From registration to decisions

The complete Kanliva guide

This guide explains what every major part is for, who uses it, what it creates, and how its data reaches the next part of the system.

Start the journey
1Company & people
2Workspace & tasks
3Requests & governance
4Reports & decisions

The guide is public. Operational screens still enforce sign-in, company membership, plan availability, and role permissions.

01
AvailableStage overview

Register, sign in, or join a company

Choose the correct entry path before any work is created.

Why this exists

An account identifies the person. Company membership gives that person an operating context, role, permissions, and access to company data.

Who does what

  • Owner: creates a new company and becomes responsible for setup.
  • Employee: registers without creating a company, then joins by code or invitation.
  • Invited user: accepts the invitation using the intended email and completes the profile.

How to use it

  1. Enter your real name, email, strong password, and public job title.
  2. Create a company only if you will own and configure it; otherwise leave that option off.
  3. If joining, submit the company code or open the invitation and wait for approval when required.
  4. Sign in and review your profile language, job title, and notification preferences.

How it connects

Registration creates the user identity. Company creation or approval creates the membership used by every later permission, assignment, notification, request, and report.

Expected result

You reach the correct dashboard with one active identity and, when approved, one clear company context.

Lessons in this stage

02
AvailableStage overview

Build the company structure and add people

Turn the new account into an organization people can understand and operate.

Why this exists

Departments define responsibility areas, teams group collaborators, job ranks describe organizational level, and user records connect real people to that structure.

Who does what

  • Owner: confirms company identity, ownership, and the initial structure.
  • Company admin: maintains departments, teams, users, invitations, and join approvals.
  • Manager: validates membership and responsibility inside the department or team.
  • Employee: confirms profile and organizational placement.

How to use it

  1. Confirm the company name and settings.
  2. Create departments around stable accountability, not every temporary initiative.
  3. Create teams under the appropriate structure and assign managers.
  4. Invite users, approve join requests, assign jobs and roles, then verify the organization chart.
  5. Transfer ownership only through the dedicated controlled process.

How it connects

The structure becomes the source for workspace ownership, task access, departmental defaults, approvals, reporting groups, and escalation responsibility.

Expected result

Every active person belongs to the right company context and has a recognizable place and responsible manager.

Lessons in this stage

03
AvailableStage overview

Define roles, permissions, and work rules

Give each role enough access to do its job without exposing unrelated control.

Why this exists

Roles bundle permissions; permissions authorize actions; department permissions limit scope; work item types, fields, labels, and workflow schemes define how work is described and controlled.

Who does what

  • Owner: retains ultimate company control.
  • Company admin: designs roles and operating defaults.
  • Department manager: manages work within the assigned scope.
  • Employee: receives only the permissions required for assigned responsibilities.

How to use it

  1. Start from the standard roles and add a custom role only for a real recurring responsibility.
  2. Grant the smallest permission set that completes the job.
  3. Set department scope where users should not see the whole company.
  4. Define work item types, custom fields, labels, and workflow schemes before creating many boards.
  5. Test access with a non-owner account.

How it connects

These rules determine which navigation entries, records, actions, approvals, settings, and reports each person can use.

Expected result

Users see a focused product surface and can complete their work without relying on the owner for routine actions.

Lessons in this stage

04
AvailableStage overview

Create the operating workspace

Give related people, boards, tasks, planning, governance, and reporting one shared context.

Why this exists

A workspace represents a department, team, project, service, or initiative. It is the boundary that keeps related execution and decisions together.

Who does what

  • Owner or admin: creates the workspace and sets its organizational relationship.
  • Workspace manager: owns membership, settings, boards, and delivery health.
  • Member: performs and reviews work inside the workspace.

How to use it

  1. Choose one clear business purpose and name.
  2. Connect the workspace to its department, team, project, owner, and members.
  3. Create the primary board and choose the appropriate workflow.
  4. Open the workspace overview to confirm task, planning, risk, and report signals.
  5. Use table view only when cross-workspace comparison is more useful than visual flow.

How it connects

Boards and tasks inherit the workspace context. Requests can be routed into it, governance records can reference it, and its execution data feeds health and company reports.

Expected result

People know where a body of work lives, who owns it, and where to see its current state.

Lessons in this stage

05
AvailableStage overview

Execute work through boards and tasks

Convert responsibility into visible, assigned, traceable work.

Why this exists

The board visualizes flow. A task is the accountable work record containing status, assignee, dates, priority, details, links, attachments, history, and activity.

Who does what

  • Manager: prioritizes, assigns, removes blockers, and protects workflow quality.
  • Employee: updates assigned tasks and records meaningful progress.
  • Reviewer or approver: checks evidence and responds when the workflow requests a decision.

How to use it

  1. Create a task in the correct workspace and board.
  2. Write an outcome-focused title and enough acceptance detail.
  3. Assign one accountable owner, useful dates, priority, and relevant metadata.
  4. Move the task only when the real work state changes.
  5. Use comments, attachments, links, and history to preserve context.
  6. Close work only when its expected result is achieved.

How it connects

Assignments appear in My Day and notifications. Status changes update workspace health, planning, request progress, audit history, and performance reports.

Expected result

Each commitment has an owner, current status, history, and measurable completion signal.

Lessons in this stage

06
AvailableStage overview

Plan delivery with backlog, sprints, calendar, and timeline

Choose the planning view that answers the scheduling question without duplicating work.

Why this exists

The backlog holds prioritized future work, a sprint commits a short delivery window, the calendar shows dated items, and the timeline shows dependencies and longer sequences.

Who does what

  • Manager or product owner: prioritizes and selects commitments.
  • Team: estimates capacity, executes the sprint, and keeps dates honest.
  • Leadership: reviews outcomes and trends rather than changing daily task details.

How to use it

  1. Refine and order the backlog.
  2. Create a sprint with a clear goal and dates, then select achievable work.
  3. Run daily execution from the board, not from a separate duplicate list.
  4. Use the calendar for date collisions and the timeline for dependencies.
  5. Close the sprint, review carryover, and inspect the report before planning the next one.

How it connects

All planning views reference the same workspace tasks. Completion and carryover feed sprint, velocity, burndown, and delivery reports.

Expected result

The team understands what is now, what is next, what depends on what, and whether delivery is improving.

Lessons in this stage

07
AvailableStage overview

Submit and complete internal requests

A simple path from a stated need to an owned, traceable outcome.

Why this exists

Requests give employees one clear way to ask for internal work and let the responsible team complete it.

Who does what

  • Requester: submits and follows status.
  • Team member: reviews, owns, and updates.
  • Approver: decides when required.

How to use it

  1. Create one clear request.
  2. Follow it from My requests.
  3. Assign an owner and update status.
  4. Approve when required.
  5. Close after delivery.

How it connects

Requester, team, approval, notifications, and reports stay connected to the same record.

Expected result

Every internal need has a visible owner, current status, and recorded result.

Lessons in this stage

11
AvailableStage overview

Use reports to make daily decisions

Turn task, request, team, and workspace data into focused follow-up.

Why this exists

Core reports show workload, completion, ownership, and exceptions recorded in daily work.

Who does what

  • Owner: reviews company health.
  • Manager: follows delivery.
  • Employee: reviews assigned work.

How to use it

  1. Start with a decision.
  2. Choose the matching core report.
  3. Apply a meaningful period.
  4. Open source work and act.

How it connects

Reports summarize assignments, statuses, and dates from tasks, requests, and workspaces.

Expected result

Managers leave with a short list of real records that need action.

Lessons in this stage

← Register, sign in, or join a company
AvailableLesson 1 of 27

Enter Kanliva and manage your identity

Understand the difference between the public home, sign-in, and your personal profile.

Before you start

Use your own email and an approved company membership; never share an account.

How to use it

  1. Review the public product summary before registering.
  2. Sign in with the email attached to your membership.
  3. After entry, verify name, language, and job title in the profile.

Screen-by-screen explanation

1

Public home

Explains the product and provides the create-company entry point; it does not display company data.

/Home.aspx
2

Sign in

Authenticates your identity and returns you to the protected page you originally requested.

/Account/Login.aspx
3

My profile

Shows personal identity, preferred language, and public job information; it does not grant permissions.

/Account/Profile.aspx

What you should see and understand

  • The dashboard is selected from your platform or company role.
  • Profile changes affect how your name and language appear across the system.

Important guidance

  • If sign-in fails, verify the exact email and password before requesting another account.
  • A profile is personal; company roles are managed by company administration.
← Register, sign in, or join a company
AvailableLesson 2 of 27

Create an account or a new company

Use registration correctly so you do not accidentally create a duplicate company.

Before you start

Prepare your real name, work email, strong password, job title, and company name only if you will be the owner.

How to use it

  1. Enter identity fields exactly as colleagues should see them.
  2. Keep Create company selected only for a genuinely new organization.
  3. Submit once, sign in automatically, and continue to company setup or the join path.

Screen-by-screen explanation

1

Create account

Contains full name, email, password, public job title, Create company, and company name. The Register button creates the identity and optionally the company.

/Account/Register.aspx

What you should see and understand

  • Creating a company makes the registrant its owner.
  • Registering without a company creates a personal identity that can join later.

Important guidance

  • Use a unique email per person.
  • A strong password needs uppercase, lowercase, number, symbol, and 12 or more characters.

Open the operating screens

Use these links after reading the lesson. Detail screens take you to a safe list where you can select a real record.

OpenCreate account
← Register, sign in, or join a company
AvailableLesson 3 of 27

Join an existing company

Choose invitation or company-code joining without creating another tenant.

Before you start

Have the invitation email or the exact company code and wait for an administrator when approval is required.

How to use it

  1. Open an invitation using the intended email, then complete sign-in or registration.
  2. For code joining, enter the code and submit one pending request.
  3. Track the pending state; update the request instead of creating duplicates.

Screen-by-screen explanation

1

Accept invitation

Validates the invitation token and connects the invited identity to the intended company and role.

/Account/Invitation.aspx
2

Join company

Accepts a company code, shows the current pending request, and lets the user submit or update it.

/Account/JoinCompany.aspx

What you should see and understand

  • Approval creates a CompanyUser membership and activates the company context on the next sign-in.
  • The assigned role and department determine what appears afterward.

Important guidance

  • Do not use another person's invitation.
  • A pending request is not access until an authorized admin approves it.
← Build the company structure and add people
AvailableLesson 4 of 27

Start and monitor company operation

Move from an empty company to a usable structure and understand the owner's overview.

Before you start

You must be the company owner; prepare the official company name and initial operating scope.

How to use it

  1. Follow Getting Started in order: identity, structure, people, workspace, then real work.
  2. Use the company overview to watch exceptions and open the right operating area.
  3. Review company settings before inviting a large user group.

Screen-by-screen explanation

1

Getting started

Shows five readiness steps calculated from company, departments, teams, users, workspaces, boards, and tasks.

/Company/GettingStarted.aspx
2

Company overview

Highlights operating exceptions and routes the owner to work, people, requests, and reports.

/Company/Dashboard.aspx
3

Company settings

Maintains company identity and owner-level settings used across headings and notifications.

/Company/Settings.aspx

What you should see and understand

  • The setup score reflects real records, not a manual checklist.
  • The company dashboard summarizes people, workspaces, requests, governance, and report entry points.

Important guidance

  • Do not skip structure and compensate with excessive permissions.
  • Dashboard totals become useful only after people keep work current.
← Build the company structure and add people
AvailableLesson 5 of 27

Model departments, teams, hierarchy, and job levels

Create a stable accountability model that later work and reports can reuse.

Before you start

Agree on department ownership, team boundaries, managers, and job-level naming before entering records.

How to use it

  1. Create departments for durable management areas and assign a manager.
  2. Create teams for groups that collaborate inside the structure.
  3. Review the organization chart for missing or incorrect relationships.
  4. Define job ranks only when levels affect governance or reporting.

Screen-by-screen explanation

1

Departments

Lists code, name, manager, active state, users, teams, and department defaults.

/CompanyAdmin/Departments.aspx
2

Teams

Creates and maintains collaboration groups and their department relationship.

/CompanyAdmin/Teams.aspx

What you should see and understand

  • Users, workspaces, approvals, and reports can reference the same structure.
  • Counts beside departments expose missing teams or people.

Important guidance

  • Avoid a department for every short project.
  • Do not use job rank as a substitute for role permissions.
← Build the company structure and add people
AvailableLesson 6 of 27

Add, place, and activate company users

Give every real person a controlled membership, role, department, team, and active state.

Before you start

Create roles first and collect each person's email, job, organizational placement, and responsibility.

How to use it

  1. Invite new people rather than sharing accounts.
  2. Assign role, department, team, and job information after membership exists.
  3. Review join requests and approve only verified users.
  4. Deactivate departed users after reassigning their open work.

Screen-by-screen explanation

1

Users

Lists company memberships and lets admins maintain status, organizational placement, and assigned roles.

/CompanyAdmin/Users.aspx
2

Invitations

Creates trackable invitations with intended company access and shows acceptance state.

/CompanyAdmin/Invitations.aspx
3

Join requests

Shows code-based membership requests for approval or rejection.

/CompanyAdmin/JoinRequests.aspx

What you should see and understand

  • Assignments and notifications resolve through the CompanyUser record.
  • User status and placement feed permissions, workload, and team reports.

Important guidance

  • Do not delete or deactivate an owner of open work before reassignment.
  • Check duplicate emails and invitations before creating another record.
← Build the company structure and add people
AvailableLesson 7 of 27

Transfer company ownership safely

Move ultimate authority without losing operational continuity or auditability.

Before you start

The recipient must be an active verified company member who understands owner responsibility.

How to use it

  1. Reassign sensitive open work and confirm the target user.
  2. Review the consequences and submit the dedicated transfer action.
  3. Have both parties sign out and verify the new owner context.

Screen-by-screen explanation

1

Transfer ownership

Shows the controlled owner-change workflow, eligible recipient, confirmation, and final transfer action.

/Company/OwnershipTransfer.aspx

What you should see and understand

  • The previous owner loses ultimate owner authority according to the transfer rules.
  • The transfer is recorded for audit and affects owner-only pages immediately.

Important guidance

  • Never transfer to a generic or unverified account.
  • Do not use role editing as a substitute for ownership transfer.
← Define roles, permissions, and work rules
AvailableLesson 8 of 27

Design roles and permission scope

Separate job responsibility from unrestricted administration.

Before you start

List recurring responsibilities and the minimum actions each one needs.

How to use it

  1. Start with standard roles.
  2. Create a custom role only for a stable responsibility.
  3. Grant permissions by capability and test with a non-owner account.
  4. Apply department scope when access should not span the whole company.

Screen-by-screen explanation

1

Roles

Groups permissions into reusable assignments and shows which users receive each role.

/CompanyAdmin/Roles.aspx
2

Permissions

Lists capabilities and allows role-to-permission assignment; changes affect visible actions and authorization.

/CompanyAdmin/Permissions.aspx

What you should see and understand

  • Navigation and server-side actions both use these decisions.
  • Department scope narrows records even when the capability itself is granted.

Important guidance

  • Avoid near-duplicate roles.
  • Never validate permissions only while signed in as owner.
← Create the operating workspace
AvailableLesson 9 of 27

Find and compare workspaces

Use the portfolio views to decide where to enter, which workspace needs attention, and how health compares.

Before you start

At least one active workspace and the appropriate view permission are required.

How to use it

  1. Search or filter the workspace list by owner, status, department, health, sprint, or risk.
  2. Use table view for cross-workspace comparison.
  3. Open health reporting when overdue work, risk, or governance signals need investigation.

Screen-by-screen explanation

1

All workspaces

Shows workspace cards, ownership, status, health, progress, workload, and entry actions.

/Workspaces/List.aspx
2

Cross-workspace table

Presents multiple workspaces in a denser comparable table.

/Workspaces/TableView.aspx
3

Workspace health

Summarizes delivery and governance signals and links attention back to workspace records.

/Reports/WorkspaceHealth.aspx

What you should see and understand

  • Workspace cards combine members, boards, tasks, progress, sprint, risk, issue, and recent activity.
  • Health is an exception signal, not a substitute for opening underlying work.

Important guidance

  • Do not compare unlike workspaces without context.
  • Fix source tasks and risks rather than editing the report result.
← Create the operating workspace
AvailableLesson 10 of 27

Create or edit a workspace

Create one clear place for a team or responsibility, with an owner and members who can act.

Before you start

Know whether the workspace represents a department, team, project, service, or initiative.

How to use it

  1. Choose a unique name, code, purpose, owner, and organizational relationship.
  2. Enable only planning and governance capabilities the team will actually use.
  3. Save, add members, create the primary board, and verify the overview.

Screen-by-screen explanation

1

Create or edit workspace

Contains identity, description, ownership, organizational links, active state, enabled work modes, and save actions.

/Workspaces/Edit.aspx

What you should see and understand

  • The workspace connects its boards, tasks, requests, and basic reports.

Important guidance

  • Avoid duplicate workspaces for the same responsibility.
  • Do not enable every module before the team has an operating need.
← Create the operating workspace
AvailableLesson 11 of 27

Operate inside a workspace

Read the workspace overview and choose the correct board rather than jumping between disconnected modules.

Before you start

Open an existing workspace from the portfolio; detail pages require that context.

How to use it

  1. Review headline progress, overdue work, members, boards, sprint, and governance signals.
  2. Open the primary board for execution.
  3. Create additional boards only for a distinct flow.
  4. Use grouped workspace navigation for planning, governance, reports, members, and settings.

Screen-by-screen explanation

1

Workspace overview

Combines actions, boards, task progress, planning, risks, issues, stakeholders, communications, members, and recent work.

/Workspaces/Details.aspx
2

Boards

Lists boards the user can open or manage and acts as the safe entry point for a board requiring an ID.

/Boards/BoardList.aspx

What you should see and understand

  • All child records preserve the workspace ID, making filtering, security, and reporting coherent.

Important guidance

  • Do not create a board merely to separate people if one shared flow is sufficient.
  • Investigate abnormal metrics by opening their records.
← Execute work through boards and tasks
AvailableLesson 12 of 27

Use My Day and personal task lists

Start from work requiring your action rather than company administration.

Before you start

You need an active membership and assigned tasks, requests, approvals, or notifications.

How to use it

  1. Review My Day counts for tasks, requests, approvals, and unread notifications.
  2. Open My Tasks for the full assigned list and update real status.
  3. Use My Board Tasks when board context matters.
  4. Return to My Day to confirm no urgent item remains.

Screen-by-screen explanation

1

My Day

Shows personal priorities, recent tasks, requests, approvals, notifications, and quick actions.

/User/Dashboard.aspx
2

My tasks

Lists tasks assigned to the user with status, priority, dates, and direct opening.

/User/MyTasks.aspx
3

My board tasks

Groups personal assignments with their board context.

/User/MyBoardTasks.aspx

What you should see and understand

  • The lists are views of the same tasks, not duplicate records.
  • Updates immediately affect boards, workspaces, request progress, and reports.

Important guidance

  • Do not maintain a private shadow task list.
  • Clear notifications by acting on the source item.
← Execute work through boards and tasks
AvailableLesson 13 of 27

Read and use the Kanban board

Visualize work flow through ordered columns and move cards only when the real state changes.

Before you start

Open a board from a workspace and understand its column meanings and move permissions.

How to use it

  1. Read columns from the start of flow to completion.
  2. Open a card for full detail; use the card for quick identity, owner, priority, and dates.
  3. Move a card when entry criteria for the next state are met.
  4. Watch blocked or overloaded columns and investigate aging work.

Screen-by-screen explanation

1

Board

Displays workflow columns, task cards, filters, counts, create action, and permitted drag-and-drop transitions.

/Boards/Board.aspx

What you should see and understand

  • A move updates task status and records move history.
  • Column distribution reveals bottlenecks and excessive work in progress.

Important guidance

  • Do not drag cards merely to improve appearance.
  • A crowded In Progress column usually signals blocked work or too much concurrency.
← Execute work through boards and tasks
AvailableLesson 14 of 27

Create accountable work

Record a clear outcome in the correct workspace, board, type, and workflow.

Before you start

Know the desired result, responsible owner, priority, useful dates, and acceptance detail.

How to use it

  1. Choose workspace and board first.
  2. Write an outcome-based title and description.
  3. Select work type, assignee or team, priority, dates, sprint, labels, and relevant custom or master data.
  4. Save and open the created task to confirm assignment and workflow.

Screen-by-screen explanation

1

Create task

Creates a board task with workflow, assignment, scheduling, metadata, and description. The safe link opens workspaces so the user first selects context.

/Boards/TaskCreate.aspx
2

Create work item

Creates a typed work item through the general work-item entry flow; use it when type selection is the primary starting point.

/WorkItems/Create.aspx

What you should see and understand

  • The task appears on the board and in personal lists, planning, workspace metrics, notifications, and reports.

Important guidance

  • Avoid titles such as Follow up without an object or outcome.
  • Assign one accountable owner even when a team collaborates.
← Execute work through boards and tasks
AvailableLesson 15 of 27

Maintain task detail, settings, and history

Use the task as the complete operational record for assignment, dates, evidence, dependencies, governance, and decisions.

Before you start

Open a real task from My Tasks or a board; detail and history screens require a record ID.

How to use it

  1. Review title, status, workflow, owner, team, dates, priority, type, sprint, and custom fields.
  2. Update assignment and dates through their save actions.
  3. Add comments, attachments, links, dependencies, risks, issues, stakeholders, and communications when relevant.
  4. Review movement and change history before making a corrective decision.

Screen-by-screen explanation

1

Task details

Contains assignment, dates, description, fields, comments, attachments, links, dependencies, related governance, move history, and delete controls.

/Boards/TaskDetails.aspx
2

Board settings

Maintains board identity, columns, workflow behavior, and display settings; enter through the board list.

/Boards/BoardSettings.aspx

What you should see and understand

  • Every action leaves a trace and affects connected planning, governance, request, and report views.

Important guidance

  • Do not place confidential data in comments or attachments without authorization.
  • Delete only after confirming no request, dependency, or audit need relies on the task.
← Plan delivery with backlog, sprints, calendar, and timeline
AvailableLesson 16 of 27

Read and use Timeline and Gantt

Understand when work starts and ends, how tasks overlap, and which dependency can delay the plan.

Before you start

Tasks need start and due dates; dependencies and milestones must represent real sequencing.

How to use it

  1. Read the horizontal axis as time and each bar as the task duration.
  2. Use the bar start and end to validate dates.
  3. Follow dependency connectors from predecessor to successor.
  4. Identify milestones as point-in-time markers and overdue bars by their warning style.
  5. Filter or zoom before changing dates, then open the task to confirm impact.

Screen-by-screen explanation

1

Timeline and Gantt

Shows dated task bars, milestones, dependency relationships, filters, scale, and direct task access. Use it to test sequence and impact, not to hide missing task detail.

/Workspaces/Timeline.aspx

What you should see and understand

  • Long bars reveal duration, overlapping bars reveal parallel work, and dependency chains reveal the critical sequence.
  • A delayed predecessor can push every dependent successor.

Important guidance

  • Do not add dependencies merely because tasks are related.
  • Avoid dragging dates without discussing capacity and downstream commitments.
← Submit and complete internal requests
AvailableLesson 17 of 27

Submit and track a request

Record an internal need once, then follow its status until the responsible team completes it.

Before you start

Choose the correct category and form and prepare the required description and attachments or business references.

How to use it

  1. Choose the closest category.
  2. Enter a clear title, description, date, and useful attachments.
  3. Submit once, then follow it from My requests.

Screen-by-screen explanation

1

Create request

Collects category, form, priority, title, date, description, optional assignment and master data, then submits the routed request.

/Requests/Create.aspx
2

My requests

Lists requests created by the user with current status and direct detail access.

/Requests/MyRequests.aspx
3

Request details

Shows the requester view, lifecycle, responses, approvals, SLA, and linked work where authorized; enter through My Requests.

/Requests/Details.aspx

What you should see and understand

  • The responsible team can see the request and the requester can track it.

Important guidance

  • Do not create a task separately for the same need.
  • Choose the correct form because routing and required data depend on it.
← Submit and complete internal requests
AvailableLesson 18 of 27

Review and assign team requests

Find incoming requests, confirm responsibility, assign an owner, and keep status current.

Before you start

You need permission to view company requests.

How to use it

  1. Filter by text, status, workspace, department, assignee, or date.
  2. Open the request and assign its responsible person.
  3. Update status and close only after the outcome is delivered.

Screen-by-screen explanation

1

Team requests

Lists requests visible to the service team with filters, status, owner, and opening actions.

/Requests/List.aspx

What you should see and understand

  • Every visible request has a clear owner and current status.

Important guidance

  • Do not close the request while linked work is incomplete.
  • Avoid queues with overlapping rules that make ownership unclear.
← Submit and complete internal requests
AvailableLesson 19 of 27

Respond to approvals

Make an explicit, traceable decision without taking ownership of execution.

Before you start

The request or task must have reached an approval step and you must be a resolved approver.

How to use it

  1. Open pending approvals and review the underlying request and evidence.
  2. Approve only when criteria are met; reject with a useful reason.
  3. After responding, confirm the workflow advanced or returned for correction.

Screen-by-screen explanation

1

Approvals

Lists pending and completed decisions, underlying context, and approve or reject actions for authorized approvers.

/Requests/Approvals.aspx

What you should see and understand

  • The decision is recorded with actor and time and changes the workflow path.

Important guidance

  • Do not approve from the notification alone.
  • A rejection reason should tell the requester what must change.

Open the operating screens

Use these links after reading the lesson. Detail screens take you to a safe list where you can select a real record.

OpenApprovals🔒 Sign-in required
← Execute work through boards and tasks
AvailableLesson 20 of 27

Act on notifications

Use notifications to reach assignments, mentions, approvals, and record changes that need attention.

Before you start

Company activity and notification permissions must be enabled; source records must be accessible to the user.

How to use it

  1. Open the notification and review its source record.
  2. Complete the required action in that record.

Screen-by-screen explanation

1

Notifications

Lists personal unread and historical signals with links to their source records.

/User/Notifications.aspx

What you should see and understand

  • Notifications point to real work instead of becoming a second task list.

Important guidance

  • Do not enable or retain every notification.
  • A notification is not a second task record.
← Execute work through boards and tasks
AvailableLesson 21 of 27

Set language and personal preferences

Choose the language and notification preferences that make daily work easier.

Before you start

Use your own profile and a supported browser or device; admins must enable company-level capabilities where required.

How to use it

  1. Open Preferences from your account menu.
  2. Choose Arabic or English and review notification choices.
  3. Save and verify the interface direction and labels.

Screen-by-screen explanation

1

Preferences

Maintains user-specific display and notification choices.

/User/Preferences.aspx

What you should see and understand

  • Your choices are applied to future visits.

Important guidance

  • Do not assume offline data is current until synchronization succeeds.
  • The command palette does not bypass hidden or forbidden routes.

Open the operating screens

Use these links after reading the lesson. Detail screens take you to a safe list where you can select a real record.

OpenPreferences🔒 Sign-in required
← Build the company structure and add people
AvailableLesson 22 of 27

Navigate company administration

Manage people, access, daily work, company data, subscription, and reports from one starting point.

Before you start

Company owner or administrator access is required.

How to use it

  1. Start with organization and people.
  2. Set roles after responsibilities are clear.
  3. Return to workspaces and requests for daily execution.

Screen-by-screen explanation

1

Administration center

Groups organization, access, work configuration, request configuration, and advanced controls.

/CompanyAdmin/Dashboard.aspx

What you should see and understand

  • Administration supports daily work without becoming a maze of tools.

Important guidance

  • Do not browse configuration randomly while troubleshooting a single record.
  • Record significant changes and their owner.
← Build the company structure and add people
AvailableLesson 23 of 27

Maintain shared company reference data

Use one controlled record for customers, suppliers, projects, branches, vehicles, warehouses, and organizational defaults.

Before you start

Assign a data owner and agree on unique codes, required fields, import rules, and duplicate handling.

How to use it

  1. Open Company Data and choose the entity.
  2. Search before creating or importing.
  3. Maintain identity, active state, ownership, and entity-specific fields.
  4. Link tasks and requests to existing records.
  5. Review department defaults that prefill work creation.

Screen-by-screen explanation

1

Company data

Central entity selector with counts, search, import, and management actions.

/CompanyAdmin/MasterData/Manage.aspx
2

Customers

Maintains customer identity and active reference records.

/CompanyAdmin/MasterData/Customers.aspx
3

Suppliers

Maintains supplier identity and operational reference.

/CompanyAdmin/MasterData/Suppliers.aspx
4

Projects

Maintains project codes, ownership, and business context.

/CompanyAdmin/MasterData/Projects.aspx
5

Branches

Maintains company locations or operating branches.

/CompanyAdmin/MasterData/Branches.aspx
6

Vehicles

Maintains vehicle reference used by related work.

/CompanyAdmin/MasterData/Vehicles.aspx
7

Warehouses

Maintains warehouse reference used by operations.

/CompanyAdmin/MasterData/Warehouses.aspx
8

Master departments

Maintains department reference through the master-data interface.

/CompanyAdmin/MasterData/Departments.aspx
9

Department defaults

Defines default board, type, assignment, or metadata used when a department creates work.

/CompanyAdmin/MasterData/DepartmentDefaults.aspx

What you should see and understand

  • Reference data adds business context to work, filters, automation, and reports.

Important guidance

  • Do not create a duplicate because spelling differs.
  • Deactivate carefully after checking linked open work.
← Build the company structure and add people
AvailableLesson 24 of 27

Review company usage

Understand current company usage and plan limits.

Before you start

Owner or administrator access and a documented review purpose are required.

How to use it

  1. Open Usage from company administration.
  2. Review active users and consumed limits.

Screen-by-screen explanation

1

Usage

Shows company consumption, adoption, and configured limits.

/Company/Usage.aspx

What you should see and understand

  • The owner can distinguish real adoption from unused setup.

Important guidance

  • Do not shorten retention without policy approval.
  • Protect exported data and delete local copies according to policy.

Open the operating screens

Use these links after reading the lesson. Detail screens take you to a safe list where you can select a real record.

OpenUsage🔒 Sign-in required
← Use reports to make daily decisions
AvailableLesson 25 of 27

Read company, department, team, and user KPIs

Move from leadership overview to the organizational level that owns an exception.

Before you start

Source tasks, requests, people, dates, and statuses must be current; choose a comparable period.

How to use it

  1. Start at Reports Overview and select the decision audience.
  2. Review company exceptions before totals.
  3. Drill into department, team, or user context.
  4. Open underlying records and assign corrective action.

Screen-by-screen explanation

1

Reports overview

Groups reports by leadership, delivery, service, governance, and advanced use.

/Reports/Home.aspx
2

Company KPI

Shows company workload, completion, exceptions, governance, trends, distributions, and executive attention.

/Reports/CompanyKpi.aspx
3

Department KPI

Aggregates work and performance within one department.

/Reports/DepartmentKpi.aspx
4

Team KPI

Shows delivery and workload for a team context.

/Reports/TeamKpi.aspx
5

User KPI

Shows the current user's authorized contribution and work signals.

/Reports/UserKpi.aspx

What you should see and understand

  • KPI cards summarize counts or rates; trends show direction; distributions show composition, not cause.

Important guidance

  • Never judge an individual from one KPI.
  • Compare like periods and workflows.
← Use reports to make daily decisions
AvailableLesson 26 of 27

Interpret delivery and task performance

Understand throughput, completion, delay, workload, and bottlenecks without confusing activity with value.

Before you start

Tasks require reliable status, owner, created date, and due date.

How to use it

  1. Select date and organizational filters.
  2. Read trend direction and status distribution.
  3. Identify overdue, aging, or overloaded owners.
  4. Open source tasks and agree on action.
  5. Revisit the report after the action window.

Screen-by-screen explanation

1

Company performance

Summarizes company delivery movement and organizational comparison.

/Reports/CompanyPerformance.aspx
2

Task performance

Analyzes task status, priority, dates, throughput, and ownership.

/Reports/TaskPerformance.aspx
3

Performance overview

Combines key operating performance views and navigation to detail reports.

/Reports/PerformanceReports.aspx

What you should see and understand

  • A rising completed trend may be healthy only if backlog and overdue work are also controlled.
  • Distribution exposes where work accumulates.

Important guidance

  • Do not optimize count by splitting work artificially.
  • Use context before comparing teams.
← Use reports to make daily decisions
AvailableLesson 27 of 27

Read request performance

Measure submitted requests, current status, and where follow-up is needed.

Before you start

Request categories, owners, statuses, and dates must be accurate.

How to use it

  1. Choose the reporting period.
  2. Compare submitted, active, and completed requests.
  3. Open affected requests and correct ownership or stale status.

Screen-by-screen explanation

1

Request performance

Shows intake and lifecycle trends by category, status, and period.

/Reports/RequestPerformance.aspx

What you should see and understand

  • Managers get a focused list of request work that needs attention.

Important guidance

  • Do not reset status to hide a breach.
  • Separate demand growth from team performance.