Coming soon: We are introducing a fresh new look for record drawer and details pages on September 30, 2020. This article describes the current experience. Preview the upcoming improvements in your account now so you can get familiar with the new way of working in Aha!
Workspace-level settings affect a particular workspace or parent line in your Aha! account. This article will explain each workspace setting in the Workspace: <your workspace> section.
Note: This article refers to releases and features. Depending on your workspace type, you may see "schedules" and “activities" in your workspace.
Open your workspace settings by navigating to Settings ⚙️ > Workspace.
Click any of the links below to skip ahead:
Workspace settings report
- Strategic models
- Strategic positioning
- Release templates
- Automation (Enterprise+)
- Workflow approval groups
- Capacity planning
Or explore more settings articles:
Report on your workspace settings
For a comprehensive view of the workspace settings across your Aha! account, click the View report link at the top of your workspace settings.
Note: This report will show you the settings for every workspace and parent line in your account that you have access to.
Use the report to view your workspace settings all on one page so you can compare them at a glance and adjust them easily.
For the rest of this article, we will look through the individual settings one at a time.
First, let's work through the Configure settings. If you navigate to Settings ⚙️ > Workspace while in a parent line, the Configure settings will be the only section available.
The workspace profile settings affect a workspace's workflows, layouts, and scorecards.
The Color setting configures the color for your workspace, which you can see in Roadmaps > Portfolio. Use a hex color code to enter a custom color.
The Default assignee setting determines who Aha! features and requirements will be initially assigned to. This can be any user in your account or you can have these records remain unassigned by default.
The Scorecard for features setting determines the scorecard available for your features. Aha! includes a default scorecard but you can substitute it for a custom scorecard if you choose. Anytime you change the default scorecard here, you will erase all previously entered scores for all features in your workspace.
Like the Scorecard for features, the Scorecard for competitors determines the scorecard available for your competitor profiles. You can score your competitors in Strategy > Competitors > Chart view by dragging them around the 2x2 competitor matrix. You can also score by clicking on a competitor then clicking on the Threat scorecard field.
The next settings section affects the workflows for various record types in your workspace. You can choose to inherit workflows from higher levels of the workspace hierarchy for consistency or you can create new workflows for your workspace's unique needs.
In this section, you can change the workflow for the six basic record types:
- Releases / Schedules
- Features / Activities
For each record type, the process to adjust a workflow is the same. Click Edit <record type> workflow to open the Change workflow modal. From here, you can change the workflow using the New workflow dropdown or map the statuses in your current workflow to new statuses using the New statuses dropdown. If you are adjusting the workflow for an epic, feature, or requirement, you can also map the record types from your current workflow to new types using the New types dropdown.
Click Update <record type> statuses to save your changes. Any changes you save take effect immediately across every relevant record in your workspace.
Click the Custom statuses and workflows hyperlink next to each record type to navigate to Account > Settings ⚙️ > Configure statuses and workflows. From here, you can create, edit, or delete the workflows that you want to apply to your workspace. You will need to be an administrator with customization permissions to access this part of Account > Settings ⚙️.
The last setting in this section is the Record progress setting. Use it to Enable, Disable, or Inherit the ability to track the percentage of work completed in a given record.
The next setting section will allow you to adjust the way that fields are laid out on records in your workspace. It is called the Custom layouts section.
To create, edit, or delete a custom layout, you will need to be an administrator with customization permissions. Navigate to Settings ⚙️> Account > Custom layouts to adjust the layouts available for your workspace.
You can choose to Inherit record layouts from the next level up in your workspace hierarchy. You can also work through each of the available record types and decide one-by-one whether you would like to inherit or select your own custom layouts.
- Creative briefs
- Releases / Schedules
- Ideas form
- Ideas portal
- Ideas proxy votes
- Ideas portal proxy votes
- Features / Activities
For each record type, use the custom layout dropdown to select the layout you want the record to display in your current workspace.
Not every team chooses to use epics, so the Epics workspace setting allows you to choose whether you would like to Enable, Disable, or Inherit your epic settings from the next level up in the workspace hierarchy.
In the Record dates settings, you can choose how parent record types should calculate their Start and End dates. Either enter those dates manually, or calculate them from child records. If calculated, then any time a child record's dates change in a way that would affect the parent's dates, the parent's dates update.
Users in your account can always change the way that parent dates are calculated, but these defaults help drive consistency.
- Defaults affect newly created records. They do not update the dates for existing records.
- If an integration updates a record's Start date or End date, the calculation type will change back to Enter manually, and updates to child records that you make in Aha! will not update the parent record.
Some record types are visible as cards. The Features > Board page, for example, will display your features or epics as cards nested under their respective releases and parking lots. The Customize cards setting allows you to select the fields that these cards will display.
You can, of course, choose to inherit card layouts from the next level up in your workspace hierarchy. Otherwise, select Customize card layouts and click the Customize cards button. The Customize record cards modal will appear with tabs for each record type that can appear as a card in your workspace.
The record tabs available are:
- Releases / Schedules
- Release phases / Schedule phases
- Features / Activities
Click on a tab to open that record type's card layout. Note that there are two types of card layouts — an Expanded view and a Collapsed view.
- Click the view buttons on the righthand side to see how the card will display in those views.
- Click the Add row button to add room for more fields.
- Hover over the right side of a card and click the X to remove a row.
- Click Reset to default to return to the default card layouts.
- Drag fields from left to right to add them to a card, or from right to left to remove them. Drag fields around the card layout to rearrange them.
- Click Cancel to revert your changes or Save to save them.
Your team will work best in Aha! if they can work with language that they are used to. Instead of releases, for example, your team might have multiple ongoing projects, or perhaps your features are called stories.
The Terminology setting section allows you to customize the names of Aha! record types in your workspace — or inherit a standard terminology from higher levels of your workspace hierarchy.
To customize the terminology for your currently selected workspace, click the gear icon at the top of your screen to head to Settings ⚙️> Workspace > Terminology. From there, click Customize terminology.
- Select Use default terminology if you would like to retain the default terminology for your workspace type.
- Select Customize terminology to customize each record type. You can also click this option to see the default terminology and adjust it as needed. Click Update to save your changes.
The names you enter in this menu will be displayed everywhere in the workspace except the Settings pages.
Note: If you choose to customize the terminology for a workspace, Aha! will display your customized term in any place that it refers specifically to that workspace. Aha! will still use the term “workspace” when referring to the general concept of a workspace or to a group of workspaces.
If you are customizing the terminology for a parent line, each workspace in that parent line will inherit that same terminology. You can always customize each workspace individually if you need to.
Parent lines themselves inherit their terminology from the parent line Label in Settings ⚙️ > Account > Configure workspaces. Edit the label to change how it will be displayed in the top-level navigation buttons in Aha! — but be aware that changing a parent line's Type could affect the hierarchy report and the workspace settings report, which group parent lines with equivalent labels.
In addition to customizing your terminology, you can also customize the navigation buttons at the top of your Aha! page for each workspace.
You can navigate to these settings through Settings ⚙️> Workspace > Navigation, or by hovering over your navigation bar and clicking the pencil icon that appears.
Select Use navigation inherited from <workspace> to inherit your workspace navigation from a higher level of the workspace hierarchy.
Select Customize navigation to choose what pages are shown or hidden in your workspace. Click Update to save your changes. The navigation that you choose will be presented to all users in your workspace.
Note: By default, the Ideas section is disabled. The Ideas section is automatically enabled when you create an ideas portal in your workspace.
Strategic models help you define and focus your strategy. In Strategy > Models, you can select from a variety of example models or you can create a strategic model template for your team's use.
Click Add template to create a new template. The Add template modal will appear.
- The Template name field lets you name your template.
- The Start from field allows you to build your template from scratch or use one of the example templates as a foundation.
- The Category name field maps to the Model type filter back on the Strategy > Models page. If you have a lot of models in your account, the Model type filter allows you to sort through them.
- The Permissions field shows you where in your workspace hierarchy your template will be available. If you create a template at the parent line level, you can choose whether the template will be available to child workspaces under that line.
Click the Add template button to create the template, then adjust the template by adding, editing, rearranging, or deleting components. Any changes you make will be reflected immediately on the Strategy > Models page.
Navigate to Strategy > Models to use your template.
While strategic models help you define your strategy, strategic positioning helps you articulate the problems or opportunities that your product, program or service solves.
For consistency's sake, it can be helpful to create a positioning template for your team. The Strategic positioning settings help you do this.
Click Add template to create a new template. From the Add template modal, you can name the template, create it from scratch or with one of our examples, categorize it, and then decide how it is shared.
Templates created at the parent line levels in Aha! can be shared across all workspaces under that parent line. Templates created at the workspace level are only available within that specific workspace.
Once you have created your template, you can access it by clicking Add positioning then Shared templates on the Strategy > Positioning page.
The Release templates settings are where you create, edit, copy, and delete release templates for your workspace. We will discuss release template settings in that order.
Create a release template
Think of releases as containers for work. Together, you and your team are working towards a single date, called the release date, when your project will be complete.
Release templates infuse releases with a consistent structure. This is particularly useful if your team has repeating types of work, such as a weekly go-to-market launch or monthly updates to your iOS app.
Most teams create release templates at the parent line level, not the workspace level. This is because if you create a release template on a parent line, it will be available to all child workspaces under that line.
To create a new release template, click Add release template.
- Click Example [workspace type] template to start with a release template built around your workspace type. Look at the Template preview for context — you can always change these phases and durations for your own release template.
- Click an existing release template to build off its details. Again, the Template preview will give you context.
- Click on No phases to build a release template completely from scratch.
Click Create template to create your template.
When creating or editing a release template, you can edit the template's Name and Description, attach any relevant assets, click Add release phase button to add a release phase, drag an existing phase vertically to re-order it, and hover over an existing release phase to Edit or Delete it.
Release phases come in two types: phases and milestones. Milestones are single important dates to your project — such as the date that design is completed, or the date that the app store approves your mobile application. Phases are containers of work within your release — you may have design, development, and test phases, for example. Both types of release phase are optional. Use this template to design a workflow that best helps your team.
When adding phases and milestones, you will be presented with a few options:
- Name: The name of the phase or milestone.
- Default description: The description that appears when accessing the phase or milestone details.
- Type: Select if this is a phase or a milestone. Remember, a phase represents a range of time with a start and end date, while a milestone represents one specific date.
- Days after prior phase: Allows you to stagger your phases and milestones. Using a negative value here will allow you to define phase or milestone overlap in your template.
- Depends on: Use this to create dependencies between different phases.
- Default duration: The default duration allows you to specify how long each phase is. This is not applicable to milestones since milestones are a single specific date.
- Color: Allows you to specify the color of the phase or milestone when visualized on roadmaps.
- To-dos: Allows the creation of to-dos as part of the template. Template to-dos can have a summary, description, and assignee. They cannot have pre-defined dates.
Once you have edited the release phase, click Add to template for a new phase, or Save for an existing phase. Click the Release templates link in the upper left corner to return to your list of release templates.
Edit a release template
To edit a release template, hover over it and click Edit. From the release template details, you can add, edit, or delete template details following the same functionality listed above.
In the list of existing release templates, you will see any release templates that were created at a higher parent line.
- If you have permissions to access that parent line, you will be able to edit the release template created there. Click View to navigate to that parent line's Release template settings.
- If you do not have permissions to access that parent line, you can always Copy the template you want to edit, and change it to suit your team's needs. You can even click Make default to create a new default release template for your workspace.
Copy a release template
To copy a release template, hover over it and click Copy. You will be taken to a copy of your template, with [Copy] prepended to its name. From here, adjust the template as you need to.
Set a default template
When users in your workspace create a new release, they can select from a list of Release phase templates.The default template you select will be the preselected release template in that list. Users can still select a different template.
- If you delete the default template or no template is set as a default, the preselected option will be the first alphabetical template.
- Your default release template will apply to newly created releases. It will not adjust existing releases automatically. To apply a new release template to an existing release, open the release's detail drawer, select Apply new release phase template and choose whether to Add your release template to existing phases, or Delete and replace existing.
Delete a release template
To delete a release template, hover over it and select Delete.
Note: You cannot delete a release template while it is the default template. Select another default first, then delete it.
If you are an Enterprise+ customer, you can create automation rules in your workspace to streamline your work, drive consistency across your team's workflow, and free you up to focus on more complex projects.
Automation rules have two parts: triggers and actions. Each rule starts with a trigger. If the trigger occurs, then the actions you define will run automatically.
You can use automation rules to sync statuses across related record types (like ideas and promoted features), to notify Aha! users when certain fields are updated, or to create standardized to-dos when a record reaches a certain stage in its workflow.
Read this article for more information on automation rules.
Workflow approval groups
Workflow approval groups are groups of Aha! users that approve or reject approval to-dos in a fixed custom workflow. You will use them in four different areas in your Aha! account:
- Create the workflow approval group at the account level. Choose a name that defines the group, such as Legal, or Finance.
- Populate the workflow approval group at the parent line level. If you add users to a group at this level, child workspaces can inherit the group's users.
- Customize the workflow approval group users at the workspace level. If you add group users at this level, they will replace any inherited users.
Read this article for more information on workflow approvals.
Capacity planning is the process of estimating the amount of effort it will take to achieve your strategic goals and comparing it to the people, time, and finances available to you.
- Capacity planning for individuals, available to all Aha! customers, helps you visualize the effect of your team members' available time on the work you have planned. You can add estimates to work items, track completion progress manually or through an integrated development tool, and use the capacity report to highlight and resolve capacity conflicts before they affect your team's velocity.
- Capacity planning for teams, available for Enterprise+ customers, helps you visualize your teams' workload and resolve any capacity conflicts before they happen. You can add advanced estimates for multiple planning scenarios, detail the work schedules of your individual teams, and use the capacity report to visualize a version of how your plan might play out across your teams.
Note: Administrators in your account may wish to create a custom role for capacity planning for teams, so that only users included in the custom role will have the ability to view or adjust advanced estimates.
The Capacity for individuals tab includes settings for capacity planning for individuals, which is enabled workspace-by-workspace. Here, you can select the Units you would like to use for estimates, how to treat any estimates remaining after a work item has been completed, and whether to associate an estimate with features or requirements.
The Capacity for teams tab includes settings for capacity planning for teams, which is enabled at the account level, then enabled and configured further in each workspace. Here, choose which record type(s) you would like to enable for capacity planning for teams.
Note: Unless you are an Enterprise+ customer and capacity planning for teams has been enabled at the account-level at Settings ⚙️ > Account > Capacity planning, you will not see the Capacity for teams, Teams, or Virtual users tabs.
The Teams tab is where you create teams unique to your workspace, as well as view teams that you have inherited from a parent line or from the account.
The Virtual users tab is where you create virtual users unique to your workspace, as well as view virtual users that you have inherited from a parent line or from the account.