CWM FAQs and Tips

[Irene5]

In this article you'll find a running list of our most frequent FAQs and Tips for using and implementing CWM. Feel free to add your own tips in the comments or ask a question!

The following information is based on the May 2024 store release of CWM. 

Q: I created a Board/Doc in My Space. How do I share it with others?

A: Items in "My Space" cannot be shared with others. But you can create a shared space, and then move those items to that space. From the left-hand menu, hover over the item that you wish to move. Then click the more actions button and select "Move To." Note that you cannot move items from shared spaces to your "My Space," so you will not be able to undo that action.

Q: Can I assign a task to multiple users?

A: Yes! The out-of-the-box "Assigned to" column is single-select only, which enables it to be used in Kanban boards. But, you can also use the out-of-the box "Additional Assignees" or "Assignment Group" columns to assign a task to multiple users or to a user group. To use those columns, click the gear icon in the upper righthand corner of the List view and check the box next to the columns. You could also create a custom column with the type "People" and turn on the "Select multiple people" toggle.

Q: Can I create an automation to send reminders to task assignees?

A: Yes, use the templates to send a date-based notification or email to any custom or out-of-the-box "People" column, including Assigned To, Additional Assignees, or Assignment Group. We recommend adding additional conditions, such as the status being Open or based on the priority level of the task to avoid overwhelming users with emails or notifications.

Q: Why can't I use my custom label field as a lane on my Kanban board?
A: The Label column type is multi-select. Instead, use the Dropdown type which is single-select.

Q: Can I edit the name of a default column?
A: Default columns cannot be edited at this time. Instead you can create a custom column and hide the default column (by clicking the gear icon and unchecking the box next to the default column). Keep in mind that the default columns are used in the following ways:

• Start/End Dates are used on the Gantt view
• Status drives the "Percent Complete" for the CWM Board, which can be seen in a portfolio plan in SPW/PPW
• Assigned To and Additional Assignee columns drive notifications

[Sandra Carother]

Do I need to share a board in a Space to assign tasks to users? 

[Irene5]

Hi Sandra,

Sharing happens at the space level, so they'll need access to the space in order to see the tasks assigned to them. However, you are able to assign tasks to users before you've share the space with them. But for the best experience, it's recommended that you share the space first. 

Thanks,

Irene

[Dan Zisis1]

Hi team, is there any reason why when a board is set up with columns, and then shared with other users. When another user logs in to view the board, the view is different and cannot see the columns, they have to add them back on via the personalisation list on the side. 

[Lillian]

Hi @Dan Zisis1 This is improved in our latest November release (4.0.1) where you can save your personalizations to a team view or a personal view in board views .

[martaparrillamo]

Hi Irene,

Is it possible to create a new custom field in sn_cwm_task table and make it available in "Personalize columns" section in the board to add it like a column to the list?

I've created new common fields that I want to be available in all spaces but only OOTB fields are displayed in "Personalize columns"

Thanks!

[Lillian]

@martaparrillamo  Yes this is possible.

1. go to "sn_cwm_task.list"

2. Configure the list using form builder/design/layout

3. Choose which views (Default, list, gantt) that you would like this new field to be available for

 

Hope that helps!

 

[Wyatt Howell]

As an admin, is there a way I can limit the list of "Users or Groups" that appears when users share a space? I would like to update the "Users or Groups" list so spaces can only be shared among ITIL Users.

[Troy Holmes]

Will you be adding any of the following abilities to Automations

1. Ability to have Or conditions instead of And conditions.

2. The ability to set dates to Current Date not a Specific Date

Use Case: Create an automation that set the End Date to the Current Date when the State changes to Closed Complete, Closed Incomplete, or Closed Skipped

[Sunil B N]

Hi @Wyatt Howell ,

Currently its set open to all. This will be a customisation at UI builder level. There is a data resource you need modify the conditions to include role itil.

Please note that we will consider for the future roadmap.
Thanks and Regards,
Sunil B N
P.S: Please post as question here so that everyone benefits.

[Sunil B N]

Hi @Troy Holmes ,

Thanks for sharing your thoughts which will help to build our future roadmap.

1. Alternatively we can create two automations so that flow works for both cases.

2. For date fields - definitely it makes sense to have dynamic values.

We will enhance these in future releases.
Thanks and Regards,
Sunil B N

[Dan Zisis1]

hi team, can you transfer / copy tasks from one board to another? 

[Sunil B N]

Hi Dan,
Currently you can't transfer or copy tasks from one to another.
Nevertheless, you can make use of templates or Duplicate Board action to replicate the tasks. I understand this is bit different from 'transfer' of tasks.

We will consider this feedback for the future roadmap. 
Thanks and Regards,
Sunil B N

[Anna T_]

Hi there - how would I remove a default item in My Space for everyone, not just me? For example the "Intro to Docs" page. @Irene5 

[Sunil B N]

Hi @Anna T_ 

You can achieve this by customising Script Include `sn_cwm.CWMOnBoardingDocs`. Look for the method -`createOnBoardingDocs(spaceId)` Try to mimic the JSON structure we pass to create new docs here.

Please note that we can be update to the JSON structure over a period of time and it could be not 100% upgrade friendly as the JSON schema can change.
I hope this helps.
Thanks and Regards,
Sunil B N

[Anna T_]

Thanks @Sunil B N ! I ended up finding this after - appreciate the response.

[peterkopeck]

Hi team, 

I want to ask, is there any customization came up with Zurich release regarding CWM Kanban board? for some reason table's header panel is missing , but entire table pretends like it is there (there's a gap)

Thanks for help and Regards!

[Sunil B N]

Hi Peter,

Can you share more details? what is the version of CWM you are using?
Also please a screenshot of kanban view. 
Thanks and regards,
Sunil 

[peterkopeck]

CWM version 7.0.2

 

[Lillian]

Hi @peterkopeck, 

This appears to be a defect, could you please open up a support case so we can investigate in detail?

Thanks,

Lillian

[mkroberts]

If i've created a board connected to Project tasks is it possible to bring across a custom field which is on the project task table? so that it is visible to pick in the Personalise columns list?