guide_backlogs_sprint_dates_set.png) - -> [!NOTE] -> A backlog version will be shown under [Roadmap](../../roadmap/), but not in a [Gantt chart](../../gantt-chart). If you want to display a sprint in a timeline, you can create a new work package, select a phase as a work package type, give it the same name as to a specific version (for example Sprint 1) and assign the same start and end date. - -## Burndown chart - -**Burndown charts** are a helpful tool to visualize a sprint’s progress. With OpenProject, you can generate sprint and task burndown charts automatically. - -> [!TIP] -> As a precondition, the sprint’s start and end date must be entered in the title and the information on story points is well maintained. - -![Dropdown menu showing "Burndown chart" as an option in sprint dropdown menu in OpenProject backlogs module](openproject_user_guide_backlogs_open_burndown_chart_option.png) - -The sprint burndown is calculated from the sum of estimated story points. If a user story is set to “closed“ (or another status which is defined as closed (see admin settings)), it counts towards the burndown. - -The task burndown is calculated from the estimated number of hours necessary to complete a task. If a task is set to “closed“, the burndown is adjusted. - -The remaining story points per sprint are displayed in the chart. Optionally, the ideal burn-down can be displayed for reference. The ideal burndown assumes a linear completion of story points from the beginning to the end of a sprint. - -![Burndown chart graph](17_BurndownChart2.png) - -## Sprint wiki - -OpenProject also allows you to create a wiki page associated with a sprint directly from the backlog. You can document sprint information, e.g. ratios, sprint meetings, retrospective, sprint planning or sprint review meetings. - -In order to do so, click on the arrow on the left of the respective Sprint title to open the drop-down menu. A click on **Wiki** will take you to the Wiki editing page. - -![Dropdown menu showing "Wiki" as an option in sprint dropdown menu in OpenProject backlogs module](openproject_user_guide_backlogs_wiki_menu_option.png) - -Here, you have all the tools for creating wiki pages at your disposal, with the title already pre-set and related to the selected sprint. You can insert and edit content using the text field and make changes to the formatting using the navigation pane above. You can also add comments and files from your hard drive. 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This determines when a work package should be considered complete and included in the burndown (or burnup) chart. +You can define what "done" means for the Backlogs module. This determines when a work package should be considered complete and included in the backlog views and reporting. -Choose the status which should be treated as "done". +Choose the status or statuses which should be treated as "done". + +![Set a definition of done for Backlogs under project settings in OpenProject](openproject_user_guide_project_settings_backlogs_definition_of_done.png) Press the **Save** button to apply your changes. -The **Rebuild positions** button recalculates the position of work packages in the product backlog. +![Manage backlogs settings under project settings in OpenProject](openproject_user_guide_project_settings_backlogs_done_status.png) -![Manage backlogs settings under project settings in OpenProject](openproject_user_guide_project_settings_backlogs.png) +## Sharing sprints + +Sharing is a project-level setting that allows you to choose whether sprints should be shared across projects or not. + +> [!NOTE] +> This is not a sprint-level setting as is currently the case with versions. + +**Don't share:** This is the default setting for projects. Sprints can be created in this project and are available and visible only within this project. None of the created sprints are shared with any other project or sub-projects. + +**Share sprints:** Sprints can be created in this project and shared with either **all projects** or **subprojects**: + +**All projects:** Selecting this option means the sprints created are available to all projects within the instance. It also means that other projects will not be able to use this option. + +**Subprojects:** Sprints created in this project will be available to all subprojects of the current project. + +**Receive shared sprints:** No sprints can be created within this project. Instead, only sprints shared by other projects can be used. + +![Manage backlogs settings under project settings in OpenProject](openproject_user_guide_project_settings_backlogs_sharing.png) diff --git a/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_definition_of_done.png b/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_definition_of_done.png new file mode 100644 index 00000000000..1f46f9e84a2 Binary files /dev/null and b/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_definition_of_done.png differ diff --git a/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_done_status.png b/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_done_status.png new file mode 100644 index 00000000000..16f9a2060f2 Binary files /dev/null and b/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_done_status.png differ diff --git a/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_sharing.png b/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_sharing.png new file mode 100644 index 00000000000..2646bba1deb Binary files /dev/null and b/docs/user-guide/projects/project-settings/backlogs-settings/openproject_user_guide_project_settings_backlogs_sharing.png differ diff --git a/docs/user-guide/projects/project-settings/versions/README.md b/docs/user-guide/projects/project-settings/versions/README.md index 1be6ac9fd94..c10798a37f1 100644 --- a/docs/user-guide/projects/project-settings/versions/README.md +++ b/docs/user-guide/projects/project-settings/versions/README.md @@ -11,7 +11,7 @@ Versions are used to track product versions or releases, for example in roadmap Versions are also used to enable the Backlogs module, i.e., to create a product backlog and manage sprints in OpenProject. -[Learn how to create a new backlogs version](../../../backlogs-scrum/manage-sprints). +[Learn how to create a new backlogs version](../../../backlogs-scrum/#create-and-manage-sprints). ## Create a new version