This guide explains how to use the board for administrators.
Card Operation
Stepra adds a [Workflow] section to cards and displays the [Admin menu] if the user is a board administrator.
[Admin menu/Step]
Clicking [Admin Menu] will display [Steps]. You can change the current step directly by clicking it.
Additionally, if a card’s step is “undefined,” you can forcibly change it to any desired step.
Power-Up settings
From the board’s Power-Up menu, open the Stepra [Edit Power-Up settings] screen and configure the various settings.
This setting can only be configured by the board administrator.
If there are multiple administrators
If multiple administrators change settings simultaneously, there is a risk of overwriting each other’s changes. Please be careful not to make changes at the same time. We recommend designating one administrator to make changes at a time.
Save frequently.
The “Edit Power-Up settings” screen may close if you accidentally click around it. In this case, the settings you are editing will not be saved. Therefore, it is recommended to save frequently while editing. This is due to Trello’s specifications and cannot be controlled by the Power-Up.
Start the setup
In [Edit Power-Up settings], you can switch between grouped settings using tabs. The following explanation describes the settings for each tab.
ORGANIZATION tab (Pro Plan)
Define the organization and its members.
Organizations can have a hierarchical structure. The definition of an organization is referenced in the “transition” definition of the workflow, which will be discussed later, when an administrator is designated as the approver.
■ Adding an organization
To define the first organization, click the [Add Organization] button. To define subsequent organizations, right-click the parent organization and click the [Add Sub-organization] menu.
[name]
Enter the name of your organization.
[member]
Specify the members who belong to the organization. You can select from the board members. If you select members from another organization, you will be asked if you want to move them to a different organization.
[Manager]
We will designate an administrator from among the members.
[Proxy]
Designate a substitute administrator. The following members can act as substitutes:
- Managers of higher organizations
- Manager of the organization directly below
- Members of the same organization
You can specify the period for which the proxy will act. You can also specify multiple proxy actors.
■ Organizational Editing
Click on an organization in the organization tree to open the editing screen. The items you can change are the same as when you “Add an Organization”.
■ Delete the organization
Delete an organization by clicking the [Delete] button in the organization tree. If any sub-organizations are defined, those organizations will also be deleted.
WORKFLOW tab
The Workflow tab is where you define your workflow.
■ Workflow Menu
This is the menu that appears at the top of the tabs.
[Editing workflow]
Select the workflow you want to edit from the list.
[Change workflow name]
Clicking this will allow you to enter a workflow name.
[Delete workflow]
Clicking this will delete the workflow. For the Free plan, an empty workflow will be created. For the Pro plan, deleting the last workflow will create an empty workflow.
Pro Plan and Free Plan
Workflow definition
The Pro plan allows you to define multiple workflows. You specify which workflow to apply when initializing a card. The Free plan allows you to define only one workflow.
If you define multiple workflows in your Pro plan and then switch to a Free plan, you can select and activate one workflow. Disabled workflows will remain for existing cards to which they were applied. However, they cannot be applied to new cards or used to perform actions on existing cards.
Stepra stores workflow definitions in Trello’s internal storage, which is limited to 8KB. Therefore, the number of workflows that can be defined depends on factors such as the number of steps, transitions, actions, the length of their names, and the number of approvers.
The size of the workflow definition is displayed at the bottom of the [Edit Power-Up settings] dialog box. Please adjust it based on this size. The example workflow definitions used in this administrator guide use approximately 1to1.5KB per workflow. In this case, you can define 5 to 7 workflows.
Approver settings
In the Pro plan, you can select the [Line manager] of the person who initiated the workflow as the approver in the [Transition] definition.
If you selected [Line manager] as the approver in the Pro plan and then switched to the Free plan, the approver setting will change to [Individual]. However, since the approver setting will be blank, an error will occur when you try to perform an action on the card. Please update your workflow definition to specify the appropriate approver.
Sealing the description field
In the Pro plan, you can seal a portion of the card’s [Description] field. Once you seal during a certain “transition,” the seal will be checked every time you open the card thereafter, and a warning will be displayed if it has been changed since you sealed it.
The seal applies to the area enclosed by <seal></seal> in the [Description] field. You can specify multiple areas.
<seal>
Content that you want to make unchangeable
</seal>WORKFLOW DEFINITION Tab
The Workflow tab is where you define your workflow. A workflow is defined by “steps,” which represent the state of work, and “transitions,” which represent the movement between steps. Below is an example of a workflow definition. The leftmost column represents the “source step,” and the top row represents the “destination step.” Each cell defines the action that causes the transition.
For example, if you submit a card that is currently in the “draft” step, it will transition to the “awaiting approval” step.
■ Add step
Click the [ADD STEP] button to add a step to the table. An editing screen will appear where you can enter the step details.
[Step]
Enter the name of the step.
[Completed]
When you check it, it marks the card as complete at this step.
[Show on workflow]
Checking this box will display this step in the workflow on the card. The card will show the workflow and your current step. Special steps, such as “Canceled,” can be excluded from the workflow display on the card by unchecking this box.
[Move to list]
Move the card to the specified list.
[Notify card members]
Notify card members of the step change and prompt them to take action. Choose from the following options:
- none
- All
- Approvers only
- Other than approvers
If no action by the “approver” is specified in the transition for that step, selecting [Approvers only] or [Other than approvers] will have the same effect as selecting [none] or [everyone], respectively.
■ Edit step
Click on a step in the table to open the editing screen. The items you can change are the same as when you “Add Step”.
■ Delete step
Click on a step in the table to open the editing screen. Press the [DELETE] button to delete the step.
If a transition that uses that step is already defined, the transition will also be deleted.
If that step is already used by a card (i.e., the card’s current state is that step), deleting the step will set the card’s step to “undefined”.
■ Add transition
Click on a cell in the table to add a transition. The row represents the source step, and the column represents the destination step.
Clicking a blank cell allows you to define a new transition. An editing screen will appear where you can enter the transition details.
[Select action]
Select an action from the list. You can also create a new action.
[seal] (Pro Plan)
By checking, you can seal a portion of the card’s “Description” field to detect any subsequent changes.
[unseal] (Pro Plan)
If you check it, it will revoke the seal and will not detect any further changes.
[Logging]
When checked, the action’s execution and transition will be logged in the card’s [Comments and activity] section.
[For approver only/Individual]
Checking this box means that only users registered as approvers can perform this action.
[Approvers Only/Line manager] (Pro Plan)
When checked, only managers of the ticket creator (up to the first, second, and third levels in the organizational hierarchy) can perform this action.
[Users/Approvers]
They will appear when you select [For approver onlyIndividual]. Select users as approvers and add them.
[1st Line | 2nd Line | 3rd Line]
They will appear when you select [For approver only/Line manager]. Select a line manager as the approver.
[Action]
This option appears when you select the [Create action] menu item under [Select Action]. Enter a name for the action you want to create.
■ Change transition
Click the cell where the transition is defined to open the transition editing screen. The items you can change are the same as in “Add Transition”.
■ Delete transition
Click the cell where the transition is defined to open the transition editing screen. Click the [DELETE] button to delete the transition.
ACTIONS Tab
The Actions tab defines the actions that trigger transitions.
Actions can be defined either together with a workflow or independently, as described here.
■ Add action
Click the [ADD ACTION] button to add the action to the list. An editing screen will appear where you can enter the action name.
[Action]
Enter the name of the action.
■ Change action
Click an action on the list to open the action editing screen. The items you can change are the same as in “Add Action”.
■ Delete action
Click an action on the list to open the action editing screen. Click the [DELETE] button to delete the action. Alternatively, you can delete the action by clicking the [DELETE] button directly on the list.
If a transition that uses that action is already defined, deleting the action will also delete the transition.
ADVANCED SETTINGS Tab
The Advanced Settings tab allows you to configure various settings.
[Initial step]
Select the initial step to set when you press the [START WORKFLOW] button on the card after creating it.
[Copy step to custom field]
When checked, the card’s steps will be copied to a custom field when the card’s steps transition. Select the custom field to which this copy will be made. The custom field must be created on the board beforehand.
[Add approvers to card]
When checked, the approver defined in “Transition” will be added as a card member when the card step transitions to a step that requires an action from an approver (e.g., “Awaiting Approval”).
Actions can be performed by anyone, not just card members. However, only card members are prompted to take action. To prompt an approver to take action, the approver must be added as a card member. This can be done manually in advance or automatically with this option.
[Add yourself to card when starting workflow]
When checked, Stepra automatically adds you as a card member when you start a workflow. Being a card member lets you follow updates and changes to the card.
[Allow actions to card members only]
When checked, only card members can perform actions. Since anyone on the board can interact with a card by default, there’s a risk that someone unrelated to the workflow accidentally executes an action. Restricting actions to card members helps prevent that kind of mistake.
This setting does not affect the approval step. Approvers in the approval step do not need to be card members to perform actions.
[Allow actions to initiator only]
When checked, only the initiator can perform actions. Whether or not they are a card member does not affect this.
This setting does not affect the approval step. Approvers in the approval step can perform actions even if they are not the original creator.
PLAN Tab
The Plans tab allows you to view your Stepra subscription plan. You can also apply to upgrade to the Pro plan if needed.
■ Current plan
Your current plan will be displayed.
- Free plan
- Pro Plan
Note: If your Pro Plan has expired, your plan will revert to the Free Plan.
Details of the plan can be found here.
■Licensing status
If you currently have a valid license, its details will be displayed. Even if you don’t have a valid license, information about one you’ve obtained in the past will be displayed.
■ Upgrade to Pro plan
If you are using the Free Plan, a button to subscribe to the Pro plan will be displayed. You will subscribe through the Lemon Squeezy website. After subscribing, Lemon Squeezy will send you an email with a link to access your order. Please keep this link safe, as you will need it to cancel your Pro plan.
When you subscribe to the Pro plan, Stepra links and saves your board ID and license. Therefore, please be sure to subscribe to the Pro plan from this screen.
ADMIN Tab
■ Operating information
This displays information about Stepra’s operating environment. Please include this information when reporting problems.
[Board]
This is the ID for this board.
[Member]
This is your member ID.
[Version]
This is the Stepra version.