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# 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 Application Desktop'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.

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.

If you want to hide all the cards of a column to simplify the display for example, click on the arrow on the right of the column's 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 again on the arrow on the right of the header to show the cards of this column.

To modify how the US are ordered, click on a US's header then drag and drop it to the desired location.

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.

Creating user stories

US can be created:

- From a template of a simplified issue, created from the Application Desktop, 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 Application Desktop.

| 1 | 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 Application Desktop.

| 2 | Select the desired template.

| 3 | Fill in the US's Title and Description if needed.

| 4 | 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, refer to the Simplified issues User Guide.

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.

| 1 | From the desired sprint, click on + US then on From an existing user story.

| 2 | 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.

| 3 | Fill in the first card's Title and Comment if needed.

| 4 | Click on Add.

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

Managing user stories
Sending messages

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

| 1 | From the US form, click on .

| 2 | 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.

| 3 | Click on Send.

The message is sent to the recipients specified.

Managing linked documents

Documents can be added to a US from the US form:

- By clicking on the Add document frame.
- By dragging and dropping the document in the Add document frame.

The added documents can be viewed from the US form. To open a document, click on it to download it.

To remove a document from a US, click on then on Unlink. The document is no longer linked to the US but the associated document record sheet is kept.

To delete a document, click on then on Delete. The associated document record sheet is deleted.

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

| 1 | From the US form, fill in the time spent on the US in the Timesheet field. Click on or to add or remove 10 minutes.

| 2 | Select the Action code from the drop-down list.

| 3 | Click on Add.

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.

#### 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.

| 1 | From the US form, click on Enter....

The Time input window opens.

| 2 | 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.

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 US's 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.

| 3 | When the fields are filled in, click Validate.

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

Displaying the detailed form

Click on the issue's number at the top of the US form to display the detailed form of the associated issue.

Reference

For more information, refer to Description of the task form.

Deleting user stories

A US cannot be deleted manually. To delete a US, delete or move all the cards included in the US. The US will be deleted automatically once the last card has been moved or deleted.