Using Trello to manage the ‘go live’ process¶
To manage the overall ‘go live’ process, including testing and validation, Microsoft uses a service called Trello. Once you have started the ‘go live’ process, Microsoft will create a dedicated Trello board to track issues and provide a common communication channel between your team and Microsoft. The board will be pre-populated with cards tracking various questions about your WOPI implementation as well as discussion cards to determine launch dates, etc.
If you are new to Trello, you can learn more about it at https://trello.com/guide/.
You should use the Trello board to communicate with Microsoft throughout the ‘go live’ process. This will ensure that all Office Online team members are aware of the communications, and it provides a straightforward way to isolate conversations about specific issues.
Adding people to the board¶
You can invite other relevant people to the board as needed; only people from the Office Online team and people you explicitly invite will have access to see or edit the content of the board.
We recommend that you add relevant engineers from your team to the board as well, since many of the discussions will be engineering-focused. You might add designers or business people to the board as well; simply add whomever makes sense for your team.
Learn how to add more people to your board at http://help.trello.com/article/717-adding-people-to-a-board.
The board structure is fairly basic. There are seven lists, and you can move cards between the lists as needed. The lists serve two main purposes. First, they keep issues organized at a high level, so it is easy to see what issues are being investigated and what has been resolved, etc. In addition, the lists provide a simple way to configure Trello’s notifications such that both you and Microsoft are aware of what requires attention.
- Reference: This list contains cards that have reference information, such as current test accounts for the business user flow or known issues that may affect your testing.
- New: Microsoft: This list contains new cards that Microsoft needs to be aware of. You should add cards to this list to ensure it is brought to Microsoft’s attention. Any card on this list represents something that Microsoft has not yet acknowledged or taken action on. Once Microsoft is aware of the card, it will be moved to another list like Under Discussion/Investigation for action.
- New: Partner: This list contains new cards that you, the Office Online partner, need to take action on. Initially, this list will contain a number of cards tracking various questions about your WOPI implementation or launch plans. As testing is done, Microsoft will create new cards to track implementation issues or additional questions that arise during testing. Like the New: Microsoft list, cards should be moved from this list once they are acknowledged.
- Under Discussion/Investigation: This list contains cards that are being discussed or investigated, either by you or Microsoft. Once a resolution is reached on the particular card, it should be moved to the Fix In Progress or Re-verify list.
- Fix In Progress: This list contains cards that are in the process of being addressed. These cards may represent a bug fix by you or Microsoft, or a settings change that is in progress, etc. Once the issue is addressed, the card should be moved to the Re-verify list.
- Re-verify: This list contains cards that are ready to be verified. For example, you may have answered a question about your WOPI implementation, at which point you can move the card to the Re-verify list. Once it has been verified, it can be moved to the Resolved list. If there are follow-up questions or further discussion is needed, the card might be moved back to the Under Discussion/Investigation list.
- Resolved: This list contains cards that are resolved, either because the issue has been fixed and verified, or a question has been answered and verified.
With the exception of the left-most Reference list, the lists represent a process flow that issues will go through as they are discussed and addressed. Cards will typically move from left to right, starting at either the New: Microsoft or New: Partner lists, then moving right through the other relevant lists. In some cases, a card might be moved back to a previous list. For example, if a card in the Re-verify list is found to not be resolved, it may be moved back to the Under Discussion/Investigation or Fix In Progress lists.
You should always create new cards in either the New: Microsoft or New: Partner lists. That ensures that people are notified about the new cards. See Notifications for more information.
Labels are used to help flag particular cards for easy filtering. You can filter the board based on the label colors, so it’s easy to focus on items that need to resolved before you can be enabled in the production environment, for example, by filtering to just the red “Production Blocker” cards.
Four labels are defined initially:
- Production Blocker
- Implementation Question
- Launch Planning
You should feel empowered to add new labels to your board if you wish.
Trello supports a wide variety of notification options. You can be notified of activity on your board by subscribing to individual cards, lists, or even the whole board. You’ll receive notifications when things that you’re subscribed to are changed. You can configure how these notifications behave in your Trello settings.
You can subscribe to an individual card yourself, but you can also be ‘added’ to a card by someone else. When you are added to a card you are automatically subscribed to it. See http://help.trello.com/article/717-adding-people-to-a-board for more information.
Learn how to subscribe to items in Trello at http://help.trello.com/article/799-subscribing-to-cards-lists-and-boards.
Recommended configuration and best practices¶
By default, Office Online team members will subscribe to the New: Microsoft list. This ensures that they will be notified any time a card is added or moved to that list. We recommend that your team members similarly subscribe to the New: Partner list for the same reason.
In addition, we recommend the following:
- When you create a new card, subscribe to it so you are notified when it is updated.
- The board is pre-populated with cards. Consider subscribing to the cards that you’d like to explicitly track.
- You might also choose to subscribe to the entire board, though this can result in ‘notification overload,’ especially early on in the validation process. However, it can be useful after the board activity has lessened to ensure you don’t miss any changes.