Managing user stories

User stories (US) are used to divide a sprint into several use cases. A US describes a functional user need that must be addressed during the sprint.

A US in Agile Factory matches an issue in the Desktop Application's Helpdesk module. A US contains one or several cards, that represent the different development tasks required to carry out the US. When a US is added to a sprint, a card is automatically created with it because a US must include cards. If all the cards included in a US are deleted or moved, this US will be automatically deleted: a US is primarily a grouping of cards.

Note

The same US can have cards in multiple sprints.

US are managed from the Board view. To access it, click on the tab on the left of the Agile Factory's screen.

Accessing user stories

To access the US, click on the Board tab then select the desired sprint. The user stories associated with the sprint are displayed in a table format, and the sprint's columns depend on the sprint template.

Important

The partitioning by customer is checked when displaying US. If you are partitioned by customer:

Only the US for which you are partitioned on the issue's customer will be displayed.
From a hyperlink, you can open the US or the card only if you are partitioned on the issue's customer.

For more information about partitioning, refer to Restricting user access.

From the display options in the sprint's header, click on Expand user stories to show the cards' details for all US at once, or click on Reduce user stories to hide the cards. You can also click on the header of a specific US to show or hide its cards.

Reference

The information displayed in the header of a US can be customized with the SPRINT_ENTETE_US management rule. For more information, refer to Customizing the header of a US.

If you want to hide all the cards of a column to simplify the display for example, click on the icon on the right of the column header. The column is reduced and the cards are hidden, but the number of cards is displayed in brackets for each US (that contains cards). Click on the icon again on the right of the header to display the cards of that column.

To modify how the US are ordered, click on a US's header then drag and drop it to the desired location. From the US form, the Rank no. field can be modified to manually change the order of US. If the rank number entered is already used for an existing US, all US are re-ordered accordingly.

For each US, the completed workload is displayed on the header's right: Completed workload: X (completed workload)/Y (total workload).

The total workload is the sum of all the assessments defined for each card in the US.
The completed workload is the sum of the assessments defined for the cards that are in the sprint's last column.

The banner's color displays the state of each US:

The banner is light gray when the US has not been started yet, meaning all the cards of the US are in a Pending-type column.
The banner is dark gray when the US is in progress, meaning at least one card of the US is in an In progress-type column.
The banner is green when the US is completed, meaning when all the cards of the US are in a Completed-type column.

When tags are specified in the details of a US, they are displayed in the header, at the right of the US name. When more than 3 tags are applied, only the icon and the color are displayed.

Reference

For more information about tags, see Tags.

Creating user stories

An US can be created:

From a template of a simplified issue, created from the Desktop Application, to automatically retrieve all the values already specified;
From an existing user story.

From a template

A template is used to create similar simplified issues without having to fill in the same values multiple times. It is included in a template grouping that can be shared with specific employees or work groups.

Note

If a template is crossed out, it means it is not detailed enough to be used in Agile Factory. To be able to use this template in Agile Factory, the owner must fill in the template's missing values in the Desktop Application.

From the desired sprint, click on + US then on From a template.

The Select your template window opens to display the different templates set up in the Desktop Application.

Select the desired template.

Fill in the US by specifying its Title and Description.

Click on Add.

The US is created and is added to the sprint. A first card is automatically added to the US, in the first column. The card's name is the same as the US's.

Reference

For more information about simplified issues and templates, see Managing issues.

From an existing user story

A new US can be created from an existing simplified issue, in order to retrieve the issue's information to create the US.

From the desired sprint, click on + US then on From an existing user story.

In the Select a user story window, search for and select the desired issue from the User story field:

You can search for an issue by entering its number or label.
You must enter at least 5 characters to start the search.
The issues that match the searched characters are displayed directly after 5 characters.

Fill in the first card's Title and Comment if needed.

Click on Add.

The US is created and is added to the sprint, with the first card filled in.

Managing user stories

Sending an email

From the US form, it is possible to send an email to the desired recipients in order to discuss about the US.

From the US form, click on

Fill in the following fields:

Field	Description
To	Add one or multiple employees, or enter the recipients' email addresses.
Cc	This field is only displayed if the recipients details is shown. Add one or multiple employees, or enter the cc recipients' email addresses.
Bcc	This field is only displayed if the recipients details is shown. Add one or multiple employees, or enter the bcc recipients' email addresses.
Reply to	This field is only displayed if the recipients details is shown. By default, if the recipients reply to the message, the email address of the connected user will be used. If you want the reply to be sent to other recipients, add one or multiple employees or enter the recipients' email addresses.
Object	By default, the US title is filled in but the object can be modified if needed.
Message	Fill in the message's body.

Click on Send.

The message is sent to the recipients specified.

Managing linked documents

DMF	2403** AGILE FACTORY DOCUMENTS * 240301 AGILE FACTORY DOCUMENTS NEW 240302 AGILE FACTORY DOCUMENTS MODIFY 240303 AGILE FACTORY DOCUMENTS DELETE

From the US panel or the detailed form of the issue, the list of the documents linked to the issue is visible at the bottom. It can be, for example, a screenshot, a link to another issue or a log file. Click on the name of the document to open its preview, or hover over the name of a document to display its details (creation date, last modification date, users who created and last modified the document, etc.).

To add a document:

Click on the Add document / URL frame then select the document from the file browser.
Drag and drop the document in the Add document / URL frame.

The storage of a document requires the DMF 240301 AGILE FACTORY DOCUMENTS NEW.

From the list of the linked documents to the US, the following actions are available from the icon at the right of the document:

Download - Allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
Open link - Allows you to open the hypertext link in a new tab. This option is only available if the document is a hypertext link.
Unlink - Allows you to remove the document from the US. The document is no longer linked to the US but the document's record sheet associated is kept in Akuiteo. Unlinking a document requires the DMF 240302 AGILE FACTORY DOCUMENTS MODIFY.
Delete - Allows you to delete the document. The document's record sheet associated is also deleted from Akuiteo. Deleting documents requires the DMF 240303 AGILE FACTORY DOCUMENTS DELETE.

Filling in the timesheet

Time spent on a task can be entered directly from the US form. There are two ways to enter time:

Direct time entry to enter time with just one click.
Detailed time entry to open a window to enter time spent, already filled in with all the information from the US.

Direct time entry

From the US record sheet, select the action code from the drop-down list.

Note

If a default action code is entered in the task's setup and allowed for the project and the employee, it is pre-filled automatically. If this action code is not allowed but only one other action code is allowed, this action code is pre-filled automatically.

Fill in the time spent on the US in the Timesheet field.

Click on

The time is automatically added to the timesheet of the connected user, on the current day. The project, phase, sub-phase and project task fields are filled in automatically and are retrieved from the template or the issue used to create the US.

Tip

To correct the timesheet specified on the US, specify the -xx.yy value in the Timesheet field and click on . The cumulative time spent on the US will automatically be updated.

Detailed time entry

The detailed time entry is done in the time entry window to have more control over the values entered and change fields if needed.

From the US record sheet, click on Input.

The Time input window opens.

In the Time input window, fill in the following fields:

the Date to use for the time entry (current day by default);
the time spent on the US in the Timesheet field. Click on or to add or remove 10 minutes.

If a default action code is entered in the task type setup and authorized for the project and employee, then the field is automatically pre-filled. If this action code is not authorized but there is only one other action code authorized, then the action code will be automatically pre-filled.

The other fields are filled in with the information retrieved from the template or the issue used to create the US, however the values can be changed if needed.

The Templates section displays the list of the user's quick entries. Click on a quick entry to automatically fill in the fields in the Timesheet input section.

The Weekly timesheet section displays an overview of the time spent by the user during the week of the Date. The time spent on the current US can be adapted depending on the weekly overview, for example if the daily number of work hours should not be exceeded.

When the fields are filled in, click Validate.

The time is added to the timesheet for the connected user, on the specified allocation and day.