Projects, tickets and sprints

Most of them sit in the … menu on the right of a database's toolbar: record templates, Automations, Workflow and done, Time report and Git connection.

#Ticket numbers

A property of the type ID (ticket number) shows a running number for every record, such as WEB-123.

• You choose the prefix when adding the property; it is unique in the workspace.
• Numbers are never handed out twice, not even after deleting. A restored record keeps its number.
• In text, WEB-123 is highlighted in every document: hovering shows title and status, ⌘/Ctrl-click opens the record. This also works for text written before the ID property existed.
• Search finds records by their number, and Git commits can refer to them (see below).

#Subtasks and epics

The type Parent record (subtasks) lets records sit below another record of the same database – for example epic → story → task. Flowplan refuses loops.

• In the record, the Subtasks section lists everything below it with its state; you add new subtasks right there.
• In tables, View → Show subtasks as a tree indents records and lets you fold them.
• Subtask progress is a property of its own: it shows the share of done work across all levels as a bar.
• On boards, Swimlanes by with the parent property gives epic swimlanes.

#When is a record done?

Sprints, progress, overdue records and “My tasks” need to know when a record is done. Flowplan detects it:

• from a status select with an option like “Done” or “Erledigt”,
• otherwise from a “Done” checkbox.

Set it under … → Workflow and done when it should be different.

#Workflows

In the same dialog, switch on Set allowed changes and required properties:

• Allowed changes: in the “from (row) to (column)” table, untick changes such as “Open → Done”. A record then has to be “In progress” first.
• Required properties: a status needs certain properties – e.g. “Done only with a solution”.
• Owners only: some statuses can only be set by people with the owner role on the database.

The rules apply everywhere: table and board, bulk edits, guests and the Git connection. A change that does not fit is refused with an explanation.

#Automations

… → Automations takes care of recurring steps in the form When … only if … then …:

• When: a record is created, a record arrives through a form, a property changes (optionally to a certain value) or a date has passed.
• Only if (optional): conditions such as “Priority is High” or “Assignee is empty”.
• Then: set properties or notify.
  • Values for properties can be fixed, or today, now, the person who triggered it or the creator.
  • You can notify the person in a person property, the creator, the person who triggered it or a specific member.

Suggestions add the usual rules in one click:

• “When Status → Done, set a date”,
• “When the due date has passed, notify”,
• “Assign new form records”.

Each rule can be switched off on its own.

#WIP limits

On a board, View → WIP limits sets a maximum per column, e.g. “In progress: 3”.

• The column header then shows 2/3.
• When it holds more, the column is marked.
• With lock, the column takes no further records – wherever they come from.

#Sprints

A view of the type Sprints (backlog and planning) plans work in time boxes. Set up sprints adds the “Sprint” property and the first sprint the first time.

• Planning: drag records from the backlog into a sprint – or use Move to, also on phones.
• A sprint has a name, start, end and goal; + Sprint adds the next one.
• Start and Complete: when completing, choose where unfinished records go – the next sprint or back to the backlog.
• Measure size in: number of records or a number property such as story points.
• Burndown: the running sprint shows the work left per day against the ideal line.
• Velocity: closed sprints show what was committed and what was completed.

#Time tracking

A property of the type Time tracking adds up the time worked on a record. Optionally it shows an estimate from a number property in hours next to it.

• In the record: Start and Stop – each person has at most one running timer, a new one stops the old one.
• Add time: a duration as 45, 1:30 or 1.5h, with a date and a note.
• Correcting: you delete your own entries; owners can correct everyone's.
• … → Time report: hours per person and week and effort against estimate per record, also as CSV.

#Git connection

… → Git connection connects the database to GitHub, GitLab or Gitea/Forgejo:

1. Set up Git connection creates a webhook address and a secret.
2. In the repository, add a webhook with both:
   • content type JSON,
   • events for pushes and pull or merge requests. The exact steps are in the dialog.
3. Commits and pull requests that mention a ticket number like WEB-123 appear in the record under Development.
4. “closes WEB-123” (also fixes, resolves) marks the record done. This happens once the commit is on the default branch or the pull request is merged – through the database's workflow and automations.

Every request is checked against the secret. Only people who may edit the database see the address and the secret. New address and secret invalidates the old ones.

#Records from all databases

My tasks → Records from databases shows records from every database of the workspace in one list. By default these are the open ones assigned to you – through any person property.

• You can filter by due date, database and text.
• Save as view turns a filter into a personal view of its own, e.g. “All my open tickets in all projects”.

#Import from Jira and Trello

Settings → Data → Import from Jira or Trello takes a Jira CSV export (all fields) or a Trello JSON export.

It becomes a new database with a table and a board. It brings over:

• status or list, priority, type, labels, dates and story points,
• assignees – as a person property when they are all members,
• checklists, and parent issues as subtasks,
• descriptions as content and comments as comments,
• attachments as links (the files stay at Jira or Trello).