The K-Board dashboard uses Kanban principles, based on a rather simple idea: WIP (work in progress) actions should be limited and one cannot start a new task before completing a current WIP task.The dashboard is a visual management system within the organization which can be used to signal when conditions that may cause an anomaly are met so that corrective action can be taken in a timely manner. Colors are used according to category and/or status. The following record types can have statuses and can be displayed on specific dashboards as labels:
documents and document lines:
sales orders, sales order lines - K-Board SO - not available in the current version;
purchase orders, purchase order lines - K-Board PO
shipments, shipment lines - K-Board Shipments
requests - K-Board, Tasks Calendar
tasks - Tasks Calendar
leads - Sales Pipeline
K-Board Elements:
Parameter Bar
Lines - option to group labels by the value selected here;
Parameter 1, Parameter 2 - customizable filters used to control the labels displayed on the dashboard;
Display Area - contains labels, lines and columns;
Labels - labels represent requests, leads, tasks, documents and document lines;
the values on the left and right of the label represent
K-Board SO
K-Board PO
left - number of days passed since the document date;
right - number of days until the promised date;
> 5 days - green
between 0 and 5 - yellow
<0 - red
K-Shipments
left - number of days passed since the document date;
right - number of days until the loading date;
>5 days - green
between 0 and 5 - yellow
< 0 - red
K-Board
left - number of days passed since the request was registered;
right - number of days passed since the last request note, without taking into account non working days;
Task Calendar, Sales Pipeline
the K-Board section from the Request Types determines how the labels are displayed: colors, highlighting;
Columns - the columns where labels are placed indicate the status of the corresponding record;
the amount on the column head represent:
K-Board SO, K-board PO, K-Board Shipments - number of labels within the column;
K-Board:
number of requests filtered / total number of requests with the corresponding status;
total estimated effort (planned quantity) for the requests displayed in the respective column;
Task Calendar, Sales Pipeline
Lines - the lines group labels by the property selected for the Lines parameter;
Available actions:
Drag&Drop - the labels can be moved within the K-Board using drag&drop:
moving should be targeted immediately below the upper separator for the desired row;
you can move a labe between lines (realocate) or between columns (change status)
by moving between columns, the status is changed to the default status corresponding to the column;
by moving between lines, the record property used for line grouping is changed accordingly;
e.g. Lines parameter = "Representative" -> after moving between lines, the request representative will change;
Obs: you cannot move between lines when grouping by Business Partner
Edit - editing the record corresponding to the label:
minimal - this opens a small window with a limited number of fields.
Is obtained by:
double-clicking on request label you want to edit;
moving the label between labels/columns;
the small windows can customized at tenant level. Details in New Record;
complete - is obtained by right-clicking and selecting the Edit option. This opens the standard window where the corresponding records can be viewed;
the window opened when editing a request can be selected at request type level. Details in Request Setup;
Define the columns available within the K-Board, using the Kanban State window;
Define the statuses that will be used on the records, using the Status - All window;
the requests are linked to dashboard columns using the K-Board field
if selected, when the records has this status, it will be displayed as label on the dashboard, on the respective column;
if not selected, when the record has this status, it will not be displayed on the dashboard;
after defining the statuses, they must be allocated to a status category (see pt. 4);
Define a request category, using the Status Category window;
the categories link statuses and the record type where they can be used:
to link a status category to documents, select the document type Base Document Type field. Statuses can be used on the document master or lines, depending on the selection in the Document Application Level field;
to link a status category to requests, leads or tasks, the category must be selected on the corresponding request type. Details in Request Setup;
here you also need to indicate the K-Board where the records using this category can be displayed;
Alocate statuses to a status category:
using the Category tab. from the Status window;
using the Statuses tab. from the Status Category window;
Below are described the windows used for K-Board dashboard configuration:
K-Board dashboard columns can be defined using the Kanban State window, located in the Partner Relations -> Requests -> Request Setup menu. The following fields are available:
Name - the column name as it will appear in your dashboard;
Active - select to enable the column;
Description - optionally, you can enter a column description here;
Sequence - serial number of the column within the dashboard;
Color code - optionally, you can set a HEX (http://www.color-hex.com/) color code for the column background;
K-Board - the dashboard where the column will be displayed:
K-Board SO
K-Board PO
K-Board Shipment
K-Board Requests
Sales Pipeline
A record can go through multiple statuses. Statuses available for a records are grouped by request status which are then linked to a request type or a document type. A status can belong to multiple multiple status categories. For a record to be displayed on a K-Board column, it's status must be allocated to it. One or more statues can be allocated to the same column. Statues can be defined using the Request Status - All window. The following fields are available:
Name, Description, Comment
Search Key - fast method of finding a particular record. If you leave the field empty, the system automatically creates a numeric value;
Sequence - value used to determine the status order;
Default - select if this request status should be selected by default when no other rules apply;
Web Can Update - select if to allow WebStore users to set this status for a request;
Update Status - status that will be set automatically for a request with this status, when changed through the WebStore;
Timeout in Days - indicate the number of inactivity days that will move the request to the next status. If the subsequent status has not been defined, then the current status will not change;
Open Status - if selected, a request with this status needs to be updated;
Closed Status - if selected, a request with this status cannot be updated (unless re-opened via a process);
Final Close - if selected, a request with this status cannot be re-opened. Selecting a status with this checkbox selected will permanently close a request;
This checkbox is only visible if you have already selected the Closed Status checkbox;
K-State - select the dashboard column on which a request with this status will appear;
Status Category tab - is used to manage the status categories to which the status belongs;
Status Updates tab - is used to define notification rules which will be used when the request enters this status. Notifications can be sent to a role or a user. Requests notifications will only be sent if the action confidentiality level is set to "Public".
The status category determines the statuses (workflow) a specific type of record can have. Using status categories, you can also indicate if a type of record can be shown on a dashboard (K-Board, Sales Pipeline, Tasks). We recommend that you define a status category for each record type. A status can belong to one or more status categories. The Request Status Category window is used to manage status categories. The following fields are available:
Name, Description, Comment
Default - this category will be used by default if no other rules apply;
Base Document Type
Document Application Level
K-Board -if checked, requests using this status category can be used in the K-board dashboard (used for requests);
K-Board SO - if checked, documents using this category can be displayed in the sales orders K-board;
K-Board PO - if checked, documents using this category can be displayed in the purchase order K-board;
K-Board Shipment - if checked, documents using this category can be displayed in the shipment K-board;
Sales K-Board - select if you want requests using this status category to be visible in the Sales Pipeline dashboard (used for leads);
External - select if you want requests using this status category to be managed through WebStore platforms;
In the Request Status tab you can add statuses to a category. The following fields are available:
Status - select from the list a status defined in the Request Status - All window;
Default - check to indicate default status set for a new request with this status category;
The Transitions tab from the Status Category window can be used to define status transition rules. Transitions rules control which are the available statues for documents in a specific status, and also the conditions that need to apply in order for the transition to take place. A status transition refers to changing a record's status. The following fields are available:
Status, Next Status - only transitions from Status to Next Status are allowed for documents;
Transition Condition - condition that needs to apply in order for the Process Document Status process (document processor) to change a document's status from Status to Next Status;
conditions do not apply to transitions made through the document window or K-Board;
the Process Document Status process checks all the documents with the selected docuemnt type (Base Document Type) and uses the transitions defined for the category linked to the document type, for which a condition is selected;
the process checks the current status, the available transitions and if the condition applies, and according to the first applicable transition, changes the status accordingly;
available conditions:
Waiting prepayment - applicable only to sales order header statuses;
has the "Waiting Payment" document status, available only for prepay orders;
Paid - applicable only to sales order header statuses;
there is at least one payment linked to the order or if the payment is linked to the order invoice, the invoice must be paid (IsPaid = 'Y');
Delivered - applicable to sales order header and line statuses;
header - shipments have been generated for the entire ordered qty;
lines - Ordered Qty = Delivered Qty;
Invoiced - applicable to sales order header and line statuses;
header - invoices have been generated for the entire ordered qty;
lines - Ordered Qty = Invoiced Qty;
Order-To-Order - applicable to sales order header and line statuses;
header - there are PO - SO links for all the lines without stock;
lines - there is a linked purchase order line;
Partially Invoiced - applicable only to sales order header statuses;
there is at least one invoice generated from the invoice;
the order lines must have some invoiced qty;
Receipt - applicable only to purchase order header statuses;
material receipts exist for the entire ordered qty;
Reserved - applicable to sales order header and line statuses;
header - al the quantities are allocated to warehouse boxes;
lines - the entire ordered qty is allocated to a warehouse box;
Without stock - applicable only to sales order line statuses;
there are lines for which not all the quantity is allocated to a warehouse box;