Task structure (WBS)

Introduction

Task structure or Work Breakdown Structure (WBS) refers to the task hierarchy within a box. It is generated automatically or can be adjusted manually. You can select a predefined structure builder or configure your custom structure builder in the box configuration menu.

The order of structure builders reflects the hierarchy levels, or in other words, the first structure builder determines the highest level within the structure.

Security and access

Keep in mind:

• A box type contains the default settings applicable to multiple boxes (all boxes of a given type). The settings are adjusted in Administration > Box types.

• Box configuration refers to the settings of an individual box and is dependent on the box type settings.

Box configuration level:

Go to the Box configuration > Tasks > Task structure to set the task structure.

Box type configuration level:

App admins can access and modify the task structure settings on the Box types page:

1. Open BigPicture.

2. Click the wrench button on the right side.

3. Select Box types.

4. Click on the box type name link.

5. Expand the Tasks section.

6. Go to Task structure.

Automatic task structure

With automatic structure builders, BigPicture will arrange the boards, groups, items, and subitems into a tree structure that reflects the setup of your monday boards.

There are four templates available:

• Board-Group-Item-Subitem

• Group-Item-Subitem

• Flat items

• Custom

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Structure builders - basic rules

The main points worth remembering when using structure builders are listed below:

• Once the structure builders are defined and the tasks are loaded in the box, the structure is preserved by BigPicture until a change is forced to rebuild the structure (for example, by manually moving the tasks or resetting the structure and implementing a new order of structure builders). Un-toggling elements does NOT undo changes previously saved and implemented.

• Rearranging the structure builders does NOT mean the remembered task structure is reorganized (the system always applies the rules to the existing state of things, so a structure in place is NOT overridden - rules apply only wherever possible).

• Tasks newly added to the scope of a box follow the rules currently defined in the structure builders' settings.

Custom task structure

The custom task structure switches automatically once you modify the settings under the Advanced Configuration tab.

On the right, the preview of the tree structure is available.

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Built-in structure builders

Built-in structure builders' values are applied to all the nested tasks (regardless of the indentation level). The structure of tasks reflects boards, groups, items, and subitems on your monday boards.

Change structure builders

To change structure builders:

1. Go to Box configuration > Tasks > Task structure.

2. Adjust the structure builders.

3. Click Save.

The task structure is rebuilt accordingly.

Keyboard shortcuts

To easily navigate through a task tree, use the available keyboard shortcuts.

BigPicture PPM item view - task structure

Monitor task structure on monday

In the dropdown, you can see the boxes the item is in. Select the box context to view the task in the tree.

Thanks to the item view, even if multiple teams are affected by a task and have added it to their box, you are always able to keep track.

Use the dropdown at the top of the widget to switch between boxes an item that has been added to. Below, you see the context in which a given item appears in a box task tree.

Constraints

• The order in which monday items are added to a box for the first time corresponds to their order on monday boards.

• Once monday items are already in a box and you reorganize tasks within a monday group, the changes will NOT be reflected in BigPicture.

• Moving items between monday groups will be reflected in BigPicture, however, the new order of tasks will NOT be synchronized.

• It is NOT possible to change a parent for a subitem. The following message is displayed.
  
  

Portfolio boxes (none scope boxes)

• You can't modify the task structure settings of a portfolio box in the Gantt module because it includes boxes of different box types with individual settings.

• You can’t manually move or reorder tasks.

• You can’t manage the scope definition in portfolio boxes (none scope boxes). The Manage scope definition feature and the Scope definition page in the box configuration are unavailable.

To move or reorder tasks:

1. Go to the sub-box where a task is located. To find it faster, add the Sub-box column to the view.

2. Make changes to a task at the sub-box level.

3. Return to the portfolio box to see the updated view.

‘No access’ message

If you don’t have access to a board that is in the scope of the box (for example, a private or shareable board), you will see ‘No access’ message in the task structure. The order of tasks is retained even if you can’t access some tasks.