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Savvy Task Board

Savvy Task Board

About Savvy Task Board

Visual task boards (VTB) of ServiceNow are becoming more and more popular for visualizing complex processes and organize support teams by following Kanban methodology. But there is a significant drawback to the standard VTBs in ServiceNow: either you choose a data driven board, in which board lanes and process status are directly linked and you are limited to one process per board. Or you choose a freeform board so you can create flexible lanes and cards, but then all cards act completely standalone without process integration. This results in a large manual effort to keep the boards up to date or teams struggle with lots of separate boards for each use case or process type. On the other hand, Kanban methodology needs to combine all teams work into ONE board.

Solution: Savvy Task Board!

Tasks from different processes can be displayed on a single board and be processed according to Kanban methodology. Process status are flexibly linked with lanes. This means that the status of the process tasks from the boards are automatically updated when the lanes are changed and updates of the process status by support teams or other integrations are immediately reflected in the boards by automatically putting the card to the corresponding lanes.

In addition, we added possibility to automatically set labels of the board cards for any task parameter (such as task or process type). By default, labels can only be assigned manually. The default possibility to filter boards by labels also helps to keep track of the cards.

Larger teams are also often faced with the problem of keeping track in boards with hundreds of cards. With the Savvy Task Board App you can define flexible sorting rules per board lane, which automatically sort all lanes (by task or process type, priority or assigned to user) to keep a better overview.

In the newest release of the Savvy Task Board App you are able to copy existing Savvy Task Boards including all lanes, labels and logic to easily onboard new teams.

Try, buy and install

servicenow now certified app

Document Exporter is a ServiceNow certified app. A Now Certified App has passed certification criteria such as metadata, interoperability, security and performance testing.

Document Exporter can be easily downloaded from the ServiceNow app store at Document Exporter in the ServiceNow App Store. There you will also get access to a current trial version of Document Exporter. If you are not yet familiar with the ServiceNow App Store, the following video will show you how to test, purchase and install an app from the ServiceNow Store.

The video applies to UI16, the latest version of the user interface, in the Madrid version. It may also apply to future versions. UI16 is the default UI for new instances, starting with the Geneva release. To get UI16 on updated instances, the UI16 plugin must be activated.

The following roles are required for execution:

  • To try and buy: HI account
  • For installation: Administrator role on the ServiceNow instance

The video shows from

  • 00:36 Request for an app trial version
  • 01:44 Purchase of an app
  • 03:08 Installing an app

For more information about the ServiceNow Store, please visit store.servicenow.com.

Menu entries

The App creates an additional application menu ‚Savvy Task Board’ in the ServiceNow navigator. The menu entries are being introduced in the following section.

  • Getting Started
    This link opens a page from which the external online documentation and the contact form from syscovery could be opened.
  • Savvy Task Board
    This link navigates to the default visual task boards tables filtered for boards that have Savvy Task Board handling enabled.
  • Savvy Task Board Board Configurations
    This link navigates to the Savvy Task Board Board Configurations table that shows the configuration records of each Savvy Task Board enabled board. You need to initially setup an active Savvy Task Board Configuration record to enable Savvy Task Board for a new board. Savvy Task Boards have to be data driven boards based on “task” table with no vertical lane field selected to be ready as a Savvy Task Board. It is also possible to add and use horizontal swim lanes later. Additional filter (e.g. assignment group) makes the board specific for the support teams that use the board. It is recommended to also add an active=true filter condition.
  • Savvy Task Board Decision Tables
    This link navigates to the related decision tables that define the board logic for state mapping, sorting and labeling. Details can be found in chapter 5.
  • Properties
    This link navigates to the applications properties to be maintained by the Savvy Task Board administrator. Details can be found in chapter 7.1.

Permissions

Administrator (x_sssgh_vtb.admin)

The administrative “x_sssgh_vtb.admin” role allows user to set Savvy Task Board properties and create and update Savvy Task Board configurations.

Decision Table Admin (decision_table_admin)

To be able to maintain and add decision question answers you need to grant “decision_table_admin” rights. Details about decision tables included in the App can be found in chapter 5.

Savvy Task Board Board Configuration

To enable a new VTB as a Savvy Task Board you must add a new Savvy Task Board configuration record with reference to the existing VTB and flag the CI as “active”. You can also give Savvy Task Board description details here. A Board that can be enabled as Savvy Task Board has to be a data driven board on task-table with no lane field selected (__KANBAN__).

Savvy Task Board Decision Tables

Savvy Task Board definitions of process mapping, labeling and sort are held by individual decisions based on predefined decision tables.

Savvy Task Board Labels by Type

With the “Savvy Task Board Labels by Type”-decision you define the desired label of each task type that will be automatically on each Savvy Task Board card according to their task type. It is also possible to use custom labels here.

Inputs: Savvy Task Board & Task Type
Output: Savvy Task Board Label

Savvy Task Board Mapping: Lane -> State

With the “Savvy Task Board Mapping: Lane -> State”-decision you define the process mapping between Savvy Task Board lanes and state of the tasks. Switching lanes will then automatically cause update of the task status.

Inputs: Savvy Task Board Target Lane & Task Type
Output: Task State (Choice)

Please note
You should not use status that require additional mandatory fields. E.g. incident status “Resolved”. To select correct input lane, it is recommended to add additional filters for desired board. To select correct output state choice that matches to selected task type it is recommended to add additional filter for element (e.g. incident_state). Do not setup more than one definition per lane and task type in one Savvy Task Board.

Do not setup more than one definition per lane and task type in one Savvy Task Board.

Savvy Task Board Mapping: State -> Lane

With the “Savvy Task Board Mapping: State -> Lane”-decision you define the process mapping between task states and Savvy Task Board lanes. New task status will then automatically switch the according cards to the desired lane. If Incident Status “On Hold” is selected, you can additionally select “Incident on hold reason” to map to according lane.

Inputs: Savvy Task Board, Problem State, Private Task State, Catalog Task State, Incident State, Incident on hold reason (optional)
Output: Savvy Task Board Lane

Please note
To select correct output lane, it is recommended to add additional filters for desired board.

Do not setup more than one definition per state and task type in one Savvy Task Board.

Savvy Task Board Sort Lane by Type

With the “Savvy Task Board Sort Lane by Type”-decision you define the desired sort order of each task type for Savvy Task Board lanes. For each lane you define multiple decisions with the order that corresponds to the sort order of the task type within the lane.

Inputs: Savvy Task Board Target Lane & Savvy Task Board
Output: Task Type (Choice)

Please note
To select correct output state choice that matches to selected task type it is recommended to add additional filter for element (e.g. u_task_type).

Savvy Task Board Sort Lane Type by Field

With the “Savvy Task Board Sort Lane Type by Field”-decision you define the desired sort order within task types for Savvy Task Boards. Currently it is supported to sort for assignee, priority or created date.

Inputs: Savvy Task Board, Task Type
Output: Sort Field (Choice)

Please note
To select correct output state choice that matches to selected task type it is recommended to add additional filter for element (e.g. u_sort_field). The task type sort order is valid for all lanes.

Demodata

Savvy Task Board Demo

If you include demo data in the application during installation process you will get a fully setup demo VTB that has Savvy Task Board features enabled including some default decisions, a configuration record and labels.

Savvy Task Board Demo Configuration

A demo configuration record is referenced to the demo VTB so the Savvy Task Board features are enabled for this board.

Savvy Task Board Demo Labels

There is a set of demo labels reflecting task types that are mapped in the “Savvy Task Board Labels by Type” decision.

Please note
You can still use other labels that do not reflect task type in the board to be manually assigned to cards.

Savvy Task Board Demo Decisions

There is a set of demo decisions that reflect a possible demo setup of a board.

“Savvy Task Board Labels by Type”-demo decisions

We have included four demo decisions to control automatic labeling of the cards according to the task type in the Savvy Task Board Demo.

Please note
There is no mapping for task type: project task. As an exercise you can add this to test the setup.

“Savvy Task Board Mapping: Lane -> State”-demo decisions

We have included two decisions to map board lanes to task states.

Please note
The selected lane always reflects the target lane that triggers status update of related task if card is moved to that lane.

“Savvy Task Board Mapping: State -> Lane”-demo decisions

We have included three decisions to map task states to board lanes.

Please note
The selected lane always reflects the target lane that triggers status update of related task if card is moved to that lane.

“Savvy Task Board Sort Lane by Type”-demo decisions

We have included four decisions to sort the demo boards “To Do” lane.

So this will sort “To Do” lane cards in order “Problem”->” Incident”->”Catalog Task”->”Private Task”.

“Savvy Task Board Sort Lane Type by Field”-demo decisions

We have included two decisions to sort all cards of task type incident by priority and assignee.

The sort is ascending by default. This will result sorting as following.

Priority: “highest” priority will be shown first (1->2->3..).
Created: “oldest” task will be shown first.
Assigned to: “unassigned” first then following in alphabetic order.

You can combine this for one task type. This will then building “blocks” of cards that are sorted accordingly.

Please note
This will apply to cards in all lanes but only if there is a general sort order defined for this task type.

Creating a new Savvy Task Board

To create a new Savvy Task Board, you must complete three steps:

Create a new visual task board

Savvy Task Board only works for boards that are data driven boards.

Savvy Task Board only works for boards that are data driven boards. Use task-Table as source table to cover all possible tasks in one bord. Do NOT use a vertical lane field mapping here. Swim lanes are optional and can be activated later.

You can optionally filter board to reduce number of cards. It is highly recommended to set an active=true filter and a filter for assignment groups.

Add new active savvy task board configuration record.

Once the visual task board is added you must create a new configuration record that is active and referenced to your visual task board. If requirements are met you can also enable already existing visual task boards as Savvy Task Boards.

Add decisions

After configuration record is added you can setup new decisions for your new board.

Please note
Not all decisions are mandatory. You can also pick one decision and add answers there.

Copy an existing Savvy Task Board

To copy an existing Savvy Task Board, you must complete three steps.

Please note
You need admin or ‘vtb_admin’ and ‘decision_table_admin’ role to be able to copy Savvy Task Boards

Chose existing Savvy Task Board to be copied

Open the Savvy Task Boards Menu und select the board you want to copy. Open the board record and find the “Copy Board” button at the top or bottom of the record.

Please note
To see the board you want to copy you have to be logged in as admin or owner of the board.

Fill out the copy dialog

After clicking the “Copy Board” button a dialog is popping up asking for new board name and new board owner.

Provide a new board name and select a new board owner from user table. After filling out the data you can start board copy by confirming with “OK” button.

Please note
The copy operation of a Savvy Task Board includes all Lanes, Board Labels, related Savvy Task Board logic (Decision Table setup) and the Savvy Task Board CI.

Adjust the copied target board filter

In the copied target board the filter will be extended to not match any task (so no new cards are initially generated). You must update the filter to complete setup of the copied board and match your requirements for the new board.

Please note
Remove the “Sys ID” filter in copied boards and enhance the filter with the new board requirement to enable them.

Administration

An administrator (role x_sssgh_vtb.admin) is able to manage the general settings of the application. You may need additional role “decision_table_admin” to maintain decisions and copy savvy task boards or “decision_table_reader” to be able to see Savvy Task Board decisions.

Savvy Task Board Properties

The properties page for the App could be opened using the module “Properties” of the application menu “Savvy Task Board”:

There is a main flag to enable/disable whole Savvy Task Board functionality and default properties holding “sys_id” of needed decisions. Disabling whole application may help in some debugging scenarios.

Please note
The “sys_id”-properties should not be changed.