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Overview

Uclusion helps development instead of just monitoring it.

After creating a Workspace, the page navigation allows you to quickly find things:

Nav

You can switch Workspaces or create a new one from the drop down at the top of the navigation:

Nav

When you search counts indicate how many of each type found searched.

To search archived Workspaces go to ‘Archive’ from your Inbox:

Nav

On the left nav in your Inbox there is also a settings gear for changing notification preferences.

1 - Planning

Planning in Uclusion is continuous.

Having one or more approved tasks available at all times lets a developer stay productive even if his current task blocks.

‘Ready for Approval’ Stage

A task that is moved into Ready for Approval will send out notifications to all collaborators to approve the task.

Approval

Certainty

An important principle in collaboration is to work on what’s important. So approval in Uclusion comes with a certainty score; how certain are you that this task should be done?

Once you approve a task Uclusion starts a timer that defaults to 2 weeks. If the task is not begun within that time frame then the approval expires.

Budget

By default this field is hidden. You can enable it in the Workspace settings.

Even “Very Certain” is not a blank check. How much effort can be spent on this task before it’s not worth it? Budget is intended to give the assigned a rough guide line for knowing how long implementation can take.

Reason

Justify your approval with a reason to give the assignee that much more information about your opinion.

Notifications

Approval notifications are optional unless you include someone as a ‘Required Approver’. Required approvers notifications remain until they approve or comment.

2 - Helping

With Uclusion developers don’t wait for tasks; tasks wait for developers.

If your task requires input or is blocked you can start on another task that has approval.

Blocked and ‘Requires Input’ Stages

If anyone creates a blocking issue or an assignee creates a question in a task, that task changes stage. Blocking issues take the task to the Blocked stage and assignee questions to the Requires Input stage.

Blocking Issue

Notifications

The move to Blocked and ‘Requires Input’ both send notifications that remain until the comment is resolved. Using an @ mention in the comment reduces the priority of the notification for all others.

3 - Feedback

Uclusion supports multiple ways to say what’s necessary and backs them with notifications that help make it happen.

‘Not Ready for Feedback’ and ‘Ready for Feedback’ Stages

Only an assigned developer can move a task to Not Ready for Feedback. This stage indicates work is being done on the task in preparation for review. Once there is even a partial result the task should be moved to Ready for Feedback with a Progress Report comment that explains what is done.

In ‘Ready for Feedback’ the task will send notifications to reviewers who can enter Review Reports, Todos, Questions or Suggestions.

Feedback

Creating a Todo stops the review until it is resolved and the task also cannot move to Verified stage without resolving all Todos.

‘Further Work’ Stage

Unassigned tasks are put into the Further Work stage which has two levels, Ready to Start and Not Ready to Start. While in ‘Further Work’ the normal Uclusion structured comments can be used to work together on defining the task.

Further Work

A task can be made ‘Ready to Start’ by dragging and dropping or marking the check box inside the task.

Workspace Todos

Single clicking a Workspace Todo opens a menu which includes assignment and editing options. If you assign the Todo will be moved to a regular Todo on the task you create. If you edit you can change the Todo or reply in its thread.

Workspace Todos

There are three priority levels of Todos and you can drag and drop between levels or use the single click menu to choose a different priority. These levels control the notifications that are sent, see Workspace Todos.

Notifications

Adding a ‘Required Approver’ in ‘Ready for Feedback’ stage forces that collaborator to enter a ‘Review Report’ or make a comment to remove the please review notification. Changing a task’s stage always removes all notifications so moving back to ‘Not Ready for Feedback’ ends the review.

‘Ready to Start’ tasks send a notification that will not go away until the story is moved out of ‘Ready to Start’ by assignment or demotion to ‘Not Ready to Start’.

‘Immediate’ level Workspace Todos send a critical level notification that persists until assignment. ‘When Able’ and ‘When Convenient’ Workspace Todos send dismissable ‘Delayable’ and ‘Informational’ level notifications respectively. The Todos with notifications will be highlighted unless ‘Mark Thread Read’ under the single click menu is used.

4 - Decisions

Uclusion has multiple ways and levels to ask questions and make suggestions.

Questions

You can use enhanced Questions at the Workspace and Task level by adding options to a question. Collaborators can reply to your question and also approve options. There is a setting to control whether they can approve multiple options or not.

Question

Other collaborators can create new proposed options but only the question’s creator can promote those options so they are approvable. Each option contains its own discussion inside.

Suggestions

You can use enhanced Suggestions at the Workspace and Task level by marking the suggestions votable. Collaborators can reply to your suggestion or vote for or against it.

Suggestion

Only the creator of a suggestion can modify what is being suggested. Workspace level questions and suggestions can be moved to a task by using the ‘Move to Task’ button.

Dialogs and Initiatives

You can also create top level interactive questions and suggestions that are not associated with a workspace. You create these from your Pending page.

Add New

Top level Workspaces and Dialogs and Initiatives do not share collaborators or visibility unless you add someone. So Dialogs and Initiatives are a good choice for getting opinions without adding someone to your existing collaboration.

Dialogs and Initiatives also support setting a deadline. Additionally, Initiatives have a configuration to allow interaction with collaborators like customers where you don’t want them to see each other’s responses.

Notifications

When a question has a new option or a suggestion is modified notifications are automatically sent. Task level questions and suggestions asked by an assignee have notifications that remain till resolved. If a question or suggestion is made by someone not assigned to a task @ mentions can be used to force a response.

Dialogs and Initiatives send notifications that force a response and send a warning as the deadline approaches. The Dialog or Initiative creator can extend the deadline at any time up until it passes. Once the deadline passes the Dialog or Initiative is archived and cannot be re-opened.

5 - Status

Status in Uclusion is mostly a result of the collaboration that’s taking place inside tasks.

Everyone knows what you are working on and whether or not you have questions because those questions are created inside the task.

Swimlanes

Each collaborator has a Swimlane that shows tasks assigned to him by stage. All tasks in Blocked and Requires Input show separately as they are the responsibility of the whole team.

Estimated completion dates are not part of task creation. Once in Not Ready for Feedback, daily progress reports are required until a completion date estimate is filled. Unless before a completion date, the task shows yellow if no report within twenty-four hours.

Swimlane

Ready for Approval stage tasks show approval counts and Ready for Feedback stage tasks show unresolved Todo counts from review. Other notes about status at a glance visual indicators are show by hovering over the name of a stage.

Tasks can be assigned by drag and drop or the assign task button in the swimlane. The stage of a task can be changed by drag and drop or from within the task using the next stage button or change stage drop down. All swimlane rules can be changed by configuration except the rule that only an assignee can put a task into ‘Not Ready for Feedback’ stage.

Notifications

Each swimlane includes counts of its collaborator’s remaining notifications. This provides a rough way to check the status of the Workspace’s collaboration efforts.