1. Business Rules - definition.
The Business rules in Kanbanize trigger actions (create a card, move a card, update a card, send a notification, call web service, etc) when certain events occur.
They are working on the principle: If "X" and "Y" conditions are met then do "Z".
Using the Business rules is an easy way to automate your processеs and implement the Portfolio Kanban management scenario - a combination of two boards: Master Board and Operations board with Business rules in between to synchronize the data. The Master Board contains the bigger chunks of work (an initiative, project, feature) and it reflects the movement of all smaller pieces of work (e.g breakdown of a project) that are tracked on the Operations Board.
2. Where to find them?
The Business rules are located in the Administration panel.
You need to be an administrator to be able to set up the business rules for your account, as they could have an impact on the whole behavior of the system.
When defining/editing a business rule, the system allows you to share them (grand access) to users (e.g Project Managers) that could modify/enable/disable them.
Typical examples for automated actions are as follows:
- when a new card is created and the Card Assignee is "X" -> change the card color to orange.
- when a card is moved to the "Done" column and the board is "name of the board" -> send an email notification to the PM.
- when the due date of а card is in 2 days and the board is "name of the board"-> change cards' color to red and send a notification email to the card Assignee in order to take immediate actions.
In the Business rule tab of your Administration panel you can view all defined rules in the account; their status: enabled/disabled; the number of created vs. active rules. You can use the Filter to run a quick search for a specific business rule.
To add an extra rule->go to the Administration Panel -> Business Rules-> use the "Add New Rule" button to see all available rules -> select the rule you want to configure and apply.
*To enlarge the image -> right click on the image and open it in a new tab.
Note: If you set up business rules for first time to your account, the Business Rule panel will instantly display all available rules.
3. How to configure a Business Rule?
Each and every rule has a configuration panel with three main sections: When ; And ; Then.
This is the event which will trigger an action when it occurs. The event is the predicate which defines when a rule will be evaluated for execution. If the rule evaluation is successful, the action will be triggered.
Here you define the filters which specify the conditions under which the actions should be triggered. Depending on the rule type, you will be able to specify multiple or no filters.
Here you select which actions to be triggered if the rule is successfully evaluated for execution.
In Kanbanize you can make use of the following business rules:
- Card is created
- Recurring create cards
- Card is updated
- Recurring update cards
- Card updated by email
- Child card is blocked
- All children are unblocked
- Card is moved
- Child card is moved
- All children are moved
- Mirror card is moved
- Relative card is moved
- Time-based rule
- Card revisions
- WIP limit is reached
- WIP limit is exceeded
- Card count
Read the dedicated articles to find out how to set the rules of your choice.