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DOCUMENTATION

Workflow Project Management on GitScrum

The main goal is to demonstrate that we can create many workflows according to different needs;
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# What is it and how does it work?

In this material, you will understand how GitScrum impacts the work of your team by helping implement quick methodologies into the Project Management.

If today, your team plans projects and their execution without defined standards, using random tools, with low team engagement, or if they have any similar symptoms, that means that after implementing the quick concepts through GitScrum, your team will be a few steps closer to a higher degree in rating your organizations’ maturity when it comes to Project Management.

# Understanding the best practices

The workflows are a step by step representation of how the work is executed in your company. Each task, in teams with a certain management degree, goes through the same process, that is, through a defined sequence of stages, which at its turn, when documented, is the standard workflow for that project’s activities.

Many methodologies suggest ways to reach higher levels of productivity, and usually, they are linked to workflows that lead the user to reach their goals with the best quality possible, as quickly as possible.

To be more straightforward and clear, a workflow is a process. Therefore, it can be understood as a set of actions that aim to go from point A to point B, in this case, sequentially. In other words, from the initial stage, Point A, to point B, from Point B to point C, and so forth until reaching the final stage.

A very relevant approach is the Kanban system, which is a technique that originally makes up the Just In Time (JIT) production mode. Kanban has the main benefit of visually and playfully exploring the scope of a project, generating more engagement by using boards in the company’s physical spaces. In Kanban, the tasks are organized into three stages: “To do,” “Doing,” and “Ready,” which visually represents the workflow of a set of activities, dividing a great board into here columns, sorting the tasks and facilitating the overview of the scope and the progress, although in a very simple way.

Workflows in GitScrum can be generated with as many steps as necessary for your project. There can be three, as suggested by the Kanban method, or if your team is organized with other steps, such as “Under Review,” or even “Under Trial,” among other many examples, this will be faithfully and quickly represented in GitScrum.

# How to set up a Workflow?

The workflow setup process is very simple and intuitive with GitScrum. Each project has its own workflow, and therefore, in projects with processes flows, teams flow, and other particularities, you have the freedom to set up the project workflow by respecting these variations.

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The workflow of your project is automatically created at the moment that the project is registered, and suggestively, it is made up by the following task stages: “ToDo” > “In Progress” > “Done” and “Archived.”

This standard recommendation represents different statuses that match the situation of each task:

TODO: This stage groups all the project tasks that still need to be executed. Therefore, during the initial planning, this is when all the tasks must be created.

In Progress: It groups the activity that is in progress, that is, they are activities under WIP (Work in Progress). The activities usually leave the “ToDo” stage and go to the “In Progress” stage at the moment that the professional is working on that activity. So during your breaks or even in-between shifts, among other situations, they can be moved again to the “ToDo” stage if they haven’t been concluded yet. Like that, they will remain at the “In Progress” stage only when they are literally being executed.

Done: groups all the tasks that have been finished by the project’s team, and therefore, their status is closed. That way, they can no longer be altered (unless they return to a previous stage).

Archived: It also represents the “close” status for the task, but with a different semantic meaning. The stage of the “Archived” workflow must group tasks that were initially planned to be executed, and that for some reason, during the execution of the project, the task became obsolete or was discarded from the scope

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If you are the project manager and want to change this standard workflow for your project, just access the “Settings” menu from your project, and then open the “workflow” option, as shown in the image below.

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At this moment, you will be at the setup page of your workflow, and all the workflow stage registry, change, and removal activities are performed in a very simple way in this screen, as you will see next.

On this image, you can see the layout of the workflow stage registry and removal features, as well as the highlighted options of the already existing stages. Section A (green) shows all your workflow stages, Section B (red) shows the column where you can remove a certain stage if you wish. Finally, Section C (purple) highlights the fields that you must fill out to create a new stage in your workflow.

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Now, let’s understand what in fact is each of these fields with more details.

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On the image below, 5 columns were highlighted, and each one of them represents one stage field:

1. Allows you to re-sort the stages of your workflow in any way you’d like;

2. It is the title of your workflow, which will be shown to the user in your Board Planning;

3. The description of the workflow that is currently used in the messages that notify a change in a task.

4. This field is the current status of a task, at the moment that it is placed at a certain workflow stage, and the options are: OPEN, which means that the task has not been concluded yet, WIP (Work In Progress), which means that the task is literally being executed at that moment, and finally, CLOSED, which means that the task has been closed due to its conclusion or elimination from the project scope.

5. In this column you will be able to choose between two options for each stage of your workflow: NORMAL and DEFAULT. Focus your attention on the DEFAULT option. You must select only a stage as DEFAULT, and like that, this stage will be interpreted as the initial point of a task in your workflow. That way, when you create a task, GitScrum automatizes the selection of the workflow stage, making your job easier.

At the end of the workflow setup process, you will have on your Board Planning a similar result to the one you can see in the image below, which shows the arrangement of the tasks between the workflow stages, simulating the progress of a project.

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