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VNCproject Web Client User Manual

Getting started

Edit the account information

  1. Click the avatar icon and click the avatar icon again:

  2. Edit the account information and click Save.

Sign out

To sign out, click the avatar icon and click SIGN OUT:

Delete the account

  1. Click the avatar icon and click the avatar icon again:

  2. Click Delete my account:

Change the profile photo

  1. Click the avatar icon and click the avatar icon again:

  2. Click CHANGE AVATAR:

  3. Click Browse and select required photo/image.

  4. Click Save. You should see the following notification:

    Avatar uploaded successfully

Delete the profile photo

  1. Click the avatar icon and click the avatar icon again:

  2. Click CHANGE AVATAR:

  3. Click Delete. Then confirm that you want to delete it, click OK in the modal window.

Change the account password

  1. Click the avatar icon and click the avatar icon again:

  2. Click CHANGE PASSWORD:

  3. Fill in the fields and click APPLY.

Reset Atom access key

  1. Click the avatar icon and click the avatar icon again:

  2. Click Reset:

Reset API access key

  1. Click the avatar icon and click the avatar icon again:

  2. Click Reset:

My page

Add a tab to the dashboard

  1. Navigate to My page -> Dashboard:

  2. Click +Tab:

    An additional tab should appear.

  3. Click the kebab menu on it and click Rename:

  4. Enter the dashboard name and click the check mark:

Delete a tab from the dashboard

  1. Navigate to My page -> Dashboard:

  2. Click required tab, click the kebab menu, and click Delete:

Rename a tab in the dashboard

  1. Navigate to My page -> Dashboard:

  2. Click required tab, click the kebab menu, and click Rename:

  3. Enter the dashboard name and click the check mark:

Duplicate a tab in the dashboard

  1. Navigate to My page -> Dashboard:

  2. Click required tab, click the kebab menu, and click Duplicate:

Create an agile card

  1. Navigate to My page -> Agile board:

  2. Click the plus icon at the bottom and click New agile card:

  3. Customize the ticket form and click Create:

Create a meta roadmap

  1. Navigate to My page -> Agile board:

  2. Click the plus icon at the bottom and click New meta roadmap:

  3. Fill in the fields. Name field is required. Then customize the checkboxes and click CREATE. To access the created meta roadmap, you should click Meta roadmaps:

Create a ticket

  1. Navigate to My page -> Agile board:

  2. Click the plus icon at the bottom and click Ticket:

  3. Customize the fields. The fields with the asterisk are required.

  4. Click:

    • CREATE - if you want to create the ticket;
    • CREATE AND ADD ANOTHER - if you want to create the ticket and add another ticket.

    To check the created ticket, you should navigate to Projects -> Issues:

Reassign a ticket to another user

  1. Navigate to Projects -> Issues:

  2. Apply filters to search for required ticket.

  3. Click the ticket and click EDIT:

  4. Select a person from Assignee drop-down menu and click UPDATE.

Attach a picture/photo/file to a ticket

  1. Navigate to Projects -> Issues:

  2. Apply filters to search for required ticket.

  3. Click the ticket and click EDIT:

  4. Scroll down and click BROWSE.

Change a ticket status

  1. Navigate to Projects -> Issues:

  2. Apply filters to search for required ticket.

  3. Click the ticket and click EDIT:

  4. Select a status from Status drop-down menu and click UPDATE.

Manage your capacity

  1. Navigate to My page -> Agile board:

  2. Click the plus icon at the bottom and click Manage my capacity:

  3. Customize the capacity and click UPDATE.

Move a card on Agile board

It is very easy to move cards on Agile board. Navigate to My page -> Agile board:

And drag and drop a card.

Collapse a card on Agile board

  1. Navigate to My page -> Agile board:

  2. Click the kebab menu on the card and click Collapse card:

Edit a card in overlay on Agile board

  1. Navigate to My page -> Agile board:

  2. Click the kebab menu on the card and click Edit in overlay:

  3. Edit the card and click UPDATE.

  1. Navigate to My page -> Agile board:

  2. Click the kebab menu on the card and click Copy link:

    You should see the following notification:

    Link copied to clipboard

Access a card timeline on Agile board

  1. Navigate to My page -> Agile board:

  2. Click the kebab menu on the card and click Show history:

Add time to a card on Agile board

  1. Navigate to My page -> Agile board:

  2. Click the kebab menu on the card and click Log time:

  3. Customize the fields and click SUBMIT.

Open a card in a new tab

  1. Navigate to My page -> Agile board:

  2. Click the kebab menu on the card and click Open in new tab:

Check your achievements

To check your achievements and productivity, navigate to My page -> Achievements:

Access release notes

To access release notes, navigate to My page -> Release notes:

Access the calendar

To access the calendar, navigate to My page -> Calendar:

Robot planning

VNC has integrated the Agile board into the project management tool VNCproject to promote the self-organization of team members. VNC is continuously improving the Agile board platform by using robots to support team members in planning and distribution of tasks. New virtual team members Vincent and Vincenta will be triggered at every time needed to keep the user's Agile board under the control and efficient. You can choose a favorite robot assistant (Vincent or Vincenta) in the account settings. The profile of the robot will be shown in all dialogs based on the option. By default, robot assistant Vincenta is selected. The robot appears in 5 cases:

1) at the first login to plan the capacity; 2) when you are over or under the capacity plan; 3) when a new ticket is assigned to you; 4) when you should add spent time after some work. The work is blocked if you skip the robot 3 times; 5) when you should enhance the team planning.

From the case 2 to the case 5, the robot pop-up will be triggered 1 times outside the AB (Replan).
During the working days, the user logs time spent or updates tickets or a new ticket is assigned to the user. Robot will be triggered again. It means that if you are working on AB, you will not get the pop-ups from the case 2 to the case 5.

Choose the robot assistant

Choose a favorite robot assistant - Vincent or Vincenta. Vincent robot looks as follows:

Vincenta robot looks as follows:

  1. Click the avatar icon in the upper right corner and click your name:

  2. Select Vincent or Vincenta from Robot logo drop-down menu:

  3. Click Save.

Case 1: at the first login to plan the capacity

This case includes 5 steps:

  1. Introduction.
  2. Capacity check.
  3. Fix problems.
  4. Finish

Step 1: Introduction

When you go to the Agile board at the first login, you should see the following:

You can see that there are some possible options:

  • Let's start - if you want to continue the planning with Vincent/Vincenta robot and move to next step "Fix problems".
  • No, thanks - if you want to cancel the planning with Vincent/Vincenta robot.
  • Remind me later - if you want to choose the time option in the dropdown list to continue the planning with robot later.
  • Don't show this screen again - if you do not want this screen to be displayed.

Step 2: Capacity check

The robot suggests to update the daily capacity for all working days of the week starting from the current date (max. 5 days planning).

  1. To plan your capacity, you should click Let's start at the previous step ("Step 1: Introduction").
  2. To plan your capacity for each day in next 5 days, click Yes, thanks:

  3. Select your working hours from From and To drop-down menus:

    You can customize the capacity and availability with the 24h "time range" per day. The start time and end time of the working days can be selected from 12:00 am to 11:30 pm with 30 mins cycles. This timing is aligned with your time zone.

  4. Enter the number to Daily capacity field:

    The pie chart displays the availability during the day (grey) and capacity (green). You can change the capacity or availability and it gets reflected on the pie chart.

  5. To configure your capacity for the next day, click Next at the bottom. Again select your working hours from From and To drop-down menus and enter the number to Daily capacity field.

  6. To go back to a previous day and reconfigure the capacity for it - click Previous at the bottom. To continue and configure your capacity for the next day - click Next at the bottom.
  7. Configure your capacity for the remaining days and click Next at the bottom. After you plan your capacity, it will be updated on the pie chart next to the respective date on the top bar with days. If you hold the pointer over the pie chart, you can see the daily capacity and availability in the info box:

    To check all 5 days capacity plan again at one glance and configure capacities for any particular date, click the plus icon at the bottom right corner and click Manage my capacity:

    You should see the capacity plan, for example:

Step 3: Fix problems

At this stage, the robot reviews tickets and informs you: which tickets are since x days overdue; which tickets have no due date; which tickets have no estimation (ETA/OTA); which tickets are in status for more than 3 days; which tickets are done with 100% but not closed since x days; which tickets have x hours overbooked; which tickets are assigned to the day where capacity = 0.

  1. To review tickets, click Good, let's continue

    If you do not want to review the tickets, you can click Skip.

    The robot will fade all other cards except the one that needs attention. The issues will be listed in the floating box, and highlighted (with the red border) in the card, for example:

    Ticket(s) can have the following issues:

    • Ticket is overdue: x days - it means that you should update a due date;
    • Missing due date - it means that you should add a due date;
    • Missing time estimation (ETA/OTA) - it means that you should add the ETA;
    • Ticket is "In Status" for more than 3 days - it means that you should update a ticket status or change its start date;
    • These tickets are done with 100% but not closed - it means that you should close a ticket of update OTA and continue to work;
    • Tickets have x hours overbooked - it means that you should update the reasons of time overrun in the comments. The added reasons will be displayed in the ticket and in the timesheet;
    • Ticket is assigned to the day where capacity = 0 - it means that you should move a ticket to the other day or update the capacity of the current day.
  2. To edit a ticket you can click:

    • Edit in overlay - if you want to open/edit a full card in a lightbox:

    • the hyperlink on the ticket number - if you want to open a ticket in a new tab:

    After you fix all issues within the card, you should see green checkboxes in the list:

  3. To check the next ticket - click Show Next:

    If you do not want to fix issues in other tickets - click Skip all. Otherwise, the robot will run this process in a loop until you have updated all the tickets and fixed all issues that exist in Agile Board. In case you have only 1 issue and you fix it, then no robot pop-up will be triggered any more. If you have more than 1 issue and you don't fix all of them, the robot will display the pop-up again. Once issues are fixed, you can move to other pages or refresh a browser. Then the robot will not be triggered again any more.

    You can close the Robot planning any time by clicking X button:

Step 4: Finish

As soon as you fix all issues in tickets, you should see the summary. Click Done:

Case 2: when you are over or under the capacity plan

When you are over or under the capacity, you should see the following, for example:

As you can see there are several possible options:

  • No, thanks - if you want to close the robot's pop-up;
  • Adjust estimation - if you want the robot to show the Agile board in a new tab and to highlight the total ETA/OTA and the ETA/OTA of each ticket of the day;
  • Move ticket - if you want the robot to show the Agile board in a new tab, highlight the total ETA/OTA and all tickets of the day;
  • Fix Capacity - if you want the robot to show the capacity planning of a day and highlight the date.

Case 3: when a new ticket is assigned to you

When a new ticket is assigned to you, you should see the following, for example:

As you can see there are several possible options:

  • No, thanks - if you want to close the robot's pop-up;
  • Edit in overlay - if you want the robot to show the ticket and highlight the date;
  • Fix Capacity - if you want the robot to show the capacity planning of the day and highlight the date.

If a new ticket is assigned to you and it has no issue, you should see the following:

You can click:

  • No, thanks - if you want to close the Robot planning;
  • Yes, let's continue - if you want the robot to show the ticket on the Agile Board to edit it in overlay again;
  • Fix Capacity - if you want the robot to show the capacity planning of the day and highlight the date.

Case 4: when you should add spent time after some work

The robot will remind you in case of missed time entries after some work.

Case 5: when you should enhance the team planning

The team lead will see the following pop-up window in case there are some inconsistencies in the team members' ticket(s), for example:

For each problem of each team member, only the number of tickets with problems will be shown. But the team leader can hold the pointer over the number to open the hyperlinks and check all issues at the Issues page of the team member. The team lead can click Done to close the pop-up or click Inform user(s) to inform all team members. There is a check box next to a member's name to select a member to inform.

After the team lead clicks Inform user(s), the team member should see the following pop-up window in his/her account:

The team member should click Yes, let's continue to fix all the inconsistencies.

Block all pages when a user has overdue/open tickets

  1. Use the rules of blocking also for all pop-ups outside of AB (over/under cap).
  2. Robot informs the user if they didn't update their AB. (Every 1 hour after they log in in Redmine).
  3. After 3 times discard the popup in #2 then block the work in VNCproject.
  4. We add also a list in plugin configuration to choose the users manual , who don't get the block in #3.
  5. Send notification to VNCtalk: (Every 4 hours).

    "Hello [User name], we found some inconsistency in your tickets. We blocked your timelog until you fix all open and overdue tickets."

  6. Add a list in plugin configuration to choose "Statuses NOT included for robot (only robot check)"

  7. Exclude the tickets in versions marked as "Backlog" and Incidents.

Customize the Robot Planning plugin

This section is for users who have an account with the Admin rights.

Admin can:

1) set the percentage of overbooked tickets and the percentage of remaining capacity relate to ETA/OTA values via plugins. The robot will remind a user in case there is an overbooking of time spent. A ticket with time spent > xx% ETA (initial estimate). And default value = 20%. The robot will remind a user in case of over/under capacity with default value = 15%. The robot will remind a user in case the status of any parameter is not logical with the other ones.

2) trigger the robot based on the chosen projects/trackers/users. If a project or a tracker is selected, the robot will be triggered in all 6 cases (at the first login to plan the capacity; when you should fix problems in ticket(s); when you are over or under the capacity plan; when a new ticket is assigned to you; when you should add spent time after some work. The work is blocked if you skip the robot 3 times; when you should enhance the team planning). If a project or a tracker is NOT selected, the 2nd case (when you should fix problems in ticket(s);) will disappear in this project. Robot shows issues of other projects which are selected only.

The robot will remind a user/team leader via email to update the corresponding topic after a user exited from the Robot popup by a defined number of times. Robot Threshold to send email to user: 3 times. Robot Threshold to send email to team leader: 3 times.

To customize the Robot Planning plugin:

  1. Click the kebab menu and click Admin:

  2. Click Plugins:

  3. Search for Redmine Robot Planning plugin and click Configure next to it:

    You should see the following, for example:

  4. Customize the fields. To delete something from a field, click the following icon:

    To add something, click the plus icon:

  5. Click Apply.

Robot planning configuration

The Robot is configured based on roles and permission. By default the robot is disabled for all roles, so also disable for all customer roles (except the Admin role). If the permissions "View robot planning in ab card" is enabled for any role, the robot will be triggered on AB in cases from “at the first login to plan the capacity” to “when you should fix problems in ticket(s)”. If the permissions "View robot planning" is enabled for any role, the robot will be triggered on other pages in case a new ticket is assigned to a user or replan in case of over/under the capacity.

To customize "View robot planning" or "View robot planning in ab card" permissions:

  1. Click the kebab menu and click Admin:

  2. Click Roles and permissions:

  3. Click required role. Scroll down till Robot planning block and customize the checkboxes there:

  4. Click Save at the bottom.

Meta roadmaps

Create a meta roadmap

  1. Click Meta roadmaps:

  2. Click NEW META ROADMAP. Fill in the fields. Name field is required.

  3. Customize the checkboxes and click CREATE. You should see the created meta roadmap in the list, for example:

Delete a meta roadmap

After you delete a Meta roadmap, you will not be able to restore it.

  1. Click Meta roadmaps:

  2. Apply filters to search for required meta roadmap.

  3. Click the kebab menu next to the meta roadmap and click Delete:

  4. Confirm that you want to delete the meta roadmap, click YES in the modal window.

Edit a meta roadmap

  1. Click Meta roadmaps:

  2. Apply filters to search for required meta roadmap.

  3. Click the kebab menu next to the meta roadmap and click Edit meta roadmap:

  4. Edit the data and click UPDATE.

Create a meta roadmap copy

  1. Click Meta roadmaps:

  2. Apply filters to search for required meta roadmap.

  3. Click the kebab menu next to the meta roadmap and click Copy meta roadmap:

  4. Edit the date if required and click CREATE. You should see the meta roadmap copy in the list, for example:

Close a meta roadmap

  1. Click Meta roadmaps:

  2. Apply filters to search for required meta roadmap.

  3. Click the kebab menu next to the meta roadmap and click Close:

  4. Confirm that you want to close the meta roadmap, click YES in the modal window. To find it, use the following filter and click APPLY:

Archive a meta roadmap

  1. Click Meta roadmaps:

  2. Apply filters to search for required meta roadmap.

  3. Click the kebab menu next to the meta roadmap and click Archive:

  4. Confirm that you want to archive the meta roadmap, click YES in the modal window. To find it, use the following filter and click APPLY:

Projects

Access the projects

To access all existing projects, navigate to Meta roadmaps/Projects -> Projects:

Access the issues

To access all existing issues, navigate to Meta roadmaps/Projects -> Issues:

Check overall spent time

To check overall spent time, navigate to Meta roadmaps/Projects -> Spent time:

Timesheet

A timesheet is a report that provides the information about all working hours of all users for a particular period of time (a week, a month etc.) in VNCproject. The timesheet report consists of 3 blocks: "Filters", "Summary Information", "Main timesheet".

"Filters" block

You can find all filters in the drop-down menu to search and select projects, user, activity, comment, hours, initial ETA, current ETA, ETA changes, total hours spent in ticket, keywords, status, ticket approved status, period and issue fields. By default, the filters “Period” and “User” are selected.

Period - displays the spent time of the selected period for the payment. Monthly invoice: Period = within the last 6 months until the last day of last month. Weekly invoice: Period = within the last 6 months until the last day of last week:

User - displays a name of a selected user:

Closed - displays all closed tickets in the selected period for the payment:

Group results by - displays the options by which to group results:

"Summary information" block

"Summary Information" block contains the following information:

Column Description
Total ETA It is the total actual estimated time of all tickets.
Total time overrun It is the sum of all overbooking hours.
Total Paid Tickets It is the number of all paid tickets.
Total approved tickets It is the number of all approved tickets for the payment.
Total "To be decided" tickets It is the number of all tickets, which are still to be decided.
Total rejected tickets It is the number of all rejected tickets.
Total invoiceable tickets It is the sum of all paid/approved/rejected tickets.
Net invoiceable tickets in period It is the sum of all approved/rejected tickets.
Calculated hours for payment V1 It is the sum of total spent hours in ticket, which can be paid without overbooking hours.
Total spent time in period It is is the total spent time of all tickets for a selected user in the chosen period.
Total spent time in all tickets It is the total time spent by a user in all selected tickets in a timesheet.
Total paid hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as paid.
Total approved hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as approved.
Total "To be decided" hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as "to be decided".
Total rejected hours It is the sum of all hours in the column "Rejected hours" in "Main timesheet" block, which are marked as rejected.
Total invoiceable hours It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as "Paid/Approved/Rejected".
Net invoiceable hours in period It is the sum of all spent hours in the column "Hours to be paid" in "Main timesheet" block, which are marked as "Approved/Rejected". These hours will be calculated for the payment.
Calculated hours for payment V2 It is the sum of total spent hours in ticket, which can be paid without all rejected hours.

"Main timesheet" block

"Main timesheet" displays the detailed time log for each ticket in a comprehensive table with many criteria:

Column Description
Project Displays a project for which a ticket is created. The project name is linked directly to the respective project.
Owner Displays a ticket author. The ticket author is linked directly to the respective user.
Member Displays all users who adds time to a ticket.
Date Displays a date of each entry. Click Expand all to see details.
Activity Displays an activity of each entry, for example: Development, Testing, Meeting etc. Click Expand all to see details.
Issue Displays a ticket type (Bug Report, Feature Request, Change Request etc.), a ticket number and description. The ticket type and number are linked to the respective ticket and makes it easily accessible.
Related issues Displays related issue(s) for the issue in the column "Issue".
Version Displays a roadmap/version a ticket belongs to.
Comment Displays comments of each user per individual entry.

Column Description
Hours Displays the hours sum of each added entry.
Initial ETA, Current ETA, ETA Changes 3 different columns display the initial estimated time, current estimation and the hours number of ETA adjustments.
Total hours spent in ticket Displays the total spent time of a user in a selected ticket. You can separate the spent time of each user based on filters.
Difference (Time overrun) If more hours are added to a ticket than the original planned ETA, this counts as time overrun and is reported in a separate column. (Difference = Total hours spent in ticket - current ETA).
Rejected Hours If the ETA is changed or spent time is significantly higher than the current ETA (creating a time overrun), these overbooked hours can be rejected in a ticket. (Rejected hours = ETA Change hours + Difference (Time overrun) hours). The "Rejected hours" will be changed to 0 if the "Hours to be paid" is the same as the "Total hours spent in ticket". The "Rejected hours" will be disable if the "Approval / Payment Status" of the ticket is "To be decided".
Approval / Payment Status Displays the approval and the payment status of all tickets. In each ticket row, you can check in the drop-down menu 4 different statuses: "Approve", "Reject", "To be decided" and "Paid". If the status is set, a timestamp is generated next to it with a quick text info about the approval and the payment (who approves / rejects / pays and when). This option is only editable if a user has the required permission (role: Controller).
Hours to be paid Displays the amount of hours, which are suggested to be paid. By default or by checkbox "To be decided" the "Hours to be paid" in each ticket row will be calculated with this formula:

* if "Rejected hours" <= 0 then "Hours to be paid" = "Total hours spent in ticket";
* if "Rejected hours" > 0 then "Hours to be paid" = "initial ETA".

The hours in this column can be editable before the approval (by Controller role only).

After the spent time of a ticket is approved (checkbox "Approved"), the "Hours to be paid" will be changed equal to "Total hours spent in ticket".

If a ticket is paid, the status in the checkbox will be changed from "approved" to "paid" and the paid hours are equal to the approved hours in the column "Hours to be paid".

Column Description
Comment (Controlling, Developer, Team lead) 3 columns display Controller's, developer's, Team Lead's comments.
Medal After a ticket is closed, you will be able to see the achieved medal for each ticket. These medals are synchronized with the medals at the “Achievement page”.

APPROVE ALL button is used for approving hours of all selected tickets in a timesheet. PAY ALL button is used for marking all tickets status as "paid" in a timesheet.

Generate a timesheet report

  1. Click Timesheet:

    You can click TIMESHEET FOR INVOICE:

  2. Select required period from Period drop-down menu:

  3. Click the plus icon next to User and select required user. You can also select multiple users by using the plus icon. By default, the timesheet of the current user will be selected:

  4. Select required option from Closed drop-down menu. You can select all tickets that were closed in a period (e.g. this month):

  5. Group results by drop-down menu contains options to group results by a project, member, date, activity, issue, version. By, default Issue is selected. Select required option from the menu:

  6. Click APPLY. This is an example how the timesheet looks with group results by Date:

    This is an example how the timesheet looks with group results by Issue:

  7. To approve hours of all selected tickets in the timesheet report - click APPROVE ALL button. To mark all tickets status as "paid" in the timesheet report - click PAY ALL:

    Also you can customize the payment period: monthly or weekly. By default, the monthly payment is selected. For this, click Users:

    Then click the user for whom you want to customize the payment period and select required option from Period of payment drop-down menu:

    Finally, click Save at the bottom.