# Ducalis Help Center — Full Documentation
> Complete documentation for Ducalis.
> Version: 2026-08
---
# Docs
## Documentation
*All-in-one tool for issue prioritization and customer feedback management*
URL: https://help.ducalis.io/docs/
Ducalis is an all-in-one tool for issue prioritization and customer feedback management. This article outlines how Ducalis helps product teams prioritize work and collect customer feedback.
## Task Prioritization
### Fast Navigation
Ducalis excels in speed and flexibility, offering lightning-fast issue filtering and search, and also real-time updates from the task tracker you would have connected.
[Video](https://www.youtube.com/watch?v=58NwqD1v184)
Learn how to [import issues from task trackers](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/) and use [filters for quick search](/docs/platform/filters/).
### Customizable Prioritization Framework
Customize your backlog prioritization framework for each board based on your sprint goals or company objectives.
[Video](https://www.youtube.com/watch?v=Sq2dkvRIvAI)
Set up your [prioritization criteria](/docs/prioritization/setup/criteria/) and configure the [total score formula](/docs/prioritization/setup/total-score-formula/) to match your workflow.
### Poker Planning Technique for Backlog Prioritization
Utilize the Poker Planning technique to ensure unbiased scoring and facilitate productive backlog discussions.
[Video](https://www.youtube.com/watch?v=eQa5OWPVSmM)
Learn more about [Evaluation Poker](/docs/sprint-planning/evaluation-poker/) and [sprint planning settings](/docs/sprint-planning/).
### Team Alignment
Analyze the team's alignment with the company's priorities. Discuss areas of low alignment and re-evaluate.
[Video](https://www.youtube.com/watch?v=q3XioB9K2wg)
See the [alignment reports](/docs/prioritization/results/alignment/) to identify where team priorities diverge.
### Eisenhower Matrix
Get a bird's eye view of your prioritization results using the 4 by 4 matrix grid of value against effort.
[Video](https://www.youtube.com/watch?v=5-COUhXmZIQ)
Explore the [Matrix page features](/docs/prioritization/results/matrix-page-features/) and [Top Priorities](/docs/prioritization/results/top-priorities-page-features/).
### Reset Scores
You can have scores automatically reset with your changing sprint goals for the team to re-evaluate.
[Video](https://www.youtube.com/watch?v=7_9jTLGOyIg)
Configure [score expiration](/docs/sprint-planning/score-expiration/) and [manual score reset](/docs/sprint-planning/reset-scores-manually/).
### Aggregated Report Board
Visualize your top priority issues of all the boards in your organization in one place — the aggregated report board.
[Video](https://www.youtube.com/watch?v=DQuTEGRpz5Y)
Learn about [end-to-end prioritization reports](/docs/prioritization/reports/) across all boards.
## Planning
### Gantt Chart
Prioritization gives you a ranked list — the Gantt chart shows what actually fits into your sprint or quarter. Visualize what your team takes into work, set dependencies, and adjust as plans evolve.
Learn more about the [Gantt chart](/docs/planning/gantt-chart-overview/) and explore all [Planning (Gantt) features](/docs/planning/).
## Feedback Collection
### Public Roadmap
Create a public version of your internal backlog to share your progress with clients and stakeholders.
[Video](https://www.youtube.com/watch?v=35d7yBuMqtU)
Set up your [Voting Board](/docs/feedback-voting/voting-boards/) and [create a product roadmap](/docs/feedback-voting/voting-boards/how-to-create-a-product-roadmap/).
### Collect Ideas from People
Collect ideas effortlessly from your clients. Customers can leave their feedback on the voting board.
[Video](https://www.youtube.com/watch?v=6GincXTzaL8)
Learn about [creating public ideas](/docs/feedback-voting/public-ideas/creating-an-idea/) and [managing voters](/docs/feedback-voting/voters/).
### Add Ideas to your Backlog
Seamlessly add the ideas to your internal backlog for evaluation.
[Video](https://www.youtube.com/watch?v=OdwBpJHGHIQ)
See how to [add public ideas to your internal backlog](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/).
### Idea Auto-Status Updates
You can automate status updates for ideas linked to internal issues.
[Video](https://www.youtube.com/watch?v=j-SKy3MV2po)
Configure [status auto-update rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/) to keep customers informed automatically.
### Changelog Auto Updates and Release Notes
Generate a changelog and release notes to inform your users about new releases.
[Video](https://www.youtube.com/watch?v=zFEPK2pZxrk)
Learn about [Release Notes](/docs/release-notes/) and [embedding the changelog widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/).
## Integrations
Connect Ducalis with your existing tools:
**Task Trackers:** [Jira Cloud](/docs/integrations/jira-cloud/), [Jira Server](/docs/integrations/jira-server/), [Asana](/docs/integrations/asana/), [ClickUp](/docs/integrations/clickup/), [Linear](/docs/integrations/linear/), [Trello](/docs/integrations/trello/), [YouTrack](/docs/integrations/youtrack/), [Kaiten](/docs/integrations/kaiten/), [GitHub](/docs/integrations/github/)
**Messaging:** [Slack](/docs/integrations/slack/), [Discord](/docs/integrations/discord/), [Mattermost](/docs/integrations/mattermost/), [Telegram](/docs/integrations/telegram/)
## More Resources
- [Organization & User Management](/docs/platform/organization/) — Invite teammates, manage roles and permissions
- [Filters & Search](/docs/platform/filters/) — Advanced filtering and search capabilities
- [AI Features](/docs/platform/ai/) — AI-powered assistance for creating content
- [Notifications](/docs/platform/notifications/) — Configure notification preferences
- [FAQs](/docs/platform/faqs/) — Frequently asked questions
## Prioritization
*Set up your prioritization system with criteria, boards, and formulas*
URL: https://help.ducalis.io/docs/prioritization/
Set up your prioritization system with custom criteria, boards, and scoring formulas. Evaluate issues with your team and build a prioritized backlog.
## Prioritization Criteria Setup
*Configure evaluation criteria, rating scales, team assignments, and scoring formulas for Ducalis prioritization.*
URL: https://help.ducalis.io/docs/prioritization/setup/
Configure your prioritization framework to evaluate and rank Issues systematically.
### Core framework
- [**Criteria**](/docs/prioritization/setup/criteria/) — Create evaluation dimensions and configure properties
- [**Rating scales**](/docs/prioritization/setup/scores/) — Choose scoring methods from Fibonacci to custom ranges
- [**Templates**](/docs/prioritization/setup/prioritization-templates/) — Apply proven frameworks and customize to your goals
- [**Total Score formula**](/docs/prioritization/setup/total-score-formula/) — Configure how criterion scores calculate priority rankings
### Team configuration
- [**Users and criteria**](/docs/prioritization/setup/users-and-teams/) — Add board users and assign criteria based on expertise
- [**Criterion Facilitators**](/docs/prioritization/setup/criterion-facilitators/) — Assign facilitators to manage final scores for specific criteria
### Advanced options
- [**Global criteria management**](/docs/prioritization/setup/bulk-criteria-actions/) — Manage criteria across multiple boards from one location
- [**Duplicate criteria**](/docs/prioritization/setup/how-to-duplicate-criteria/) — Copy criterion configurations to save setup time
- [**Custom field criteria**](/docs/prioritization/setup/using-a-custom-field-as-criterion/) — Use task tracker fields as evaluation criteria
- [**Customer vote criterion**](/docs/prioritization/setup/using-customers-votes-as-a-criterion-in-prioritization/) — Incorporate customer feedback into scoring
- [**Preserve scores when moving Issues**](/docs/prioritization/setup/keep-scores-when-copying-moving-issues-to-another-board/) — Retain scores when transferring Issues between boards
- [**Ignore Criteria**](/docs/prioritization/setup/ignore-a-criterion-in-the-calculation-of-the-total-scores/) — Exclude specific criteria from Total Score calculations
- [**Required for scoring**](/docs/prioritization/setup/required-for-evaluation/) — Block Total Score calculation until specific criteria are evaluated
## Criteria
*Create and configure evaluation Criteria to score Issues. Learn how to set weights, choose rating scales, and assign Estimators to your framework.*
URL: https://help.ducalis.io/docs/prioritization/setup/criteria/
A Criterion is a principle Board Users use to evaluate an Issue's priority. Each Criterion represents a different dimension (like value, effort, or risk) that helps you score and compare Issues systematically.
[How to create and edit prioritization criteria](https://www.youtube.com/watch?v=8l9e6VYsUVk)
## Access Criteria settings
You can access Criteria settings from the Backlog, Evaluation, or Matrix pages.
Click **Criteria** in the top right corner.
## Manage your framework
Your Board displays the prioritization framework you selected when you created it. You can modify this framework:
- Add custom Criteria
- Unlink Criteria from the Board
- Duplicate existing Criteria
- Pick a new framework from the [template library](https://ducalis.io/templates)
- Manage Criteria across Boards in [Criteria Management](https://ducalis.io/criteria)
## Create a Criterion {#create-a-criterion}
1. Click **+ Criterion**.
2. Type the Criterion name.
3. Click **+ New** to create the Criterion.
4. Configure the Criterion properties: evaluation source, Criterion type, rating scale, and description.
5. Select the evaluation source:
- **Board Users** - Users score Issues manually during Evaluation
- **Custom field** - Scores sync from a [custom field](/docs/prioritization/setup/using-a-custom-field-as-criterion/) in your connected task tracker
6. Select the Criterion type: **Value** or **Effort**.
This setting determines where the Criterion appears in the [Matrix](/docs/prioritization/results/matrix-page-features/) and how it's calculated in formulas like **Value Product divided by Effort** and **Value Sum divided by Effort**. Learn more about [formulas](/docs/prioritization/setup/total-score-formula/).
7. (Optional) Check **Ignore** to exclude this Criterion from Total Score calculations. Learn more about [ignoring Criteria](/docs/prioritization/setup/ignore-a-criterion-in-the-calculation-of-the-total-scores/).
8. [Choose a scoring method](/docs/prioritization/setup/scores/) for this Criterion: Range, Sequence, Percent, or Positive scale.
Select from presets that include popular techniques like Fibonacci series.
9. Add a Criterion description to help teammates understand what they're evaluating, then click **Save Criterion**.
10. Set the **Weight** to reflect how significant this Criterion is compared to others.
You can use any positive or negative whole or fractional number. Don't use negative numbers for **Effort** Criteria if you're using the **Value Product divided by Effort** or **Value Sum divided by Effort** formula.
11. Add Estimators who will score Issues using this Criterion.
## Use a template framework
Instead of building your framework from scratch, pick one from the template library and customize it to your needs.
Learn more about [prioritization templates](/docs/prioritization/setup/prioritization-templates/).
## Edit, duplicate, or unlink Criteria {#edit-duplicate-or-unlink-criteria}
1. Make quick edits inline, or click **Edit Criterion** to access all properties.
2. Click **Duplicate** to copy a Criterion's configuration to a new Criterion.
3. Click **Unlink** to hide a Criterion from the framework without deleting it.
## Version history
View all Criterion edits under **History** → **Criteria backups**. The most recent version of each configuration is kept indefinitely. All earlier versions are kept for 10 days.
You can restore previous versions at any time.
## What's next
Now that you've set up your Criteria, configure the [Total Score formula](/docs/prioritization/setup/total-score-formula/) to calculate how Issues are ranked.
If you have questions, contact us via the chat in the bottom right corner.
## Rating scales
*Choose number sequences for scoring Issues—Fibonacci, ranges, percentages, or custom series. Map scales to MoSCoW, T-shirt sizing, and other frameworks.*
URL: https://help.ducalis.io/docs/prioritization/setup/scores/
Rating scales define which numbers your team can use to score Issues against each Criterion. Choose the scale that best matches how your team thinks about that dimension—from simple ranges to Fibonacci sequences.
## Scale types
Choose from four scale types when creating a Criterion:
- **Positive**: Any whole number from 0 to 400 billion
- **Range**: Whole numbers between min and max (can include negatives)
- **Series**: Specific numbers only (e.g., Fibonacci: 0, 1, 2, 3, 5, 8)
- **Percent**: Numbers from 0 to 100 (divided by 100 in calculations)
## Positive
Use any positive whole number from 0 to 400 billion. Negative numbers aren't supported.
## Range
Restrict scores to a specific interval using any whole numbers, positive or negative.
**Examples:**
- -4 to 4 (symmetric range)
- 5 to 15 (offset range)
- 0 to 10 (simple range)
## Series
Specify exact numbers your team can choose from, separated by commas. Use positive or negative whole numbers.
**Common sequences:**
| Sequence | Values | Use for |
|----------|--------|---------|
| Fibonacci | `0, 1, 2, 3, 5, 8` | Effort estimation (exponential growth) |
| Mersenne primes | `2, 3, 5, 7, 13, 17` or `3, 7, 31, 127` | Unique intervals |
| Exponential | `0, 2, 4, 8, 16, 32` | Doubling complexity |
| Triangular | `0, 1, 3, 6, 10, 15` | Growing increments |
| Square numbers | `0, 1, 4, 9, 16, 25` | Quadratic growth |
| Pentagonal | `1, 5, 12, 22, 35, 51` | Advanced sequences |
## Percent
Use whole numbers from 0 to 100. The system divides the final score by 100 automatically.
**Use for:** Confidence levels, completion percentages, probability estimates.
## Map scales to frameworks
You can map any scale to common frameworks through the Criterion description.
### MoSCoW method (Range 0–3)
- 0 = Won't
- 1 = Could
- 2 = Should
- 3 = Must
### T-shirt sizing (Series 1, 2, 4, 8, 16)
- 1 = XS
- 2 = S
- 4 = M
- 8 = L
- 16 = XL
### Fractional values (Range 0–7 as halves)
- 0 = 0
- 1 = 0.5
- 2 = 1
- 3 = 1.5
- 4 = 2
- 5 = 2.5
- 6 = 3
- 7 = 3.5
:::tip
Document scale meanings in the Criterion description. Clear definitions improve Alignment—when team members interpret scales differently, Alignment scores drop and evaluations become inconsistent.
:::
## Set up rating scales
Configure scales when creating or editing Criteria.
1. Navigate to **Settings** → **Criteria**.
2. When creating or editing a Criterion, scroll to the **Rating scale** section.
3. Select a scale type (Positive, Range, Series, or Percent).
4. Optionally choose a preset from common sequences (Fibonacci, T-shirt sizes, etc.).
## Related articles
- [Criteria](/docs/prioritization/setup/criteria/) – Create and configure prioritization dimensions
- [Total Score formula](/docs/prioritization/setup/total-score-formula/) – Combine Criterion scores into Priority Rank
- [Alignment](/docs/prioritization/results/alignment/) – Check scoring consistency across Estimators
## Templates
*Apply ready-to-use prioritization framework templates from the Dashboard, Board creation flow, or website. Customize templates to fit your goals.*
URL: https://help.ducalis.io/docs/prioritization/setup/prioritization-templates/
Prioritization framework templates let you start scoring Issues faster using proven frameworks. Each template is fully customizable—you can add, edit, or delete criteria after applying the template.
Learn how to [customize criteria](/docs/prioritization/setup/criteria/).
## Access templates
You can access templates from three locations:
- **Templates section** on the Dashboard
- **Board creation** flow
- **Ducalis website** Frameworks page
## Apply a template from the Dashboard
1. Click **Templates** in the left sidebar.
2. Select the framework template that matches your goal.
3. Click **Use template**.
4. Choose whether to create a new Board or add to an existing Board.
5. If adding to an existing Board, the template's Criteria will be added to your current Criteria. Click **Add template to the board**.
6. Your Board now includes the template framework. Customize the Criteria further using the [Criteria guide](/docs/prioritization/setup/criteria/).
## Apply a template when creating a Board
You can select a template directly from the Board creation flow.
## Apply a template from the website
1. Visit the Ducalis [Frameworks page](https://hi.ducalis.io/).
2. Browse the template library.
3. Click a template to view details about how the framework works.
4. Click **Use template**.
5. Your new Board is created with the framework applied.
## Related articles
- [Criteria](/docs/prioritization/setup/criteria/)
- [Evaluation](/docs/prioritization/issues/issues-evaluation/)
## Users and criteria
*Add board users and assign criteria based on their expertise. Learn how to manage user roles and create collaborative evaluation teams.*
URL: https://help.ducalis.io/docs/prioritization/setup/users-and-teams/
Board Users are your company's stakeholders who collaborate with you to evaluate your backlog for prioritization. Assign each user the criteria you want them to evaluate based on their expertise to get expert opinions and accurate results.
## View board users
To view the list of users on your board:
1. Go to **Board Users**.
2. You'll see all users and the criteria each person estimates.
3. Filter users by [role](/docs/platform/organization/users-roles/).
Each user shows their name, email address, role, and assigned criteria.
## Manage user criteria
Add or remove criteria for any user:
:::warning
When you remove a user from the board, their scores are deleted. If you add them back later, their scores will be restored.
:::
## Add a user to the board
1. On the **Board Users** page, click **+ User**.
2. Search for users from your Ducalis organization or connected task tracker by email or username.
3. If the user isn't in your organization or task tracker, invite them via email by typing their email address, assigning a [role](/docs/platform/organization/users-roles/), and sending the invitation.
## Assign criteria to users
You can assign criteria in two ways:
### From Criteria settings
1. Go to **Criteria settings** and hover over the criterion you want to assign.
2. Click the arrow to expand the block.
3. Click the plus sign to add estimators.
4. Select a user from your organization.
5. If the user isn't in the organization, type their email address in the search field.
You can assign multiple estimators to a single criterion.
:::tip
Assign criteria based on each user's expertise for the most accurate evaluations.
:::
### From Board Users List
1. Find the user you want to assign a criterion to.
2. Click **+Criterion** and select the criterion from the list.
Users can estimate multiple criteria.
## Related articles
- [User roles and permissions](/docs/platform/organization/users-roles/)
- [Criteria setup](/docs/prioritization/setup/criteria/)
- [Evaluation process](/docs/prioritization/issues/issues-evaluation/)
## Total Score formula
*Learn how Total Score formulas calculate priority rankings using criterion scores. Choose between sum, product, and division methods for your framework.*
URL: https://help.ducalis.io/docs/prioritization/setup/total-score-formula/
The Total Score formula calculates the priority ranking for Issues on the Backlog page. You'll choose which formula best fits your prioritization framework.
[Total Score formula overview](https://www.youtube.com/watch?v=a9RcCU7AYN0)
The calculation happens in two stages:
1. Calculate the **Criterion Score** for each criterion
2. Calculate the **Total Score** from all Criterion Scores
## Criterion Score calculation {#criterion-score-calculation}
The first stage calculates a score for each criterion in your framework. You can choose between two methods:
1. **Average** – Standard average of all scores
2. **Average, RoundUp** – Average rounded to nearest value in your scoring series
### Average
The Average method adds all scores, divides by the number of scores, then multiplies by the criterion weight.
**Formula:**
Average Criterion Score (**ACx**) = Sum of Scores (**∑Sn**) ÷ Number of Scores (**NS**) × Criterion Weight (**Wx**)
So we calculate:
Criterion X Average Score = ((Score 1 + Score 2 + Score 3 + Score n) / N Scores) * Weight X
**Example:**
3 users evaluated 2 criteria—**Sales** and **Effort**.
- **Sales** has weight +3 and scores: 2, 3, 2
- **Effort** has weight -2 and scores: 0, 2, 1
**Calculations:**
- **Sales Average Score** = ((2 + 3 + 2) ÷ 3) × 3 = **7**
- **Effort Average Score** = ((0 + 2 + 1) ÷ 3) × -2 = **-2**
### Average, RoundUp
This method works like Average but rounds decimal results to the nearest value in your scoring series.
This formula works best with the [Fibonacci series](/docs/prioritization/setup/scores/#series), commonly used in the [WSJF prioritization framework](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/).
If you're using the Fibonacci series (0, 1, 2, 3, 5, 8, 13, 21) and calculate an average of 6.357, the result rounds up to 8 (the nearest value in the series).
**Formula:**
Average Criterion Score (**ACx**) = Sum of Scores (**∑Sn**) ÷ Number of Scores (**NS**) × Criterion Weight (**Wx**), then round to nearest series value
So we calculate:
Criterion X Average Score = ((Score 1 + Score 2 + Score 3 + Score n) / N Scores) * Weight X
**Example:**
3 users evaluated 2 criteria—**Activation** and **Back time**. Both use the Fibonacci series.
- **Activation** has weight +2 and scores: 5, 1, 1
- **Back time** has weight -1 and scores: 8, 21, 2
**Calculations:**
- **Activation Average Score** = ((5 + 1 + 1) ÷ 3) × 2 = 4.667 → rounds to **5**
- **Back time Average Score** = ((8 + 21 + 2) ÷ 3) × -1 = -10.333 → rounds to **-13**
## Total Score calculation {#total-score-calculation}
The second stage combines all Criterion Scores into a single Total Score. You can choose between three methods:
1. **Sum** – Add all value and effort scores
2. **Product Value ÷ Product Effort** – Multiply value scores, divide by multiplied effort scores
3. **Sum Value ÷ Sum Effort** – Add value scores, divide by added effort scores
### Sum of value and effort
Add all Criterion Scores (both value and effort criteria).
**Formula:**
Total Score (**TS**) = Sum of Average Criterion Scores (**∑ACn**)
So we calculate:
1. Criterion X Average Score = ((Score 1 + Score 2 + Score 3 + Score n) / N Scores) * Weight X
2. Total Score = Criterion A average score + Criterion B average score + Criterion X average score
**Example:**
3 users evaluated 2 criteria—**Sales** and **Effort**.
- **Sales** has weight +3 and scores: 2, 3, 2
- **Effort** has weight -2 and scores: 0, 2, 1
**Calculations:**
- Sales Score = ((2 + 3 + 2) ÷ 3) × 3 = **7**
- Effort Score = ((0 + 2 + 1) ÷ 3) × -2 = **-2**
- **Total Score** = 7 + (-2) = **5**
### Product of value ÷ Product of effort
Multiply all value criterion scores, then divide by the product of all effort criterion scores.
:::info
Use only the Average or Average, RoundUp methods for Criterion Scores with this formula. Don't use negative weights for effort criteria.
:::
This formula lets you set up the original [RICE prioritization framework](/frameworks/rice-framework-reach-impact-confidence-effort/).
**Formula:**
Total Score (**TS**) = Product of Value Scores (**ACval**) ÷ Product of Effort Scores (**ACeff**)
So we calculate:
1. Criterion X Average Score = ((Score 1 + Score 2 + Score 3 + Score n) / N Scores) * Weight X
2. Total Score = (Criterion A (_val_) × Criterion B (_val_) × Criterion C (_val_)) ÷ (Criterion D (_eff_) × Criterion E (_eff_))
**Example:**
3 users evaluated 4 criteria—**Reach**, **Impact**, **Confidence**, and **Effort**.
- **Reach** (_Value_, weight +1): 500, 700, 300
- **Impact** (_Value_, weight +0.1): 3, 1, 5
- **Confidence** (_Value_, weight +0.25): 80%, 95%, 65%
- **Effort** (_Effort_, weight +0.5): 5, 2, 8
**Calculations:**
- **Reach** = ((500 + 700 + 300) × 1) ÷ 3 = **500**
- **Impact** = ((3 + 1 + 5) × 0.1) ÷ 3 = **0.7**
- **Confidence** = (((80 + 95 + 65) × 0.25) ÷ 3) ÷ 100 = **0.2**
:::tip
When using percentages as scores, divide the average score by 100.
:::
- **Effort** = ((5 + 2 + 8) × 0.5) ÷ 3 = **2.5**
- **Total Score** = (500 × 0.7 × 0.2) ÷ 2.5 = **28**
### Sum of value ÷ Sum of effort
Add all value criterion scores, then divide by the sum of all effort criterion scores.
:::info
Don't use negative weights for effort criteria with this formula.
:::
This formula lets you set up the original [WSJF framework](https://hi.ducalis.io/templates/wsjf-prioritization-framework-template).
**Formula:**
Total Score (**TS**) = Sum of Value Scores (**∑ACval**) ÷ Sum of Effort Scores (**∑ACeff**)
So we calculate:
1. Criterion X Average Score = ((Score 1 + Score 2 + Score 3 + Score n) / N Scores) * Weight X
2. Total Score = (Criterion A (_val_) + Criterion B (_val_) + Criterion C (_val_)) ÷ (Criterion D (_eff_) + Criterion E (_eff_))
**Example:**
3 users evaluated 4 criteria—**User Value**, **Time Criticality**, **Risk Reduction**, and **Job Size**.
- **User Value** (_Value_, weight +2): 8, 13, 20
- **Time Criticality** (_Value_, weight +1): 3, 1, 5
- **Risk Reduction** (_Value_, weight +1.5): 13, 5, 5
- **Job Size** (_Effort_, weight +0.5): 5, 2, 8
**Calculations:**
- **User Value** = ((8 + 13 + 20) × 2) ÷ 3 = **27.3**
- **Time Criticality** = ((3 + 1 + 5) × 1) ÷ 3 = **3**
- **Risk Reduction** = ((13 + 5 + 5) × 1.5) ÷ 3 = **11.5**
- **Job Size** = ((5 + 2 + 8) × 0.5) ÷ 3 = **2.5**
- **Total Score** = (27.3 + 3 + 11.5) ÷ 2.5 = **16.7**
## Testing different formulas
You can experiment with different formulas and see how they affect your priority rankings in real-time.
At the bottom of the Total Score Formula settings, you'll find hints explaining how your chosen formulas work.
You can also view the complete history of formula changes.
## What's next
Now that you've set up your formulas, [evaluate your backlog](/docs/prioritization/issues/issues-evaluation/) with your [teammates](/docs/prioritization/setup/users-and-teams/).
## Global criteria management
*Manage criteria across multiple boards from one central location. Perform bulk edits, merge duplicate criteria, and maintain consistency.*
URL: https://help.ducalis.io/docs/prioritization/setup/bulk-criteria-actions/
Manage criteria across all your boards from a single location. For organizations with multiple priority boards and a universal prioritization framework, global criteria management lets you make changes once and apply them everywhere.
This approach saves time when you need to update similar criteria across many boards, eliminating repetitive manual edits.
Admins can still manage criteria at the board level if needed. Board-level changes don't affect other boards.
## Access global criteria settings
You can access Global Criteria Management from two locations:
1. From the **Dashboard**, click **Criteria**.
2. From any board, open **Criteria** settings and click **Bulk Criteria Edit**.
The page displays a table with all criteria in your organization. Columns show the board name, criterion name, and all criterion properties.
## Search for criteria
For long lists, use the search box in the top right corner:
1. Click the search icon.
2. Type the criterion name you're looking for.
## Group criteria by name
Group criteria by name to see which criteria appear across multiple boards. This makes it easier to identify and edit duplicate criteria.
## Hide criteria without boards
Hide criteria that are unlinked from all boards to reduce clutter and focus only on active criteria.
## Add a criterion
To create a new criterion:
1. Click **+ Add Criterion** in the top right corner.
2. Configure the criterion properties.
Learn more in [Criteria setup](/docs/prioritization/setup/criteria/).
## Edit multiple criteria
To edit criteria in bulk:
1. Select the criteria you want to edit by clicking their checkboxes.
2. To select all criteria, click the top checkbox.
3. Editing options appear at the bottom of the page. You can edit name, estimators, type, weight, scores, or description. You can also unlink criteria from boards, merge criteria, or copy criteria to another board.
4. Select the property you want to change. For example, click **Rating scales** to adjust the scoring method.
## Merge criteria
Merge two or more criteria with similar definitions to create a global criterion that applies across multiple boards.
### When to merge criteria
Merge criteria when you have the same criterion (like "Activation" or "Customer Impact") used across different boards. After merging, when you score an Issue using this criterion, the score automatically applies to that Issue on all boards where the merged criterion exists.
This ensures consistent evaluation. For example, your score for Issue A using the "Activation" criterion stays the same across all boards.
### How to merge criteria
1. Open [Criteria Management](https://hi.ducalis.io/criteria).
2. Turn on **Group by Criteria** view.
3. Select the criteria you want to merge (these will become global criteria used across multiple boards).
4. Click **Merge**.
5. Verify the criteria are identical. For merging to work, criteria must match in:
- Description
- Name
- Scores (scale)
- Type (Effort/Value)
Weight can be different for each board.
6. If needed, click a criterion to edit its properties on this page.
7. After confirming criteria are identical, click **Merge**.
8. After merging, you'll see a list of boards where the merged criterion is now applied globally.
The criterion card shows whether it's a multi-board or global criterion.
### Use global criteria on new boards
When a global criterion exists (like "Activation" in our example), creating a new criterion with the same name prompts you to:
1. **Choose the global criterion**: Applies the existing criterion to this board. Changes to the criterion will affect all boards using it.
2. **Create a new criterion**: Creates a new board-specific criterion with the same name.
When you edit a global criterion, changes apply across all boards where it's used (except for Weight and Estimators assignments).
### How global criteria work with scoring
When a criterion is global across multiple boards, scoring an Issue once applies that score to the same Issue on all boards using that criterion.
For example, if "Activation" is global for Board 1 and Board 2, scoring Issue A with "Activation" on Board 1 automatically applies that score to Issue A on Board 2.
## Undo changes
Immediately after making an edit, an **Undo** option appears. Click it to reverse your last action.
## Restore previous versions
Ducalis backs up previous configurations. You can access and restore earlier versions of your criteria settings.
The latest previous version for each field is kept indefinitely. Earlier versions are kept for ten days.
To restore a previous version:
1. Click **Version History**.
2. Review the list of previous versions and when changes were made.
3. Select the configurations you want to restore.
4. Click **X backup(s)** to restore the selected versions.
## Related articles
- [Criteria setup](/docs/prioritization/setup/criteria/)
- [Templates](/docs/prioritization/setup/prioritization-templates/)
## Criterion Facilitators
*Learn how to assign facilitators to specific criteria. Criterion facilitators manage final scores for their criteria after team evaluation completes.*
URL: https://help.ducalis.io/docs/prioritization/setup/criterion-facilitators/
Assign a Facilitator to a specific criterion to manage its final score after team evaluation.
## Who can be a criterion facilitator?
Only Organization Users can be assigned as facilitators.
Ensure the restriction settings on who can change final scores are set to allow Facilitators only. Find this under [Sprint settings](/docs/sprint-planning/sprint-settings/).
## Criterion Facilitator vs Board Facilitator
Criterion facilitators differ from Board facilitators. Criterion facilitators can change final scores only for their assigned criteria. Board facilitators can change final scores for all criteria in the Board.
## Assigning a Facilitator to a Criterion
Add a facilitator to an existing criterion:
1. Open the criterion block.
2. Click **Add facilitator to the criteria**.
3. Choose the facilitator from the list of Organization Users.
### Assign facilitators to multiple criteria
Add Facilitators to multiple criteria at once under the [**Global criteria settings**](/docs/prioritization/setup/bulk-criteria-actions/) page:
1. Select the criteria you want to assign a facilitator.
2. Choose a facilitator from the list of Organization Users.
3. Click **Update** to save.
## Related articles
- [Sprint settings](/docs/sprint-planning/sprint-settings/)
- [Global criteria settings](/docs/prioritization/setup/bulk-criteria-actions/)
- [Users and teams](/docs/prioritization/setup/users-and-teams/)
## Duplicate criteria
*Duplicate existing criteria to reuse them in the same Board or copy them to other Boards. Duplicated criteria inherit all settings from the original.*
URL: https://help.ducalis.io/docs/prioritization/setup/how-to-duplicate-criteria/
Duplicate existing criteria to reuse them in the same Board or copy them to other Boards.
## Duplicate a criterion
1. Go to **Criteria** settings.
2. Open the criterion you want to copy.
3. Click **Duplicate**.
4. Configure the duplicated criterion's name, Estimators, description, and other parameters.
The duplicated criterion appears immediately and inherits all settings from the original.
## Related articles
- [Criteria](/docs/prioritization/setup/criteria/)
## Custom field criteria
*Learn how to use custom fields from connected task trackers or internal boards as prioritization criteria to evaluate and score issues in your backlog.*
URL: https://help.ducalis.io/docs/prioritization/setup/using-a-custom-field-as-criterion/
Use custom fields as criteria to prioritize issues in your backlog. You can add custom fields from connected task trackers or from Ducalis.
## Create a criterion from a custom field
1. Go to prioritization **Criteria** settings.
2. Click **+ Criterion**.
3. Enter the criterion name and click **+New [name of criterion]**.
4. Select **Custom Field** as the criterion type.
5. Choose the platform you want to use (connected task tracker or Ducalis).
6. Select the custom field you want to add as a criterion.
7. Choose the **Criterion type** (Value or Effort) and add a **description**, then click **Save Criterion**.
After creating the criterion, you can edit the criterion weight.
## Add custom field criteria to tables
By default, criteria created from custom fields don't appear in the **Evaluation** or **Backlog** tables.
To add them:
1. Open table **Columns settings**.
2. Select the criteria you want to display in the table.
Custom field criteria also appear in the Re-evaluation block. Team members with permission to edit Final Scores can modify values there.
## Related articles
- [Total score formulas](/docs/prioritization/setup/total-score-formula/)
- [Criteria](/docs/prioritization/setup/criteria/)
- [Evaluation](/docs/prioritization/issues/issues-evaluation/)
## Customer vote criterion
*Set up customer votes as a prioritization criterion to align your roadmap with user demand and ensure the most valuable features get built first.*
URL: https://help.ducalis.io/docs/prioritization/setup/using-customers-votes-as-a-criterion-in-prioritization/
Involving customer feedback in your prioritization helps ensure the most valuable features get built. Use customer votes as a criterion to quantify user demand and factor it into your priority rankings.
This article shows you how to set up votes as a prioritization criterion.
## Add votes as a criterion
1. Navigate to the Board where you want to add the criterion, or open the [Criteria Management](https://hi.ducalis.io/criteria) section.
2. On the Criteria settings page, click **+ Criterion**.
3. Enter the criterion name and click **+New [name]**.
4. Select **Custom Field** as the criterion type.
5. Configure the criterion:
- **Platform** – Select Ducalis.
- **Field** – Select **Votes**.
6. Choose the **Criterion type** (Value or Effort), add a **description**, and click **Save Criterion**.
7. Adjust the **criterion weight** if needed.
The criterion now reflects task importance based on the number of customer votes for each feature or request.
## How votes affect priority scores
Once you've scored all Issues with the Votes criterion, the Priority Score will reflect customer demand alongside your other criteria.
Use these scores to sort Issues and prioritize features based on customer feedback.
## Best practices
- **Collect votes consistently**: Gather feedback from your Voting Board, support requests, email, and chat to ensure vote counts are accurate.
- **Be transparent**: Share your prioritization process with customers to show that their votes influence product decisions.
By using customer votes as a criterion, you can align your roadmap with actual user needs and ensure high-demand features are prioritized.
## Related articles
- [Gather User Feedback](/docs/feedback-voting/public-ideas/creating-an-idea/)
- [Transparency with Release Notes](/guides/getting-started-releases/what-are-release-notes-2/)
## Preserve scores when moving Issues
*Learn how to preserve Criteria scores when copying or moving Issues between Boards by merging Criteria with matching names, scales, and Estimators.*
URL: https://help.ducalis.io/docs/prioritization/setup/keep-scores-when-copying-moving-issues-to-another-board/
When you [copy or move Issues between Boards](/docs/prioritization/issues/move-copy-issues-from-one-board-to-another/), you'll want to preserve their Criteria scores to avoid re-evaluating them.
## Requirements for preserving scores
For scores to transfer with Issues, the Criteria in both Boards must be merged in [Criteria Management](/docs/prioritization/setup/bulk-criteria-actions/). Each Criterion must have identical:
1. Name
2. Rating scale
3. Formula
4. Estimators
## How score transfer works
When you copy or move an Issue, you'll see which scores will transfer to the destination Board.
Only scores from merged Criteria (configured in [Criteria Management](https://hi.ducalis.io/criteria)) transfer to the new Board.
If you move the Issue back to the original Board, its scores are restored.
A copied Issue in the destination Board with its transferred scores:
## What if Estimators differ between Boards?
:::warning
Scores only transfer if the same Estimators are assigned to matching Criteria in both Boards. Any difference in Estimators results in lost scores.
:::
You can transfer Criteria between Boards on the [**Global Criteria Management page**](/docs/prioritization/setup/bulk-criteria-actions/), where you can copy multiple Criteria to another Board at once.
## Related articles
- [Move or copy Issues between Boards](/docs/prioritization/issues/move-copy-issues-from-one-board-to-another/)
- [Criteria Management](/docs/prioritization/setup/bulk-criteria-actions/)
## Ignore Criteria
*Exclude Criteria from Total score calculations while keeping them for team evaluation and Sync Back to your task tracker.*
URL: https://help.ducalis.io/docs/prioritization/setup/ignore-a-criterion-in-the-calculation-of-the-total-scores/
Set a Criterion to **Ignore** to exclude it from [Total score](/docs/prioritization/setup/total-score-formula/) calculations. Your team can still score Issues using this Criterion, but the scores won't affect priority rankings.
Use this when you want to collect team input on specific dimensions (like developer tier or technical complexity) without influencing the final prioritization results.
## Set a Criterion to Ignore
1. Go to **Criteria settings** and select the Criterion you want to exclude.
2. Click the **edit** icon.
3. Under **Criterion type**, select **Ignore**.
4. Click **Save**.
The Criterion now appears in your framework but doesn't affect Total scores.
## How ignored Criteria work
### Evaluation
Ignored Criteria appear during Evaluation alongside active Criteria. Your team can score Issues using ignored Criteria, but these scores don't contribute to the Total score calculation.
### Sync Back to task trackers
You can sync ignored Criterion scores back to custom fields in your task tracker. This lets you store additional context without affecting prioritization.
### Backlog
Add ignored Criteria to your Backlog table columns. The scores appear in the table without affecting Issue rankings.
### Matrix view
Ignored Criteria don't contribute to Value or Effort calculations on the Matrix. They also don't appear in the framework display on the Matrix page.
## Re-enable a Criterion
To include a previously ignored Criterion in Total score calculations:
1. Go to **Criteria settings** and edit the Criterion.
2. Change the **Criterion type** from **Ignore** to **Value** or **Effort**.
3. Click **Save**.
The Criterion now contributes to Total scores and appears in the Matrix.
## Related articles
- [Total score formula](/docs/prioritization/setup/total-score-formula/)
- [Sync Back to task trackers](/docs/integrations/)
## FAQs
*Answers to common questions about prioritization criteria, templates, role-based Effort, and scoring methods.*
URL: https://help.ducalis.io/docs/prioritization/setup/criteria-faq/
## Can I add my own criteria template?
You can't save a custom template to the template library, but you can build a fully custom framework from scratch. Create your own criteria in [Criteria settings](/docs/prioritization/setup/criteria/), or start from an existing template and modify it — add, edit, or delete any criteria after applying it.
## Why might a criterion not appear in Evaluation?
The most common reason is that you're not assigned as an Estimator for that criterion — only assigned Estimators see a criterion during evaluation. Open [Criteria settings](/docs/prioritization/setup/criteria/) and add yourself (or the relevant team member) as an Estimator for that criterion. If the criterion still doesn't appear, check that it isn't set to **Ignore** or **Unlinked** from the board.
## Can I use criteria from one board on another board?
Yes. [Duplicate a criterion](/docs/prioritization/setup/how-to-duplicate-criteria/) and copy it to another board — the copy inherits all configuration from the original. Alternatively, use [Global Criteria Management](/docs/prioritization/setup/bulk-criteria-actions/) to merge identical criteria across boards into a single global criterion. Once merged, scoring an issue on one board automatically applies that score to the same issue on all boards sharing that criterion.
## We'd like to split Effort by role. Is this supported?
There's no built-in role-based Effort splitting, but you can replicate this workflow with multiple Effort criteria. Create separate criteria — **Frontend Effort**, **Backend Effort**, and **Design Effort** — each typed as **Effort**, and assign the relevant team members as [Estimators](/docs/prioritization/setup/criterion-facilitators/) for each. The [Total Score formula](/docs/prioritization/setup/total-score-formula/) then combines all Effort criteria automatically when calculating priority rankings.
## How do I get my RICE score calculated?
RICE scores are calculated automatically — no manual calculation needed. Set up your board with **Reach**, **Impact**, **Confidence**, and **Effort** criteria, then select **Product Value ÷ Product Effort** as your [Total Score formula](/docs/prioritization/setup/total-score-formula/). As your team evaluates issues, the RICE score appears and updates in real time on the Backlog page.
See the [RICE framework guide](/frameworks/rice-framework-reach-impact-confidence-effort/) for the correct criteria and weights.
## Can I change the prioritization method if needed?
Yes, you can switch methods at any time. Apply a new [framework template](/docs/prioritization/setup/prioritization-templates/) to replace or add to your current criteria, or manually adjust criteria in [Criteria settings](/docs/prioritization/setup/criteria/). You can also update the [Total Score formula](/docs/prioritization/setup/total-score-formula/) independently — the change applies immediately to your backlog rankings.
## I want my colleagues to submit their scores, but I’m not sure how to give them access.
You just [have to add criteria](/docs/prioritization/setup/users-and-teams/#assign-criteria-to-users) to the user.
## Why can't I evaluate tasks? No evaluation section on the left
You need to [assign criteria to yourself](/docs/prioritization/setup/users-and-teams/#assign-criteria-to-users) if you are an admin. If you don’t have access to the Criteria settings, ask your admins to add you.
## Related articles
- [Criteria](/docs/prioritization/setup/criteria/)
- [Templates](/docs/prioritization/setup/prioritization-templates/)
- [Global criteria management](/docs/prioritization/setup/bulk-criteria-actions/)
- [Total Score formula](/docs/prioritization/setup/total-score-formula/)
- [Duplicate criteria](/docs/prioritization/setup/how-to-duplicate-criteria/)
## Required for scoring
*Learn how to mark a Criterion as Required for scoring to block Total Score calculation and Sync Back until that Criterion has been evaluated by your team.*
URL: https://help.ducalis.io/docs/prioritization/setup/required-for-evaluation/
Set a Criterion to **Required for scoring** to prevent the [Total Score](/docs/prioritization/setup/total-score-formula/) from being calculated until that Criterion is evaluated.
Without this setting, Ducalis calculates a Total Score from whatever scores exist — meaning a task can appear fully ranked even when a critical team member hasn't weighed in yet.
## How it works {#how-it-works}
Marking a Criterion as **Required for scoring** blocks the **Total Score** from being calculated until every required Criterion is evaluated. The system only waits for required Criteria — not all Criteria. Non-required Criteria that are missing evaluations do not block the Total Score.
```mermaid
flowchart TD
A[Issue has criteria] --> B{Any Required criteria?}
B -->|No| C[✅ Calculate Total Score from all evaluated criteria]
B -->|Yes| D{All Required criteria have evaluation?}
D -->|Yes| C
D -->|No| E[⛔ Total Score = empty Sync Back sends empty value]
classDef success fill:#28a745,stroke:#1e7e34,color:#fff
classDef danger fill:#dc3545,stroke:#bd2130,color:#fff
class C success
class E danger
```
Use this when certain tasks must always be reviewed by a specific team first and cannot move to discussion or development without their approval.
### What counts as an evaluation {#what-counts-as-evaluation}
A Required Criterion is satisfied when any of these sources provides a value:
- An estimator submitted a score.
- A non-empty Custom Field value exists (for Criteria linked to tracker fields).
- A Final Score was set manually.
Any single source is enough — the Required condition clears as soon as one exists.
```mermaid
flowchart TD
A[Required Criterion] --> B{Check evaluation sources}
B --> C{Estimator submitted score?}
C -->|Yes| Z[✅ Criterion satisfied]
C -->|No| D{Custom Field has value?}
D -->|Yes| Z
D -->|No| E{Final Score set manually?}
E -->|Yes| Z
E -->|No| F[⛔ Not evaluated Total Score blocked]
classDef success fill:#28a745,stroke:#1e7e34,color:#fff
classDef danger fill:#dc3545,stroke:#bd2130,color:#fff
class Z success
class F danger
```
**Example — Dev team capacity:**
Your team cannot create a sprint task list without the Dev team's evaluation. Set the Dev time Criterion as required for scoring, and the Total Score won't be calculated until the Dev team provides their score.
**Example — Legal review:**
Your legal team must review every task before it can be prioritized. Mark the Legal Risk Criterion as **Required for scoring** — no task receives a Total Score until the legal team provides their evaluation.
**Example — Architecture assessment:**
Even if all other Criteria are scored, without the architect's assessment the Total Score stays hidden — ensuring no task moves forward without technical review.
**Example — External dependency:**
Tasks that require third-party vendor input. Mark the Vendor Estimate Criterion as **Required for scoring** — ensuring no task gets prioritized before external costs are known.
## Setting up {#setting-up}
1. Go to **Criteria** settings.
2. Select an existing Criterion and edit it, or [create a new one](/docs/prioritization/setup/criteria/#create-a-criterion).
3. Mark the chosen Criterion as **Required for scoring**.
:::warning
The Required option is not available for Criteria with the type set to **Ignore**. If you need a Criterion to be required, first change its type from Ignore.
:::
```mermaid
flowchart LR
A[Criterion Type] --> B{Type = Ignore?}
B -->|Yes| C[Criterion excluded from Total Score]
C --> D[❌ Required toggle not available]
B -->|No| E[Criterion included in Total Score]
E --> F[✅ Required toggle available]
classDef success fill:#28a745,stroke:#1e7e34,color:#fff
classDef danger fill:#dc3545,stroke:#bd2130,color:#fff
class D danger
class F success
```
The Criterion now appears with an `*` icon in your framework, and the Total Score won't be calculated for issues until this Criterion has been evaluated.
## Bypass the block with Final Score {#bypass-with-final-score}
If you need the Total Score calculated urgently without waiting for evaluations, set the Final Score manually for the required Criterion. This satisfies the requirement and unblocks the Total Score calculation.
See: [Change Criteria Final Scores](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/#change-criteria-final-scores)
## How Required Criteria displays {#how-required-criteria-displays}
### Backlog {#backlog}
Required Criteria appear in the Backlog list with a special mark explaining why the issue has no Total Score.
### Matrix view {#matrix-view}
Required Criteria are also marked on the Matrix.
### Criteria Management {#criteria-management}
In global Criteria Management, you can also work with required Criteria:
- Sort Criteria by the required option.
- Mark multiple Criteria as required in bulk.
## Sync Back behavior {#sync-back}
When required Criteria block the Total Score, only the Total Score and its sync to your tracker are affected. Individual criterion scores that are not required still sync normally.
Once all required Criteria are evaluated, the Total Score is calculated from all available scores — even if some non-required Criteria haven't been evaluated yet. The system does not wait for every Criterion, only for every **required** Criterion.
### What syncs and what doesn't {#what-syncs}
| Scenario | Required Criteria | Non-required Criteria | Total Score | Sync Back |
|----------|------------------|-----------------------|-------------|-----------|
| All Criteria evaluated | All scored | All scored | Calculated (full) | Syncs Total Score |
| Required done, others partial | All scored | Some missing | Calculated from available | Syncs Total Score (partial) |
| Required incomplete | Some missing | Any state | Not calculated | Total Score not synced |
```mermaid
flowchart TD
A[Issue in board] --> B{Any Required criteria?}
B -->|No| C[Calculate Total Score from all available scores]
C --> D[✅ Sync Total Score to tracker]
B -->|Yes| E{All Required criteria evaluated?}
E -->|No| F[⛔ Total Score = empty Not synced to tracker]
F --> G[Individual non-required criterion scores still sync]
E -->|Yes| H{All other criteria evaluated?}
H -->|Yes| I[Calculate Total Score from all scores]
H -->|No| J[Calculate Total Score from available scores]
I --> D
J --> D
classDef success fill:#28a745,stroke:#1e7e34,color:#fff
classDef danger fill:#dc3545,stroke:#bd2130,color:#fff
classDef warning fill:#e0a800,stroke:#c69500,color:#fff
class D success
class F danger
class G warning
```
:::warning
If an issue previously had a Total Score synced to your tracker, and later a Required Criterion is enabled that removes the score (because that Criterion wasn't evaluated), the next sync overwrites the existing priority value with empty. This is expected behavior — Ducalis Sync Back always reflects the current state.
:::
```mermaid
sequenceDiagram
participant User
participant Ducalis
participant Task Tracker
Note over Ducalis,Task Tracker: Before: Issue has Total Score = 85
Task Tracker->>Task Tracker: Priority field = 85
User->>Ducalis: Enable Required on "Legal Review" criterion
Ducalis->>Ducalis: Recalculate all issues
alt Legal Review has evaluation
Ducalis->>Ducalis: Total Score = 85 ✅
Ducalis->>Task Tracker: Sync: Priority = 85
else Legal Review is empty
Ducalis->>Ducalis: Total Score = empty ⛔
Ducalis->>Task Tracker: Sync: Priority = empty
Note over Task Tracker: Previous value 85 is overwritten!
end
```
## Custom Field criteria {#custom-field-criteria}
If a Criterion uses a Custom Field from your tracker as its data source and is marked **Required for scoring**, an empty field value in the tracker means no evaluation exists. The Total Score won't calculate until the field is filled in your tracker.
```mermaid
flowchart TD
A[Criterion uses Tracker Custom Field] --> B{Field marked as Required?}
B -->|No| C[Normal behavior: empty = 0 in formula]
B -->|Yes| D{Custom Field value in tracker?}
D -->|Has value| E[✅ Criterion satisfied Value used in calculation]
D -->|Empty| F[⛔ Not evaluated Total Score blocked]
G[User fills field in tracker] --> H[Sync pulls new value]
H --> E
F -.->|Solution| G
classDef success fill:#28a745,stroke:#1e7e34,color:#fff
classDef danger fill:#dc3545,stroke:#bd2130,color:#fff
class E success
class F danger
```
See: [Using a Custom Field as a Criterion](/docs/prioritization/setup/using-a-custom-field-as-criterion/)
## Related articles {#related-articles}
- [Total score formula](/docs/prioritization/setup/total-score-formula/)
- [Criteria](/docs/prioritization/setup/criteria/)
- [Ignore a Criterion in the calculation of Total Scores](/docs/prioritization/setup/ignore-a-criterion-in-the-calculation-of-the-total-scores/)
- [Using a Custom Field as a Criterion](/docs/prioritization/setup/using-a-custom-field-as-criterion/)
- [Change Criteria Final Scores](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/#change-criteria-final-scores)
- [Sync Back to task trackers](/docs/integrations/)
## Boards
*Manage board settings, privacy, sharing, and sync data back to your task tracker with Ducalis*
URL: https://help.ducalis.io/docs/prioritization/boards/
Manage your prioritization boards, control access, and sync priority data back to your task tracker.
### Manage boards
- [**Table view columns**](/docs/prioritization/boards/customizing-columns-in-table-view/) — Show only the columns your team needs for prioritization
- [**Duplicating**](/docs/prioritization/boards/duplicating-boards/) — Copy boards to experiment with different configurations or create multiple projects quickly
- [**Privacy**](/docs/prioritization/boards/public-and-private-boards/) — Restrict board visibility to specific team members or make visible to your organization
- [**Sharing**](/docs/prioritization/boards/share-priority-board/) — Share board links so others can view priorities or collaborate based on their role
- [**Trash**](/docs/prioritization/boards/trash-for-deleted-boards/) — Recover deleted boards within 30 days before permanent deletion
### Sync data back
- [**Exporting**](/docs/prioritization/boards/exporting/) — Choose how to send priority data to your task tracker or export as CSV
- [**Field mapping**](/docs/prioritization/boards/field-mapping/) — Map priority scores and criteria values to custom fields for Sync Back
- [**Delete integration**](/docs/prioritization/boards/removing-a-task-tracker-integration/) — Remove the connection between your board and task tracker
## Table view columns
*Learn how to customize which columns appear in your table view and arrange their order for better visibility and prioritization workflows.*
URL: https://help.ducalis.io/docs/prioritization/boards/customizing-columns-in-table-view/
Customize which columns appear in your table view to show only the information your team needs for prioritization. You can hide, show, and reorder columns to match your workflow.
**Available on these pages:**
- [Backlog page](/docs/prioritization/results/top-priorities-page-features/)
- [Evaluation page](/docs/prioritization/issues/issues-evaluation/)
- [Alignment page](/docs/prioritization/results/alignment/)
:::info
Only Admins can manage columns. Column settings apply per board and affect all Members viewing that board.
:::
## Hide or show columns
1. Click the **table icon** in the top-right corner of the page.
2. From the dropdown list, toggle columns on or off:
- **Off** - Hide the column
- **On** - Show the column
## Reorder columns
1. Click the **table icon** in the top-right corner of the page.
2. Click and drag a column name up or down to move it left or right in the table.
## Related articles
- [Top Backlog page features](/docs/prioritization/results/top-priorities-page-features/)
- [Issues evaluation](/docs/prioritization/issues/issues-evaluation/)
- [Alignment](/docs/prioritization/results/alignment/)
## Duplicating
*Duplicate boards to experiment with different configurations or create multiple prioritization boards quickly for different projects and teams.*
URL: https://help.ducalis.io/docs/prioritization/boards/duplicating-boards/
Duplicate boards to experiment with different configurations (evaluation criteria, formulas) or create multiple boards quickly for different projects.
## Duplicate a board
1. On your Dashboard, hover over the board you want to duplicate.
2. Click the **three-dot** icon.
3. Select what you want to duplicate from the board.
## What you can duplicate
### Board name
Copy the board name or enter a new one.
### Issues
Choose which Issues to copy:
- All Issues on the board
- Issues imported from your task tracker
- Issues created in Ducalis
### Sprint Planning settings
Copy Sprint Planning configuration.
### Filters and columns
Copy Filters and Columns display settings.
### Evaluation settings
Choose what to copy:
- Evaluation Criteria, Teams, and Users
- Evaluation scores
- Board and Criteria Facilitators
### Voting Board
Copy the Voting Board and its data:
- Public Ideas with votes and comments
- Voting Board name (or enter a new one)
## Complete duplication
1. Review your selected options.
2. Click **Duplicate board**.
Your new board appears in the Dashboard with all the data you selected.
## Related articles
- [Table view columns](/docs/prioritization/boards/customizing-columns-in-table-view/)
- [Privacy settings](/docs/prioritization/boards/public-and-private-boards/)
## Privacy
*Control who can see and access your boards by setting them as public or private. Private boards restrict visibility to board members only.*
URL: https://help.ducalis.io/docs/prioritization/boards/public-and-private-boards/
Control who can see and access your boards by setting them as public or private. Private boards restrict visibility to specific team members, while public boards are visible to everyone in your Ducalis account.
## Public boards
Public boards are visible to all Organization Users:
- All users see the board on the Dashboard
- Members who aren't on the board can view Backlog and Matrix but can't evaluate or configure settings
- Admins who aren't on the board see everything and can make changes
## Private boards
Private boards restrict access to specific members:
- Display with a lock icon on the Dashboard
- Only board users see the board on the Dashboard and can access it
- Admins see private boards on the Dashboard but can't access them
- Other Organization Users don't see private boards at all
## Make a board private
All newly created boards are public by default. To make a board private:
1. Click the lock icon in the left sidebar.
2. The Board Users settings page opens.
3. In the Board Privacy section, toggle **Private board** on.
4. Click **OK** to confirm.
The board is now private. Only users in the Board Users list below can access the board. To grant access to other users, add them to the board. Learn more in [Users and criteria](/docs/prioritization/setup/users-and-teams/).
## Related articles
- [Users and criteria](/docs/prioritization/setup/users-and-teams/)
- [Sharing boards](/docs/prioritization/boards/share-priority-board/)
## Sharing
*Share your Board with a link to let others view priorities or collaborate with full permissions based on their role.*
URL: https://help.ducalis.io/docs/prioritization/boards/share-priority-board/
Share your Board with a public link to let others view priorities or collaborate based on their role.
## How sharing works
Access permissions depend on the recipient's relationship to your Board:
**Board users** – Have full access to the Board. Permissions depend on their [role](/docs/platform/organization/users-roles/).
**Organization users (not on the Board)** – Can view Backlog, Matrix, and Gantt chart pages only.
**External users (outside your Organization)** – Can view Backlog, Matrix, and Gantt chart pages. Cannot see other Boards in your Organization.
## Share a Board
1. Click **Share** in the Board header.
2. Toggle **Enable sharing** to on.
3. Click **Copy** to copy the link.
The link is now ready to share. Anyone with the link can access the Board based on their permissions.
## Related articles
- [User roles and permissions](/docs/platform/organization/users-roles/)
- [Top Priority page](/docs/prioritization/results/top-priorities-page-features/)
- [Matrix page](/docs/prioritization/results/matrix-page-features/)
## Exporting
*Export prioritization data to your task tracker via Sync Back, push issues directly, or export Voters as CSV files for external use.*
URL: https://help.ducalis.io/docs/prioritization/boards/exporting/
Ducalis offers three ways to export data: sync scores and criteria back, push issues directly to your tracker, or export voter lists as CSV files.
```mermaid
flowchart LR
D[Ducalis] -->|Sync Back| T[Task Tracker]
D -->|Push Issues| T
D -->|Export CSV| F[File]
```
## Export methods
### Sync Back to task tracker
Sync Back automatically sends prioritization data from Ducalis to custom fields in your task tracker. This includes scores, criteria values, priority rankings, and alignment metrics.
**Supported trackers:** [Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-with-jira/), [Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/), [Asana](/docs/integrations/asana/two-way-sync-with-asana/), [ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/), [Trello](/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/), [YouTrack](/docs/integrations/youtrack/2-way-sync-with-youtrack/), [GitHub](/docs/integrations/github/back-sync-with-github/).
**How it works:**
1. Click **Settings** to open Backlog Management configuration.
2. Open your Board's Sync settings by clicking **Sync**.
3. Enable **Sync Back** and select which data fields to export.
4. Set your sync schedule or use instant sync on demand.
**What syncs:** Score values, score status, criteria data, priority rank, alignment links, ideas votes.
**Learn more:** [2-way sync overview](/guides/getting-started-prioritization/two-way-sync-overview/)
### Push issues to tracker
Push issues creates new items in your task tracker directly from Ducalis. Use this to add Issues from prioritization Boards or Ideas from Voting Boards to your tracker backlog without switching tools.
**Requirements:** Board must be connected to a task tracker.
**Supported trackers:** [Jira Cloud](/docs/integrations/jira-cloud/push-to-jira/), [Jira Server](/docs/integrations/jira-server/push-to-jira-server/), [Asana](/docs/integrations/asana/push-to-asana/), [ClickUp](/docs/integrations/clickup/push-to-clickup/), [Linear](/docs/integrations/linear/push-to-linear/), [Trello](/docs/integrations/trello/push-to-trello/), [YouTrack](/docs/integrations/youtrack/push-to-youtrack/), [GitHub](/docs/integrations/github/push-to-github/), [Kaiten](/docs/integrations/kaiten/push-to-kaiten/).
### Export Voters to CSV
Export Voter data from Voting Boards as CSV files for analysis or import into other systems. The export includes Voter names, emails, company associations, subscription sources, and changelog subscription status.
**What's exported:** Voter name, email, company, created source, release notes subscription status
**Learn more:** [Import and export Voters](/docs/feedback-voting/sdk/import-export-list-of-unsubscribed-users-for-voting-boards/)
## Related articles
- [2-way sync overview](/guides/getting-started-prioritization/two-way-sync-overview/)
- [Field mapping for Sync Back](/docs/prioritization/boards/field-mapping)
- [Removing a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration)
- [Back sync with Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
## Delete integration
*Delete an integration between a board and your task tracker. Imported issues will be removed, but boards and criteria settings are preserved.*
URL: https://help.ducalis.io/docs/prioritization/boards/removing-a-task-tracker-integration/
Delete the integration between a Ducalis board and your task tracker when you no longer need the connection. This removes imported issues but preserves your boards and criteria settings.
## Delete an integration
1. On your dashboard, find **Integrations** on the left-side menu.
2. Under the tracker name, find all **Instances** of the current task tracker that you integrated with your Ducalis prioritization boards.
3. Find the instance you want to delete and click the **trash** icon next to its name.
4. Type **DELETE** in the text field, then click **Erase**.
The instance disconnects from all boards it was connected to. Issues imported from the task tracker are removed.
:::info What's preserved
All Ducalis issues and criteria settings remain unchanged. You can continue using the boards or reconnect them with the same tracker or a different one.
:::
Other instances from the same task tracker remain unaffected.
## Related articles
- [2-way sync with Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
- [Field mapping](/docs/prioritization/boards/field-mapping/)
- [Exporting data](/docs/prioritization/boards/exporting/)
## Trash
*Learn how to find and restore deleted boards from Trash. Deleted boards stay available for 30 days before permanent deletion. Only Admins can restore.*
URL: https://help.ducalis.io/docs/prioritization/boards/trash-for-deleted-boards/
Deleted boards move to **Trash**, where you can find and restore them within 30 days before permanent deletion.
:::warning
Only Admins can delete or restore boards.
:::
## Delete a board
1. Hover over the board you want to delete.
2. Click the **three dots**.
3. Select **Move to trash**.
4. Click **Remove** to confirm.
## Find deleted boards
All deleted boards stay in Trash for 30 days before permanent deletion.
From your Dashboard, click **Trash** in the left sidebar.
Each board shows the date until which you can restore it.
## Restore a board
When you restore a board, all data and settings return: Issues, teams, Users, Criteria, board formula, and prioritization habits.
1. In Trash, click **Restore** on the board you want to recover.
2. Click **OK** to confirm.
The board returns to your Dashboard with all its original content.
## Related articles
- [Duplicating boards](/docs/prioritization/boards/duplicating-boards/)
- [Privacy settings](/docs/prioritization/boards/public-and-private-boards/)
## Field mapping
*Map priority scores and criteria values to custom fields in Jira Cloud, Jira Server, or ClickUp. Set up Sync Back to keep your task tracker updated.*
URL: https://help.ducalis.io/docs/prioritization/boards/field-mapping/
Map Ducalis fields to your task tracker's custom fields to sync priority scores and criteria values back to Jira Cloud, Jira Server, or ClickUp.
You have two options for setting up fields:
- Create new custom fields in your task tracker
- Map to existing custom fields in your task tracker
If your tracker already has many custom fields, mapping to existing fields lets you reuse them instead of creating duplicates.
## Map fields
1. In Ducalis, open **Settings**.
2. Scroll down to **Sync Back fields**.
3. Review the default field mappings. Delete any you don't need.
4. To add a field, click **Add field** and select the Ducalis field you want to sync.
5. Click the **Tracker field** dropdown and select the corresponding field in your task tracker.
6. Click **Save**.
After mapping your fields, activate Sync Back and set up the sync schedule.
## Related articles
- [2-way sync with ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/)
- [2-way sync with Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/)
- [2-way sync with Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation/)
- [Use existing fields for Sync Back](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/)
- [Exporting data](/docs/prioritization/boards/exporting/)
## Issue Properties & Evaluation
*Explore issue management in Ducalis: create, import, customize, and evaluate issues with team scoring, questions, and priority rankings.*
URL: https://help.ducalis.io/docs/prioritization/issues/
Manage and evaluate issues to build a prioritized backlog with team consensus and data-driven rankings.
### Create and import
- [**Create manually**](/docs/prioritization/issues/creating-issues/) — Add issues directly without task tracker integration
- [**CSV import**](/docs/prioritization/issues/importing-issues-from-a-csv-file/) — Import bulk issues from spreadsheets for quick setup
- [**Task tracker import**](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/) — Sync issues from Jira, Linear, or other trackers
### Customize properties
- [**Issue types**](/docs/prioritization/issues/issue-types/) — Distinguish work types to structure your process
- [**Statuses**](/docs/prioritization/issues/issue-statuses/) — Track progress from To Do through Done
- [**Description templates**](/docs/prioritization/issues/issue-description-template/) — Standardize documentation with reusable templates
- [**Custom fields**](/docs/prioritization/issues/create-and-add-custom-fields/) — Add text, dates, selectors, and other data fields
### Organize and track
- [**Move/copy issues**](/docs/prioritization/issues/move-copy-issues-from-one-board-to-another/) — Transfer issues between boards without recreating
- [**Watching**](/docs/prioritization/issues/issue-watching/) — Get notifications for updates on any issue
- [**Dependencies**](/docs/prioritization/issues/issue-dependencies/) — Link blockers to identify dependencies
### Evaluate issues
- [**Evaluation**](/docs/prioritization/issues/issues-evaluation/) — Score issues against criteria to calculate priority rankings
- [**Questions and comments**](/docs/prioritization/issues/questions-and-comments/) — Ask clarifying questions to improve scoring accuracy
- [**Focus mode**](/docs/prioritization/issues/focus-mode/) — Evaluate one issue at a time with keyboard shortcuts
- [**Skipping issues**](/docs/prioritization/issues/skipping-issues-during-evaluation/) — Skip issues and return to them later
- [**Reset scores**](/docs/prioritization/issues/resetting-evaluation-scores/) — Trigger re-evaluation after resolving team disagreements
- [**Hotkeys and Fast Input**](/docs/prioritization/issues/hotkeys-and-fast-input/) — Speed up navigation and scoring with keyboard shortcuts
### Troubleshooting
- [**Media files not loading**](/docs/prioritization/issues/media-files-in-issue-cards-not-loading/) — Enable third-party cookies to display imported images and videos
## Create manually
*Learn how to create Issues manually in prioritization boards without task tracker integrations. Add details, descriptions, labels, and attachments to Issues.*
URL: https://help.ducalis.io/docs/prioritization/issues/creating-issues/
Create Issues directly in Ducalis without task tracker integrations. This method lets you use Ducalis as a standalone tool, or create Issues you can later [send to your task tracker](/tags/push-to-tracker/) after prioritization.
## Create an Issue
You can create Issues in three ways:
1. Click the **Add issue** button in the top-right corner.
2. Or click **+ New Issue** in the table for in-line creation.
3. Press `Alt/Opt + N` on your keyboard.
When the new row appears, fill in the details directly in the table:
- **Name** – Give your Issue a clear, descriptive name
- **Issue type** – Categorize the Issue (feature, bug, task, etc.)
- **Assignee** – Assign the person responsible for this Issue
- **Status** – Set the progress status (create new statuses or change colors)
- **Reporter** – The person who creates the Issue is automatically added
To show or hide columns, click the **table icon** to [customize the table view](/docs/prioritization/boards/customizing-columns-in-table-view/).
## Add description and attachments
Open the Issue card to add descriptions, attachments, and labels. Click **Details** to open the card.
- **Description** – Add context to help your team understand the Issue better
- **Attachments** – Drag and drop or copy-paste files into the description field
- **Label** – Assign existing labels or create new ones
:::info
Changes save automatically. There's no save button.
:::
## Delete an Issue
1. Open the Issue card.
2. Click **Remove**.
3. Confirm deletion by clicking **Delete**.
## What's next
After creating Issues, add your teammates to the Board so you can collaboratively evaluate your backlog.
Learn more about [Board users and teams](/docs/prioritization/setup/users-and-teams/).
If you have questions, contact us in the chat in the bottom right corner.
## Issue Types
*How to assign issue types and how they help productivity.*
URL: https://help.ducalis.io/docs/prioritization/issues/issue-types/
Issue types distinguish different types of work in unique ways and help you identify and report on your team’s work. They can help your team build a more structured working process.
Types can be customized down to the Board level.
## Creating Issue Types
Admins can add or edit types in new and existing boards.
**To create a new issue type:**
1. In the table, under the **Type** column, click on the default issue type “**Task**”.
3. Type the value in the text field.
5. Hit **enter/create**.
4. You can also **create an issue type in the issue card**.
## Customizing Issue Types
You can do this right on the table or on the issue card. Click the ellipses **…** next to the issue type that you’d like to edit. The editing options you have are:
1. **Renaming** the issue type.
3. **Removing** the issue type.
5. **Changing the color code** for an issue type.
4. If you decide to remove an issue type that is assigned to some issues, we'll ask you to choose another existing issue type to assign your issues with the issue type that you want to remove.
## Default Issue Type: “Task”
By default, the issue type you will find when you create a new board/ issue is “**Task**”. You delete or edit it:
1. Click the **ellipses …** next to the issue to start editing it.
3. Edit the name.
5. Remove the issue type
7. Change the color.
## Statuses
*Learn how to create and customize issue statuses to visualize progress from To Do through In Progress to Done.*
URL: https://help.ducalis.io/docs/prioritization/issues/issue-statuses/
Statuses help you visualize the progress of your Issues as you work on them.
You can customize statuses at the Board level. Every Board includes two default statuses that can't be deleted: "To do" and "Done". You can rename these defaults and add as many custom statuses as needed.
## Create statuses
Admins can add or edit statuses in new and existing Boards.
**Create a status from the table:**
1. Under the **Status** column, click the default status "**To do**".
2. Type the status name in the text field.
3. Press **Enter** to create the status.
**Create a status from the issue card:**
1. Open an Issue card.
2. Click the **Status** field.
3. Type the status name and press **Enter**.
## Customize statuses
You can rename, change a color, or remove statuses directly from the table or issue card.
1. Click the ellipsis **…** next to the status.
2. Choose an option:
- **Rename** – Change the status name
- **Color** – Select a color that represents the status (e.g., green for Done)
- **Remove** – Delete the status
3. If you remove a status assigned to Issues, you'll be asked to choose a replacement status for those Issues.
## Find completed Issues
Create a filter with **Status = Done** to view all completed Issues.
You can edit the description, change the status, labels, assignee, and reporter for completed Issues.
:::info
Done Issues don't currently have score history.
:::
## Default statuses
Every new Board includes two default statuses: "**To do**" and "**Done**". These statuses mark the beginning and end of your workflow and can't be deleted.
You can customize the default statuses:
1. Click the ellipsis **…** next to "To do" or "Done".
2. Edit the name or change the color.
3. Press **Enter** to save.
## Related articles
- [Create Issues manually](/docs/prioritization/issues/creating-issues/)
- [Issue types](/docs/prioritization/issues/issue-types/)
- [Customize table columns](/docs/prioritization/boards/customizing-columns-in-table-view/)
## Description template
*Learn how to use and customize Issue description templates to standardize documentation and save time across your team.*
URL: https://help.ducalis.io/docs/prioritization/issues/issue-description-template/
Issue description templates help you standardize Issue documentation across your team. Use templates to ensure every Issue includes the right details from the start.
## Use the template
1. Click **Add Issue**.
2. Fill in the pre-defined template fields (Problem, Solution, Comments).
3. Add all critical details: steps, expected outcomes, and relevant files.
## Customize templates
Templates adapt to different Board types—bugs need different details than features.
### Access template settings
Navigate to template settings from either location:
- **Add Issue** dialog
- **Automation settings** > **AI Writer**
### Edit the template
1. Select the template you want to modify.
2. Change the text to match your team's workflow.
For example, a bug Board might need fields like "Steps to reproduce" and "Expected vs actual behavior."
## Template best practices
- **Create Board-specific templates** — Different Boards need different fields (bugs, features, tasks)
- **Keep prompts clear** — Guide users to provide the right information
- **Use consistent language** — Maintain the same terminology across all templates
- **Review regularly** — Update templates when your workflow changes
- **Get team input** — Ask your team what fields they need
Templates save time and ensure every Issue starts with the information your team needs to evaluate and implement it.
## CSV import
*Learn how to import issues from CSV files to prioritize work without integrating your task tracker directly with Ducalis.*
URL: https://help.ducalis.io/docs/prioritization/issues/importing-issues-from-a-csv-file/
Import issues from a CSV file to get bulk data into Ducalis for prioritization without integrating your task tracker.
You can get issues into Ducalis three ways:
- [Integrate a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
- [Create issues manually](/docs/prioritization/issues/creating-issues/)
- Import from a CSV file (this article)
## Export issues from your tracker
1. Prepare your data in CSV format by doing one of the following:
- Export data from your task tracker as CSV
- Download a Google Sheets spreadsheet as CSV (comma-separated values)
- Convert XLS(X) files to CSV
### Importable fields
You can import these fields:
- Name
- Description
- Type
- Status
- Assignee
- Reporter
## Import the CSV file
1. Click **Connect** in the bottom-left corner of your Board.
2. Go to **Import/Export** → **Backlog and Evaluation**.
3. Click the upload field or drag and drop your CSV file.
4. If your file uses a different delimiter, select the correct separator type to adjust the table view.
5. Map CSV columns to Ducalis fields.
6. Add unmapped columns to the **Description** field if needed. Selected rows appear green.
7. Click **Preview** to see how your imported data will appear.
8. Click **Complete Import** if everything looks correct.
9. View your imported issues in the **Backlog** or start evaluating them in **Evaluation**.
## Related articles
- [Integrate a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
- [Create issues manually](/docs/prioritization/issues/creating-issues/)
- [Export issues](/docs/prioritization/boards/exporting/)
## Importing from a Task Tracker
*How to integrate a task tracker and import issues in Ducalis for prioritization.*
URL: https://help.ducalis.io/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/
There are 3 ways to add issues into a board:
- [Importing issues from an integrated corporate task tracker.](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/#importing-issues-from-the-integrated-task-tracker)
- [Import issues from a CSV file](/docs/prioritization/issues/importing-issues-from-a-csv-file/)
- [Create issues in Ducalis](/docs/prioritization/issues/creating-issues/)
Task tracker integration offers **a very fast and secure way to import issues from your task tracker for prioritization**. This helps you to create a seamless workflow continuity as:
- Every issue you create in your task tracker will be added to Ducalis in real-time
- Any updates you make to the issues in your tracker will be added to Ducalis in real-time.
- You can easily sync your prioritization results back to your tracker.
You must be an Admin in Ducalis to be able to integrate a task tracker and import issues from it.
## Integrating a Task Tracker
In the board, hover your mouse over to the bottom left corner and click **Connect** to access the Sync settings.
Under **Sync**, click **Connect Issue Tracker**.
3. **Choose the source** of your issues – the task tracker you want to integrate and import issues from.
4. Click 🔌 **Connect \[task tracker\]** to continue.
5. Authorize your Ducalis to access issues in your task tracker. Authorization is different for each tracker. You can see the detailed instructions for integrating each tracker here:
- [Jira Cloud](/docs/integrations/jira-cloud/issues-import/).
- [Jira Server](/docs/integrations/jira-server/issues-import/).
- [Asana](/docs/integrations/asana/integrating-asana/).
- [Trello](/docs/integrations/trello/integration/).
- [YouTrack](/docs/integrations/youtrack/youtrack-issue-import/).
- [ClickUp](/docs/integrations/clickup/integrating-clickup/).
- [Kaiten](/docs/integrations/kaiten/connect-kaiten-and-import-issues/).
- [Linear](/docs/integrations/linear/integrating-linear/).
- [GitHub](/docs/integrations/github/integrating-github-organization/).
## Importing issues {#importing-issues-from-the-integrated-task-tracker}
After connecting your tracker, proceed to import your issues.
1. **Choose the** **instance**. If you don’t have any instances connected, or you want to connect a new one, click on **Add new instance**.
2. You will be redirected to your tracker’s site to **authorize** Ducalis to access your tracker.
3. To proceed, click on **Import from \[Instance\].**
4. **Apply filters** to choose a set of issues you want to import from your task track for prioritization. You can use:
1. Ducalis filters
3. Filters provided by your task tracker.
5. When you have selected the filters, check the **preview** to see if all the issues you want to import are there, and click **Start Import** to finish the import.
6. A board with Issues imported from Jira Cloud. They are **indicated with a Jira icon**.
7. The name of the tracker where the issues are imported from is shown in the bottom left corner of the board. You can click on it to:
8. Access more set-ups like **2-way sync**.
9. or to change your filter settings to add or remove issues from the board.
Any new issues you add to the task tracker you connected, which fall under the filters you applied when you import issues to a board will be automatically added to that board in real-time.
## What's Next?
After Integrating a task tracker with Ducalis, and importing issues for priorities, you can go ahead and enable **Back sync** so that your prioritization results are synced back to your task tracker.
Learn more about how to enable [Back sync](/guides/getting-started-prioritization/two-way-sync-overview/).
## Custom Fields
*Create custom fields to organize data with unique categorizations. Add text, dates, selectors, and more to issue cards and voting board ideas.*
URL: https://help.ducalis.io/docs/prioritization/issues/create-and-add-custom-fields/
Learn how to create and manage custom fields to tailor your data organization in Ducalis across various sections of the app.
Custom fields enable you to **organize data based on unique categorizations** that are not available in Ducalis' default settings, offering **flexibility in how you manage your information** across various sections of the app.
Custom fields you create will be reflected on [Backlog Issues](/docs/prioritization/issues/creating-issues/) and [Voting board Ideas.](/docs/feedback-voting/public-ideas/creating-an-idea/)
Once you create a field, it will appear on both the idea card and the issue card.
## Accessing Custom Fields
To access and manage your custom fields, navigate to **[Settings](https://ducalis.io/?dialog=/settings/workspace)** \> **[Custom Fields](https://ducalis.io/?dialog=/settings/custom-fields)**.
**Note**: only admins can access these settings.
Here, you can see how many custom fields you’ve used and create new ones.
## Creating a Custom Field {#creating-a-custom-field}
#### 1\. Click Add Custom Field
#### 2\. Choose a Type:
- Text Short – A one-line string of text for brief summaries.
- Text Long – Paragraph-length text for detailed info.
- Date – Provides a calendar picker for dates.
- Date Range – Period of time by week, month, quarter, half-year, year and custom.
- User – Allows to choose user by email.
- Multiple Users – Allows to choose several users by their emails.
- Single-Selector – Create a dropdown with a list where you can select only one option.
- Multiple Selector – Create a dropdown allowing multiple selections.
- Number – A numerical value like "123".
#### 3\. Give it a name and description
When creating a custom field, remember to include **a name that identifies its purpose** and briefly **explain what it represents** (the description will appear in the app when you hover over the field name).
#### 4\. Choose where to allow filling in the field (only for Voting Boards)
1\. You can choose whether your external users **can fill** this field while creating a new idea.
How it looks for an external voter:
2\. Leave it empty if this is an internal-only field; it won’t be available for external voters to fill, but it will still be shown to them.
## Options for Selector Fields
While creating fields with **Select**, you can add options to them — these are called field options.
## Displaying on Issue Card and Idea Card
After creating a custom field it will reflected on Ducalis Issue Card and Idea Card.
- Displaying on Ducalis Issue Card.
- Displaying on an Idea Card.
- The finished public view for voters and visitors:
## Displaying Custom Fields on Voting board Kanban view
To make custom fields visible on idea cards, you need to turn them on.
1\. Go to Voting board. Click on columns icon.
2\. Choose the custom fields you want to be reflected in the public Voting board kanban view.
Your Voting board visitors will be able to see them as well.
Reordering the custom fields in columns settings will determine how they appear across the Voting Board.
## Editing and Deleting Existing Custom Fields
To edit or delete custom fields, go to **Settings** \> **[Custom Fields](https://ducalis.io/?dialog=/settings/custom-fields)**.
1\. Select the field you want to modify, and make your changes. You can change Name and Description. Click Update Field.
2\. To delete a field, click the Delete Field to the right and confirm your choice.
## Move/Copy Issues
*How to copy/move issues/ideas from between boards.*
URL: https://help.ducalis.io/docs/prioritization/issues/move-copy-issues-from-one-board-to-another/
Move or copy issues from one board to another with a few clicks. Avoid creating the issue again in the new board. Save tons of time and hop on to tasks that need your time.
## Moving/ Copying Issues
Open the issue card of the issue you want to copy or move.
You can only move/copy issues created in Ducalis, not issues from task trackers.
Click the ellipsis button in the top right corner of the card to open a dropdown menu.
### Copying Issues
1. From the dropdown list, choose **Copy issue to another board**. Or use the keyboard shortcut **C**.
2. A window will pop up. Select the board you want to copy the issues to. You can copy an issue into the current board, which duplicates the issue.
After selecting the board, you will get a run-down of what will happen when you copy the issue to the selected board.
If you agree, can go on and click **Copy Issue**.
### Moving Issues
1. From the dropdown list, select **Move issue to another board**. Or use the keyboard shortcut **M**.
2. A window will pop up. Select the board you want to move the issues to.
After selecting the board, you will get a run-down of what will happen when you move the issue to the selected board.
If you agree, can go on and click **Move Issue**.
## Things to Note
### 1\. Status and Type
They will be mapped with a status or type of the same name in the recipient board.
If a status or type of the same name is not available in the recipient board, then the issue will be given the default status or type in the recipient board.
### 2\. Labels
Labels on the issue you are copying that are also found in the recipient board will be copied/moved together with the issue. The ones that are not on the recipient board will not be copied/moved.
### 3\. Linked Public Ideas
When copying an issue, the public ideas linked with the issue will be disconnected.
When moving an issue to another board, you have the option to keep the connection with the connected public idea or unlink it.
### 4\. Scores
Only scores of the merged criteria will be copied/moved together with the issues. Read more [here](/docs/prioritization/setup/keep-scores-when-copying-moving-issues-to-another-board/).
## Watching
*Learn how to watch issues and receive notifications for updates, comments, and status changes on any issue you're interested in.*
URL: https://help.ducalis.io/docs/prioritization/issues/issue-watching/
Watch issues to receive notifications for updates, comments, and status changes—even if you're not assigned to them. Stay informed about any issue activity that matters to you.
## Watch an issue
1. Open the issue card.
2. Press **W**, or click the ellipsis (**...**) and select **Start Watch**.
## Stop watching an issue
1. Open the issue card you're watching.
2. Press **W**, or scroll to **Watchers** at the bottom of the card and click **Stop Watching**.
## Automatic watchers
You automatically become a watcher when you:
- Create the issue
- Are assigned as the assignee or reporter
- Comment on or add a question (mentioned users also become watchers)
- Join a question thread
## Manage watchers
Anyone on the Board (Owners, Admins, Members) can add or remove watchers.
1. Scroll to **Watchers** at the bottom of the issue card.
2. Find the user in the list and add or remove them as a watcher.
## Configure notifications
Customize which watcher notifications you receive in **My Notifications** → **Prioritization Notifications** → **Issue Watcher**.
### Set up notification channels
1. Choose and connect the channels where you want to receive notifications (email, Slack, etc.).
2. Choose whether to receive notifications from all Boards (toggle on) or select specific Boards.
### Email notification example
Here's what a watcher notification looks like in email:
## Related articles
- [Questions and comments](/docs/prioritization/issues/questions-and-comments/)
- [How to add issues to a prioritization board](/guides/getting-started-prioritization/how-to-add-issues-to-a-prioritization-board/)
## Dependencies
*Learn how to create dependencies between issues to identify blockers, track relationships, and prioritize work that unblocks other tasks.*
URL: https://help.ducalis.io/docs/prioritization/issues/issue-dependencies/
Link issues that depend on each other to identify blockers and plan your roadmap more effectively.
You can create three types of dependencies:
- **Blocks** — Issue prevents other issues from progressing
- **Blocked by** — Issue can't progress until another issue is completed
- **Related** — Issues share goals or context
## Blocks
Mark an issue as blocking other issues when it prevents them from progressing. Blocked issues can't move forward until the blocking issue is completed.
1. Open the issue card.
2. Select Mark as blocking.
3. And choose which issues this one blocks.
Blocked issues appear in the issue card.
## Blocked by
Mark an issue as blocked when another issue prevents it from progressing. The issue can't be worked on until the blocking issue is completed.
1. Open the issue card.
2. Select **Mark as Blocked by** and choose which issues are blocking this one.
Blocking issues appear in the issue card.
## Related
Link issues that share goals or context. Use this when issues aren't blocking each other but are connected conceptually.
1. Open the issue card.
2. Select **Relates to** and choose which issues are related.
Related issues appear in the issue card.
## Cross-board dependencies
You can create dependencies between issues in different boards. The process is the same—open the issue card, select the dependency type, and choose issues from any board.
## Related articles
- [Work with issues](/docs/prioritization/issues/)
## Questions and comments
*Learn how to ask clarifying questions during Evaluation to improve prioritization accuracy through team discussion and collaboration.*
URL: https://help.ducalis.io/docs/prioritization/issues/questions-and-comments/
Ask clarifying questions when you can't evaluate an Issue because it's unclear, poorly described, or raises doubts. Direct your question to specific teammates who can help clarify. Other Board Users can join the discussion to resolve the question collaboratively.
This improves Evaluation accuracy and ensures your team prioritizes with complete information.
[How to use the Questions page](https://www.youtube.com/watch?v=ZeLFzIMNM3Y)
## Questions on issues
### Ask a question
While evaluating on the **Evaluation** page:
1. Click the question icon.
2. Select the person you want to direct the question to.
3. Type your question in the text field.
4. Optionally, mention another person using **@** to notify them as well.
5. Click **Send** or use the hotkey.
6. The recipient receives an email notification.
### View all questions
Find all Board questions under the **Questions** page:
The **Questions** page shows:
- Questions directed to you (**Questions To Me**)
- Questions you asked (**My Questions To Teammates**)
- All team questions (**Team Questions**)
### Join a discussion
If you have the same question another user asked, join the existing discussion:
### Mark as resolved
After a question is answered and clarified, mark it as **Resolved**:
## Comments on issues
Comments let you and your team attach useful context, decisions, or supplementary notes directly to an issue — not just questions, but any information that helps the team evaluate or understand it. This is especially useful for issues imported from a tracker, where the original description cannot be edited.
### Add a comment
Open the issue and type your comment in the comment field. Use **@** to mention a teammate and notify them directly.
### Edit or delete a comment
- **Edit** — only the comment author can edit it.
- **Remove** — admins, the comment author can delete it.
### Notifications
When a new comment is posted, Ducalis sends a notification to:
- All **watchers** of the issue
- Any **@mentioned** users in the comment
## Related articles
- [Notifications](/docs/platform/notifications/my-notifications/) - How notifications work in Ducalis
- [Evaluation](/docs/prioritization/issues/issues-evaluation/) - Learn about the Evaluation process
- [Alignment](/docs/prioritization/results/alignment/) - Review team agreement on scores
## Evaluation
*Learn how to evaluate issues using criteria, assign scores, ask questions, and view results in the Evaluation section.*
URL: https://help.ducalis.io/docs/prioritization/issues/issues-evaluation/
The Evaluation section is where Estimators score Issues against their assigned Criteria. After setting up your Board, evaluating your backlog is the next step to prioritize effectively.
## Assigning scores
Each Issue is assessed using Criteria set by the Organization Admin. You'll see only the Criteria assigned to your [team](/docs/prioritization/setup/users-and-teams/).
1. Enter a score under each Criterion.
2. Press **Tab** or **Enter** to move to the next cell (if **Fast input** is off).
The numbers you enter depend on the [scoring method](/docs/prioritization/setup/scores/) configured by your Admin.
**Tip:** Enable **Fast input** to skip pressing Tab or Enter—scores save automatically when you type.
**Tip:** Enable **Criterion description** to see guidance for each Criterion while scoring.
**Tip:** View detailed Issue information by clicking **Details** to open the Issue card.
## Questions
Ask teammates questions when you need clarification on a Criterion or Issue. The person you ask receives an email notification.
1. Click the questions icon on the right side of the Issue you're evaluating.
2. Choose the person to direct the question to.
3. Type your question in the text box.
4. Send it.
All Board discussions appear under the **Questions** page. You can also find Issue-specific discussions in the Issue card.
## Skipping issues
Skip any Issue you don't want to evaluate without affecting the team's overall evaluation progress.
Skipped Issues move to the **Scores** tab. Resume their evaluation anytime—they'll return to the **Evaluation** tab.
## Focus mode
Switch to [**Focus mode**](/docs/prioritization/issues/focus-mode/) for a distraction-free evaluation experience with a less cluttered workspace.
## Scores tab
Evaluated or skipped Issues move to the **Scores** tab.
**Re-evaluate Issues:**
1. Under the **Scores** tab, click an Issue to re-evaluate it.
2. Resume evaluation of skipped Issues by clicking the **resume** icon. The Issues return to the **Evaluation** tab.
## Re-evaluating an Issue in its card
Re-evaluate an Issue from the Backlog, Matrix, or Alignment views without returning to the Evaluation page.
1. Open the Issue card.
2. Expand the re-evaluation block and edit your scores. Admins can also edit the Final Score.
3. Turn on the **Users in columns** to see who evaluated the Issue alongside the Criteria columns.
Users are sorted by the number of scores they've submitted, with the most active Estimators listed first.
Only Users who are participating in the evaluation of this Issue are shown, not the whole Board.
You can also hide users name to make the card narrower.
## FAQs
### How do I edit a score once it's been submitted?
Just go to **Evaluation**, open the **Scores** tab, choose the issue, and change any score you need.
You can also re-evaluate an issue from the Backlog, Matrix, or Alignment views without returning to the Evaluation page. Just open the issue card, expand the re-evaluation section, and edit your scores.
### I need to update the scores of some of my board members, how can I do that?
You can’t change other members’ scores yourself. You can just change the [final total score](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/#change-criteria-final-scores).
Or you can [reset all scores](/docs/prioritization/issues/resetting-evaluation-scores/) and ask users to evaluate again.
### Can I reset all users scores?
Yes, you can [reset scores for a single issue](/docs/prioritization/issues/resetting-evaluation-scores/) or [reset all scores for all issues](/docs/sprint-planning/reset-scores-manually/#reset-all-issue-scores).
### Can I restore an issue after "Skip evaluation"?
Yes. You should go to Evaluation screen, go to Scores tab and choose the issue. Click **Resume evaluation**.
### How can I remove a task from the Questions?
Go to the **Questions** screen, find the issue, click the three dots, and choose either **Remove** or **Resolve question**. These actions will return the issue to the Evaluation section.
## Related articles
After evaluation, view and analyze your prioritization results:
- [Backlog page](/docs/prioritization/results/top-priorities-page-features/)
- [Matrix page](/docs/prioritization/results/matrix-page-features/)
- [Alignment page](/docs/prioritization/results/alignment/)
## Focus mode
*Learn how Focus mode helps you evaluate Issues one at a time on full screen with keyboard shortcuts and Fast Input for faster scoring.*
URL: https://help.ducalis.io/docs/prioritization/issues/focus-mode/
Focus mode displays each Issue separately on a full screen, helping you concentrate on one Issue at a time during Evaluation.
## Using Focus mode
1. On the **Evaluation** page, click the Focus mode icon.
2. Click in the cell under the Criterion you want to score.
3. Enter a score from the Criterion's scale by typing a number.
4. Ask teammates a Question if you need clarification while evaluating.
5. View evaluation progress in the progress indicator.
6. Toggle **Fast Input** on or off to control automatic cell navigation.
7. Toggle **Criteria description** on or off to show or hide details.
8. Exit Focus mode by clicking the **X** icon in the top right corner.
## Fast Input
Fast Input automatically moves to the next cell after you enter a single-digit score (0-9), helping you evaluate faster.
For multi-digit scores, press `Tab`, `Enter`, or right arrow `→` to move to the next cell manually.
## Skip Issues and ask Questions
In Focus mode, you can skip Issue evaluations just like in the regular [Evaluation view](/docs/prioritization/issues/skipping-issues-during-evaluation/).
You can also [ask Questions](/docs/prioritization/issues/questions-and-comments/) when descriptions, scales, or Criteria are unclear.
## Keyboard shortcuts
- `Alt + F` — Open Focus mode
- `Tab`, `Enter`, or `→` — Move to next Criterion
- `Shift + Tab` or `←` — Move to previous Criterion
- `↑` and `↓` — Browse between Issues
- `?` — Show or hide shortcuts reference
## Related articles
- [Skipping Issues during Evaluation](/docs/prioritization/issues/skipping-issues-during-evaluation/)
- [Questions and comments](/docs/prioritization/issues/questions-and-comments/)
- [Evaluation](/docs/prioritization/issues/issues-evaluation/)
## Skipping Evaluation
*How to skip some issues when evaluating. How to bring them back for evaluation.*
URL: https://help.ducalis.io/docs/prioritization/issues/skipping-issues-during-evaluation/
For various reasons, you might want to skip evaluating some issues, evaluate them later, and focus on a few. Ducalis allows you to skip some tasks and still not affect the overall progress of the evaluation process.
In this article, we will show you how to:
1. Skip issues when you are evaluating.
3. Resume evaluation of skipped issues.
## Skipping an issue during the evaluation
1. While you are evaluating, to skip an issue, hover over your mouse to the far right side of that issue’s row and click on the **Next** icon, or use the keyboard shortcut CTRL/OPT + Shift + →.
3. When you skip an issue, it will be moved to the Scores tab. A hint informing you that the issue you skipped has been moved to Scores, and an option to **undo** will appear at the bottom of the page.
## Resuming evaluation of skipped issues
1. View all the issues you evaluated and skipped under the **Scores** tab.
3. Issues you would have skipped have dashes (–) instead of scores.
3. To resume evaluation of the issues you skipped, click on the **Previous icon**.
4. The task will be moved back to the Evaluation tab. A hint informing you that the issue you resumed has been moved back to Evaluation, and an option to **undo**, will appear at the bottom of the page.
5. Go to the Evaluation tab to start evaluating the issue for prioritization.
## Undo Skip for Teammates
Admins can **Undo Skip** on behalf of their teammates, putting the skipped issue back for re-evaluation. This is handy when the skipped issue has been edited and requires reassessment.
You can:
1. Undo Skip for a single user.
3. Undo Skip for all users who skipped evaluating the issue.
## Evaluation Progress Report
The number of issues skipped by a team member will be shown in the [evaluation progress report](/docs/sprint-planning/reports/).
## Reset scores
*Learn how to manually reset evaluation scores on an issue to trigger immediate re-evaluation after team discussions.*
URL: https://help.ducalis.io/docs/prioritization/issues/resetting-evaluation-scores/
Reset evaluation scores on an issue to trigger immediate re-evaluation. Use this after resolving team disagreements instead of waiting for scores to expire automatically.
## Reset scores
1. Under **Backlog**, open the issue card.
2. Click **Reset scores** in the re-evaluation block.
3. Confirm by clicking **Reset scores** again.
All Board Users' scores are cleared. Users who previously [skipped this issue](/docs/prioritization/issues/skipping-issues-during-evaluation/) will have their skip status reversed.
## Verify the reset
The issue returns to [Evaluation](/docs/prioritization/issues/issues-evaluation/) for all Board Users.
## Related articles
- [Score expiration](/docs/sprint-planning/score-expiration/)
- [Skip issues during evaluation](/docs/prioritization/issues/skipping-issues-during-evaluation/)
- [Issues evaluation](/docs/prioritization/issues/issues-evaluation/)
## Media Files Not Loading
*How to enable third-party cookies so that media files can load.*
URL: https://help.ducalis.io/docs/prioritization/issues/media-files-in-issue-cards-not-loading/
When you import issues from task trackers, images and video files attached to these issues may not load for you to view them in [ducalis.io](https://ducalis.io/). One of the major reasons would be that, by default, your browser might have third-party cookies blocked and [ducalis.io](https://ducalis.io/) uses third-party cookies to load images and videos.
Here, we are going to show you how to enable third-party cookies in different browsers so that media files can load:
1. Chrome.
3. Safari.
5. Edge.
7. Mozilla Firefox.
9. Opera.
11. YaBrowser.
## Chrome
Enabling third-party cookies in Google Chrome:
1. Check the cookie settings.
2. Click on '**Site not working?**'.
3. Then **Allow cookies**.
4. The page will automatically reload, and your media files will start loading.
## Safari
Enabling third-party cookies in Safari:
1. Go to the menu bar and click on **Safari**.
3. From the Safari drop-down menu, select **Preferences**.
3. In Preferences, select **Privacy** from the top panel.
5. Under Privacy:
1. On website tracking, uncheck **Prevent cross-site tracking**.
3. And on **Cookies and website data**, uncheck block all cookies.
## Edge
Enabling third-party for [ducalis.io](https://ducalis.io/) in Microsoft Edge:
1. When you visit your [ducalis.io](https://ducalis.io/) account, click on the **cookie icon** located on the far right side of the address bar.
2. On the panel that appears, click on **Site not working**.
3. Then **Allow cookies**.
4. The page will automatically reload and images will start loading.
## Mozilla Firefox
Enabling third-party cookies for [ducalis.io](https://ducalis.io/) in Firefox:
1. Under **Privacy and Security** in Settings.
3. Scroll down to **Cookies and Site Data** → **Manage Exceptions**.
3. Enter the URL the hit **Allow**.
4. Then hit **Save Changes**.
You can also disable Enhanced Tracking Protection for [ducalis.io](https://ducalis.io/):
1. When you visit [ducalis.io](https://ducalis.io/), click on the **shield icon** on the left side of the address bar.
2. Turn off the **Enhanced Tracking Protection** toggle switch.
3. The page will automatically reload and images start will start loading.
## Opera
Enabling third-party cookies in Opera:
1. Click the **Settings icon**.
3. On the left-side menu, find **Advance** → **Privacy & Security**.
5. Then under **Sites that can always use cookies**, click **Add**.
4. In the block under site, enter “**\[\*.\][ducalis.io](https://ducalis.io/)**”.
5. Check the next to “**Including third-party cookies on this site**”.
6. Then click **Add**.
## YaBrowser
Enabling third-party cookies for [ducalis.io](https://ducalis.io/) in Yandex:
1. In the address bar, click on the **shield icon** located on the far right.
2. In the panel, click on **Site not working?**.
3. Then **Allow third-party cookies**.
4. **Reload the page** to apply the changes, and your images should start loading.
## Hotkeys and Fast Input
*Speed up prioritization with keyboard shortcuts. Navigate boards, sections, and cells faster using hotkeys and Fast Input mode.*
URL: https://help.ducalis.io/docs/prioritization/issues/hotkeys-and-fast-input/
Shortcuts for fast switching among boards and sections
You can use hotkeys instead of mouse clicking to accelerate the prioritization process.
## In-Board Hotkeys:
You can use keyboard hotkeys for faster browsing among boards and in-board sections. They are highlighted by mouse hover.
### To move among sections press:
1. **`alt + q`** for Backlog
2. **`alt + e`** for Evaluation
3. **`alt + i`** for Alignment
4. **`alt + r`** for Questions
5. **`alt + f`** for Focus Mode
6. **`alt + w`** for Matrix
### To move among boards press:
1. **`alt + 1`** for the first board in the list
2. **`alt + 2`** for the second board in the list
3. **`alt + number`** for any next board.
## **Backlog Hotkeys:**
- Press **`alt + q`** to open Backlog.
- Press **`up ↑`** and **`down ↓`** arrows on the keyboard to browse through your top priority tasks and read their descriptions.
- Press **`/`** to start search.
## **Evaluation Hotkeys:**
- Press **`alt + e`** to open Evaluation grid.
- Press **`Tab`** or **`Enter`** to switch to the next cell.
- Press **`Shift + Tab`** to switch to the previous cell.
- Or use arrows **`up ↑`**, **`down ↓`**, **`left ←`**, and **`right →`** to move across cells.
## **Fast Input:**
Fast input is a superpower that helps you evaluate your tasks with ultimate speed.
When you evaluate tasks with single-digit scores (from 0 to 9), focus jumps to the next cell automatically if Fast Input is enabled.
If you need to assign multi-digit scores, you can still use **`Tab`**, **`Enter`**, or **`right arrow →`** to switch to the next cell.
Use toggle to switch Fast Input on and off.
## **Focus Mode Hotkeys:**
- Press **`alt + f`** to open Focus Mode.
- Press **`Tab`**, **`Enter`**, or **`right arrow →`** to switch to the next criterion.
- Press **`Shift + Tab`** or **`left arrow ←`** to switch to the previous criterion.
- Press **`up ↑`** and **`down ↓`** arrows to browse among tasks.
Don't forget to enable Fast Input in the Focus Mode for faster assessment.
## Reports
*Combine multiple Boards into aggregated Reports for end-to-end prioritization with Ducalis*
URL: https://help.ducalis.io/docs/prioritization/reports/
Combine multiple Boards into aggregated Reports to prioritize work across teams and projects in one view.
- [**Create a Report Board**](/docs/prioritization/reports/create-report-board/) – Create a report combining your backlogs.
- [**Filters and search**](/docs/prioritization/reports/filters-and-search-for-aggregated-report-boards/) — Find Issues quickly using filters, search, and custom column configurations
- [**Push to tracker**](/docs/prioritization/reports/push-to-tracker-from-aggregated-report-board/) — Create task tracker issues directly from prioritized work in Reports
## Create a Report Board
*Learn how to quickly create an aggregated report board to learn the full picture of the prioritization process*
URL: https://help.ducalis.io/docs/prioritization/reports/create-report-board/
A report board that is made by combining several prioritization boards. It allows you to see top-priority issues from several boards in one place.
## Choose the Boards
1. To start creating a board, click New Report on your dashboard.
2. Choose the boards that you want to add to this report.
We recommend that the boards you add have the same prioritization framework and formula for consistent results.
:::info
If you plan on activating back sync from this report board, the boards you add should be connected to the same task tracker.
:::
## Choose the Issues to Add to the Report Board
Check the box to import top-priority issues only.
Top priority issues mean that you choose the number of issues with the highest priority. The stars will be shown in the Backlog section of each board and in the Report board.
You can set the number in the Backlog section of each board that you want to include in the Report board.
If you check the box 'Include only ★ Top Priorities Issues,' your report board will only contain the issues marked with a star in chosen boards.
## Confirm creation
Then click Choose # boards to Finish creating the board.
A report board with top priority from the connected prioritization boards.
## Filters and search
*Learn how to quickly find specific Issues in aggregated Reports using filters, search tools, and custom table column configurations.*
URL: https://help.ducalis.io/docs/prioritization/reports/filters-and-search-for-aggregated-report-boards/
When you combine multiple Boards into an aggregated Report, use filters and search to quickly locate specific Issues.
## Filters
Filter Issues by parameters to focus on what matters.
1. Click the filter icon to choose parameters.
As you create the filter, Issues that don't match are hidden.
2. Save the filter for future use (optional).
Your teammates who have access to the Report can also see and use saved filters.
## Search
Search for specific Issues by name.
1. Click the search icon, or press `/`.
2. Type the Issue name in the search field.
## Table columns
Choose which columns appear and their order. Show columns with relevant information for your [team](/docs/prioritization/setup/users-and-teams/) and hide unused columns.
1. Click the table columns icon.
2. From the dropdown list:
- To hide a column, toggle it off.
- To show a column, toggle it on.
3. Drag columns up or down to reorder them.
Moving a column up shifts it left in the table. Moving it down shifts it right.
## Push to tracker
*Learn how to push issues created in Ducalis to your task tracker directly from aggregated Report boards without leaving the Report view.*
URL: https://help.ducalis.io/docs/prioritization/reports/push-to-tracker-from-aggregated-report-board/
Push issues created in Ducalis directly to your task tracker from aggregated Report boards.
:::info Prerequisites
All priority boards in the Report must be connected to the same task tracker.
:::
## Push an issue to your task tracker
1. Identify issues created in Ducalis by the Ducalis icon.
2. Select the issue you want to push and open its card.
3. Click the ellipsis button (⋮) and select **Push to [task tracker]**.
4. Fill in the required fields in the pop-up window.
5. Click **Create issue**.
## Verify the issue was created
The issue now appears in your task tracker with all the information you provided.
## Related articles
- [Filters and search for aggregated Report boards](/docs/prioritization/reports/filters-and-search-for-aggregated-report-boards/)
- [2-way sync overview](/docs/integrations/)
## Prioritization Results
*View your team's prioritization results in the Backlog, Matrix, and Alignment reports with Ducalis.*
URL: https://help.ducalis.io/docs/prioritization/results/
View and analyze your prioritization results across multiple views after your team evaluates issues.
- [**The Backlog Page**](/docs/prioritization/results/top-priorities-page-features/) — View ranked issues in table format with customizable columns and filters
- [**Matrix page**](/docs/prioritization/results/matrix-page-features/) — Visualize priorities in a 2×2 grid showing Value vs Effort
- [**Alignment**](/docs/prioritization/results/alignment/) — Identify where your team agrees or disagrees on issue scores
## The Backlog Page
*View and analyze top priority issues on the Backlog page. Customize the table, create issues, use filters, and compare team scores with customer votes.*
URL: https://help.ducalis.io/docs/prioritization/results/top-priorities-page-features/
On the Backlog page, you can view all the issues you added to the board, create more issues, and view and analyze your prioritization results.
In this article we will show you what you can do on this page.
## The 'Table' View
This page has a 'table' view. The table is [customizable](/docs/prioritization/boards/customizing-columns-in-table-view/). Possible customizations include:
- The number of issues under the top priority list.
- Hiding/ showing columns on the table.
- Arranging the order of the columns on the table.
- Sorting the issues on the table in a wide arrange of orders.
When you create a board for the first time, the table has default columns that are shown below. Default columns:
- Name
- Type
- Assignee
- Status
- Source
- Score
To access the settings to customize your table, click on the **table** icon.
If you [connect the board with a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/) fields will be imported from it that you can also add to the table as columns.
Read more about customizing the table [here](/docs/prioritization/boards/customizing-columns-in-table-view/).
## Creating and Editing Issues
You can create issues on this page. There are three ways of creating issues:
1. Inline issue creation– create issues in the table.
3. Clicking on the Add Issue button.
5. Using the keyboard shortcut **alt** + **n**.
In addition to inline issue creation, you can also edit an issue right on the table as well–no need to open the issue card.
But for a more advanced editing, you have to open the issue card– click Details to open an issue card.
## Top Priority Issues
Before evaluation, the issues on this page are sorted by order of their date of creation from the newest to the oldest (Descending).
But after evaluation, the issues become sorted in order of priority according to their total score, with the issues that have the high total scores at the top – top priority issues.
The top priority issues are the starred ones. This helps you to quickly pick out the issues that have the most priority and work one them.
You can edit the number of top priority issues. To do this, go to the 'columns' settings, here you can configure the number of issues that your top priority list will have.
## Using Filters to Quickly Find Issues
If you have a long list of issues, you can use filters to quickly find the issues that you want.
Click on the **filter** icon on the top right of the table to start creating filters that you and your teammates can use them to quickly find issues from your backlog.
If you are going to use the filter often, you have the ability to save it and add it to your favorite filters.
Read more about filters [here](/docs/platform/filters/how-to-create-and-use-filters/).
## Using the Search Field to Quickly Find Issues
In case you don't want to use filters, you can use the search field. Click on the search icon, type the name of the issues you want to find. You can also use the keyboard shortcut / to open the search field.
## Public Issues and Votes
If you created a voting for a board, you will have the **'Votes'** column on the table. You can see the of votes of each issue you created a public version of received. Compare it with the **total score** to see how your team's opinions correlate with those of your customers.
To create a public version of an issue from your internal backlog:
1. Find the issue that you want to create a public version of.
3. Open its card.
5. Click '**Create public idea**'.
Find more about voting boards and how to create public versions of your backlog in this [article](/docs/feedback-voting/voting-boards/voting-board/).
## Making a Board Sharable
You can also access the option to make your board sharable.
1. Under Backlog page, click on the **share** button.
2. Switch the toggle on.
4. Copy the link to the board and share it.
## FAQs
### How do I set the number of top tasks on a board?
To do this, go to the 'columns' settings, here you can configure the number of issues that your top priority list will have.
## Matrix page
*Visualize Issue priorities in a 2×2 Value vs Effort matrix. Identify quick wins and make strategic decisions using the Eisenhower prioritization method.*
URL: https://help.ducalis.io/docs/prioritization/results/matrix-page-features/
The Matrix page displays your Issues in a Value vs Effort prioritization grid, helping you identify top priorities using the Eisenhower method. Value measures benefit (what you gain), while Effort measures cost (what it takes).
[Matrix page overview walkthrough](https://www.youtube.com/watch?v=W3MmGOdEp6E)
Start by [evaluating](/docs/prioritization/issues/issues-evaluation/) your backlog with your teammates using Value criteria (like Revenue or Activation) and Effort criteria (like Development time or UX complexity).
Your results appear on the Matrix diagram, with Value on the y-axis and Effort on the x-axis.
Value and Effort are Criterion properties called "Impact." Assign Impact when you create a Criterion in [Criteria settings](/docs/prioritization/setup/criteria/).
The Matrix uses a different formula than the [board formula](/docs/prioritization/setup/total-score-formula/) used on the Backlog page. [Criterion weights](/docs/prioritization/setup/criteria/) also don't affect Matrix calculations.
## Priority quadrants
The Matrix divides into four quadrants that categorize Issues by priority:
- **First quadrant** — **High Value, Low Effort**: Issues that deliver high ROI with minimal resources and time.
- **Second quadrant** — **High Value, High Effort**: Issues that deliver high ROI but require significant resources and time.
- **Third quadrant** — **Low Value, Low Effort**: Issues with low ROI that require minimal resources and time.
- **Fourth quadrant** — **Low Value, High Effort**: Issues with low ROI that require significant resources and time.
You can edit the default quadrant names.
## Views
The Matrix offers two visualization modes:
### List view
Issues appear grouped by quadrant in a list format, ordered by priority within each quadrant.
Expand a quadrant to see all Issues within it.
Click an Issue to open its card and view details, including Value and Effort scores.
### Chart view
Issues appear as color-coded bubbles spread across the Matrix diagram, showing exactly where each Issue falls on the grid.
Each quadrant has a distinct color:
- Red — High Value, Low Effort
- Blue — High Value, High Effort
- Yellow — Low Value, Low Effort
- Green — Low Value, High Effort
Hover over a bubble to see a summary of the Issue(s) at that position.
Click a bubble to open the Issue card and view details, including Value and Effort scores.
### Switch views
Click **Change View** to switch between List and Chart views.
## Prioritization framework
Your prioritization framework Criteria appear upper right corner.
### Enable or disable Criteria
Choose which Criteria to include in Value and Effort calculations based on your current sprint goals.
Disable a Criterion to exclude it from calculations. Enable it to include it again.
In this example, the "Activation" and "UX time" Criteria are disabled because they are not important for the current sprint. Disabling these Criteria changes all Issue scores, redistributing Issues across the Matrix.
:::warning
Keep at least one Value Criterion and one Effort Criterion enabled for accurate prioritization results and balanced Issue distribution across the Matrix.
:::
## Related articles
- [The Backlog page](/docs/prioritization/results/top-priorities-page-features/)
- [Team Alignment](/docs/prioritization/results/alignment/)
- [Criteria settings](/docs/prioritization/setup/criteria/)
## Alignment
*View where your team agrees or disagrees on priorities. Customize alignment thresholds and focus discussions on areas with low score consensus.*
URL: https://help.ducalis.io/docs/prioritization/results/alignment/
Alignment reports show where your team agrees or disagrees on issue priorities. Use these reports to identify scoring conflicts and focus discussions on issues that need clarification.
**What Alignment measures:**
- Score variation between team members on the same criterion
- Disagreement patterns across criteria and evaluators
- Areas requiring team discussion before finalizing priorities
Ducalis compares scores assigned to each criterion and measures the scatter. Score variation appears as a percentage—lower percentages indicate higher disagreement.
## Alignment grading scales
:::note
Alignment grading scales are separate for each report. Changing the scale in one report doesn't affect the other report.
:::
**0 to 35 percent** – Very low alignment (red). The team's opinions are too contrasting. Discuss the issue or the criterion before proceeding.
**35 to 50 percent** – Medium alignment (orange). Consider discussing the issue, but the level is acceptable.
**50 to 100 percent** – High alignment (gray). The team agrees on the issue. Focus on other problems.
## Available reports
There are 2 alignment reports:
1. **Criteria Alignment** – View score variation by criterion for each issue.
2. **Users Alignment** – View score variation by user for each issue.
## Criteria Alignment report
View how evaluation results vary for each issue, criterion by criterion.
1. Click **Criteria Alignment**.
2. Sort issues by alignment to see the least aligned issues at the top (ascending order).
3. Hover over the alignment percentage at the intersection of an issue and a criterion to see individual scores from each evaluator.
Orange and red cells indicate significant score differences between evaluators. Discuss these issues with your team to understand the disagreement.
### Customize the alignment scale
1. Click the cogwheel icon.
2. Drag the levers to adjust the alignment percentage thresholds.
Changes apply only to this report and don't affect the other report.
## Users Alignment report
View how each evaluator scored issues compared to the rest of the team.
1. Click **Users Alignment**.
2. Sort issues by alignment to see the least aligned issues at the top (ascending order).
3. Hover over the alignment percentage at the intersection of an issue and a user to see all scores that user assigned to the criteria they evaluated.
Orange and red cells indicate the evaluator's scores differ significantly from the team. Discuss this user's perspective on the issue.
### Customize the alignment scale
1. Click the cogwheel icon.
2. Drag the levers to adjust the alignment percentage thresholds.
Changes apply only to this report and don't affect the other report.
## Filter issues by alignment level
Use filters to focus on specific alignment ranges.
**Example: View only medium to low alignment issues**
1. Click the filter icon.
2. Click **+Filter**.
3. Select **Alignment** > **less than** > enter percentage (e.g., 50%).
4. To save the filter, click **Save filter** > enter a name > **Save**.
## Re-evaluate issues
When you identify alignment problems, evaluators can re-score the issue in the task card. Facilitators can also manually edit the Final Scores.
## Related articles
- [The Backlog page](/docs/prioritization/results/top-priorities-page-features/)
- [The Prioritization Matrix page](/docs/prioritization/results/matrix-page-features/)
- [Issue re-evaluation in an issue card](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/)
## Sprint & Collaboration
*Explore Sprint Planning features including Evaluation Poker, sprint settings, progress tracking, and score management for collaborative team prioritization.*
URL: https://help.ducalis.io/docs/sprint-planning/
Run collaborative evaluation sessions with your team and keep backlog scores fresh.
### Evaluation Poker
- [**Overview**](/docs/sprint-planning/evaluation-poker/overview/) — Score backlog issues collaboratively with secret voting and consensus-building
- [**Private scores**](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/) — Hide Estimator scores during evaluation to reduce bias
- [**Re-evaluation**](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/) — Re-score Issues directly in cards after checking Alignment
- [**Approve and comment**](/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores/) — Lock Final Scores and document reasoning as a Facilitator
### Sprint configuration
- [**Settings**](/docs/sprint-planning/sprint-settings/) — Choose sprint modes and automate Sync Back to your task tracker
- [**Evaluation Progress report**](/docs/sprint-planning/reports/) — Track team progress and identify bottlenecks before planning meetings
- [**Team sprint reports**](/docs/sprint-planning/slack-integration-and-evaluation-reminders/) — Send evaluation reminders and appreciation messages via Slack, Telegram, or email
### Score management
- [**Reset scores manually**](/docs/sprint-planning/reset-scores-manually/) — Clear evaluation scores for all Issues or individual Items
- [**Score backups**](/docs/sprint-planning/score-backups-2/) — Restore accidentally deleted or expired scores from automatic backups
- [**Score Expiration**](/docs/sprint-planning/score-expiration/) — Configure automatic score expiration to keep evaluations fresh
## Settings
*Learn how to configure sprint settings, choose sprint modes (Continuous, One-time, Off), and automate Sync Back to your task tracker.*
URL: https://help.ducalis.io/docs/sprint-planning/sprint-settings/
Configure sprint settings to automate your prioritization workflow. Build a prioritization habit that keeps your priorities aligned with constantly changing goals.
Sprint settings help you:
- Keep priorities in line with your sprint goals
- Have tasks prioritized before each sprint planning meeting
To access sprint settings, go to **Evaluation Progress & Sprint Settings** in your Board.
## Sprint Modes
There are three modes:
- **Continuous** – auto sprints that continue regularly; you don't need to set up each sprint manually.
- **One-time** – manual sprint setup; you need to restart it manually after each sprint ends.
- **Off** – sprints are disabled; all related settings are inactive.
Each Sprint mode involves three steps:
- **Start** – this is the evaluation period. During this time, the team is estimating issues in the backlog for prioritization. An admin or owner of a board can set the length of the evaluation period.
- **Reveal** – this is the time when all users should finish their evaluation and will no longer be able to change their scores.
- **Final** – this is the last step of the sprint planning process. Final scores are set and cannot be edited. The prioritization results will then be available.
## Continuous Sprint Mode {#continuous-sprint-mode}
If you need an automated and continuous sprint process, choose Continuous.
1. On **Start** step you need to set up:
- **Duration** – choose how long you want your sprint plannings to be.
- Choose **the day of the week** that you like to start your sprint.
- Decide if you need to turn on **Evaluation Poker**. This mode helps you get unbiased prioritization results, as users' scores remain private until the evaluation period is over.
When the Evaluation poker mode is switched on, [everyone's scores are kept private until Reveal](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/), but Facilitators can.
2. In **Reveal** you you will be able to set:
- **Reveal date** – how many days before the Final you would like the scores to be revealed for discussion, or when your team should finish evaluations to prepare for future sprint planning discussions.
- **After Reveal** –Option to restrict users from updating their scores after the reveal. This will help block users from editing their scores after seeing other users' scores.
- **Final Score** – choose who can change the Final scores after the discussions.
- **Team Sprint Reports** – Choose how you want to inform your users about issues they still need to evaluate. Write the reward message that users who evaluate all the issues by the end of the sprint will receive.
3. On **Final** step you can:
- **Sync scores** to your task tracker.
- Have a list of [score backups](/docs/sprint-planning/score-backups-2/) that you can restore in case the scores expired when you still need them for a sprint.
- **Set score expiration dates** – when you want the current scores to be reset for your team to reevaluate the backlog again. This will help to ensure that your top priority tasks match your current goal.
You can read more about [Score expirations](/docs/sprint-planning/score-expiration/).
## One-time Sprint Mode {#one-time-sprint-mode}
If you need to run sprints of different durations, you can do so with a manual one-time sprint. You must restart it manually each time the previous sprint ends.
1. Choose the date for each step manually.
2. After the current sprint ends, you need to finish it, choose new dates and then click **Restart Sprint** to start a new sprint.
3. On **Start** step you can to set up:
- Decide if you need to turn on **Evaluation Poker**. This mode helps you get unbiased prioritization results, as users' scores remain private until the evaluation period is over.
4. In **Reveal** you you will be able to set:
- **After Reveal** –Option to restrict users from updating their scores after the reveal. This will help block users from editing their scores after seeing other users' scores.
- **Final Score** – choose who can change the Final scores after the discussions.
- **Team Sprint Reports** – Choose how you want to inform your users about issues they still need to evaluate. Write the reward message that users who evaluate all the issues by the end of the sprint will receive.
5. On **Final** step you can:
- Have a list of [score backups](/docs/sprint-planning/score-backups-2/) that you can restore in case the scores expired when you still need them for a sprint.
## Off Mode {#off-mode}
If you don't need sprints at all, you can turn this option off.
Choose the **Off** mode.
## Copy Sprint Settings
You have the option to copy sprint settings in bulk:
1. Click **Copy Sprint Settings** at the bottom of this page.
2. Choose the boards to which you want to copy the settings.
## Sync Back Schedule
On the Final step, there is a feature to sync the results back to the task tracker.
There are two options: **By sprint end date** and **By custom period**.
### By sprint end date
It depends on the Sprint settings. Decide when to send the results to the task tracker. Choose the number of days before the sprint ends.
### By Custom Period
Choose custom back-sync settings that don't depend on the sprint settings.
### Copy Sync Back Schedule Settings
You can copy these settings in bulk to other boards.
Click **Copy sync schedule settings**.
Choose the boards to which you want to copy the settings.
Click **Copy Settings**.
## Related Articles
- [Score Expiration](/docs/sprint-planning/score-expiration/)
- [Score Backups](/docs/sprint-planning/score-backups-2/)
- [Reset scores Manually](/docs/sprint-planning/reset-scores-manually/)
- [Slack Integration and Evaluation Reminders](/docs/sprint-planning/slack-integration-and-evaluation-reminders/)
- [Evaluation Progress Report](/docs/sprint-planning/reports/)
- [Keeping scores private when the team is evaluating](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/)
## Evaluation Progress report
*Track team evaluation progress, identify bottlenecks, and ensure sprint readiness. View pending evaluations, skipped issues, and send reminders.*
URL: https://help.ducalis.io/docs/sprint-planning/reports/
The Evaluation Progress report shows how your team's evaluation process is going. Use it to check sprint readiness and identify bottlenecks before planning meetings.
The report shows:
- Team's overall evaluation progress percentage
- Time remaining until Reveal and Final milestones
- Issues each member still needs to evaluate
- Skipped issues by team member
- Unresolved questions
- [Scrum Poker](/docs/sprint-planning/evaluation-poker/overview/) settings (Facilitators, score visibility, editing permissions)
## Access the report
Click **Evaluation Progress** in the Board menu.
The Evaluation Progress report appears.
## Report sections
### Team progress
Shows overall evaluation completion as a percentage.
### Sprint milestones
Two key milestones appear at the top:
- **Reveal** – Deadline for completing evaluations before sprint planning discussions ([scores become visible](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/) to the team)
- **Final** – Sprint end date when final scores are locked
Configure these dates in **Sprint planning settings**.
### Individual progress
Team members are sorted by pending evaluation count (most issues at the top).
For each member, you see:
- **Issues to evaluate** – Remaining unscored issues
- **Unresolved questions** – Questions awaiting answers
- **Skipped issues** – Issues skipped during evaluation
### Facilitators
The report lists all Facilitators. Facilitators can:
- Edit Final Scores to resolve disagreements
- See all team members' scores even when [Scrum Poker](/docs/sprint-planning/evaluation-poker/overview/) is enabled
Board Owners and Admins can add or remove Facilitators directly from the report.
### Score visibility
When Scrum Poker is enabled, the report shows which users can see other team members' scores during evaluation. Only Facilitators can see scores before Reveal.
### Completed evaluations
Team members who've evaluated all issues appear at the bottom of the report.
### Post-Reveal editing
The report shows whether users can edit scores after Reveal:
**Editing allowed:**
Users can revise their scores after Reveal to reflect discussion outcomes.
**Editing disabled:**
Scores are locked after Reveal. Only Facilitators can change Final Scores.
## Send reminders
Board Owners and Admins can notify team members about pending evaluations. This helps ensure everyone completes their evaluations before Reveal.
**Remind one person:**
Click **Remind** next to their name.
**Remind everyone:**
Click **Notify All** at the top of the report.
Team members receive an email with the Evaluation Progress report.
## Related articles
- [Scrum Poker overview](/docs/sprint-planning/evaluation-poker/overview/)
- [Keeping scores private during evaluation](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/)
## Evaluation Poker
*Explore Evaluation Poker to score issues collaboratively, prevent bias with private voting, and build consensus through alignment checks.*
URL: https://help.ducalis.io/docs/sprint-planning/evaluation-poker/
Run collaborative scoring sessions that prevent individual bias and help teams reach consensus on priorities.
- [**Overview**](/docs/sprint-planning/evaluation-poker/overview/) — Score backlog issues collaboratively with secret voting and alignment checks
- [**Private scores**](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/) — Hide Estimator scores until Reveal to reduce bias and improve accuracy
- [**Re-evaluation**](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/) — Adjust scores directly in Issue cards after reviewing team alignment
- [**Approve and comment**](/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores/) — Lock Final Scores and document reasoning to maintain scoring integrity
## Overview
*Learn how Evaluation Poker helps teams collaboratively score backlog issues with secret voting, alignment checks, and consensus-building.*
URL: https://help.ducalis.io/docs/sprint-planning/evaluation-poker/overview/
Evaluation Poker helps product teams collaboratively score backlog issues to reach consensus on prioritization. This technique prevents individual bias (HIPPO effect) by giving everyone on the team a voice.
[How to estimate with Evaluation Poker](https://www.youtube.com/watch?v=bjPGJi_pW1o)
## How it works
```mermaid
flowchart LR
A[Secret Scoring] --> B[Reveal Scores]
B --> C[Check Alignment]
C --> D{High Alignment?}
D -->|Yes| E[Issue Prioritized]
D -->|No| F[Discuss & Re-evaluate]
F --> B
```
Evaluation Poker follows this workflow:
1. **Secret scoring** - Team members independently score issues using [Criteria](/docs/prioritization/setup/criteria) defined by Board Admins
2. **Score reveal** - On a scheduled date, all scores become visible
3. **Alignment check** - System identifies issues where the team agrees (high alignment) or disagrees (low/medium alignment)
4. **Discussion** - Team discusses issues with low alignment, focusing on outliers
5. **Re-evaluation** - Team updates scores and repeats until consensus is reached
### Secret scoring
Team members evaluate issues privately using Criteria like story points, revenue impact, or technical effort.
Criteria represent principles the team uses for prioritization. Examples include story points, revenue potential, and strategic alignment.
Ducalis offers several [scoring methods](/docs/prioritization/setup/scores). We recommend the [Fibonacci sequence](/guides/tutorials/story-points-how-fibonacci-sequence-works-for-agile-estimation) because it spreads scores naturally and encourages meaningful distinctions.
Learn more about [keeping scores private during evaluation](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating).
### Score reveal
When evaluation completes, Board Owners or Admins reveal scores on a scheduled date to check team alignment.
After reveal, Admins can block users from editing scores to preserve the discussion baseline.
### Alignment levels
Ducalis calculates three alignment levels: **low**, **medium**, and **high**. Read the [Alignment article](/docs/prioritization/results/alignment) for details on how this works.
**High alignment** issues don't need discussion—the team agrees on their priority.
**Low and medium alignment** issues require discussion and re-evaluation.
Focus on **outliers**—team members with the lowest and highest scores. They should explain their reasoning to help the team understand different perspectives.
### Re-evaluation
After discussion, team members re-evaluate issues. [Open the issue card to find the re-evaluation section](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation). The system checks alignment again after re-evaluation.
:::tip
Turn off table auto-sorting to make re-evaluation easier—issues stay in place while you update scores.
:::
### Using Facilitators
Instead of every team member re-evaluating, appoint [Facilitators](/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores) who update Final Scores after team discussions. This speeds up re-evaluation and adds structure for large teams.
Without Facilitators, the team must repeat the reveal-discuss-re-evaluate cycle until consensus is reached.
## Handling uncertainty
For issues with large score differences between teammates, consider two likely causes:
1. **Product uncertainty** - Requirements or scope aren't clear
2. **Technical uncertainty** - Implementation complexity is unknown
With such issues, either:
- Set them aside until uncertainty is resolved
- Use a range as the estimate (if you weren't already)
## What's next
- [Re-evaluate issues with your team](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation) to reach consensus on backlog prioritization
- [Keep scores private during evaluation](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating) to prevent bias
- [Use Facilitators to approve Final Scores](/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores) for faster re-evaluation
## Private scores
*Learn how to hide Estimator scores during Evaluation Poker to reduce bias and improve prioritization accuracy.*
URL: https://help.ducalis.io/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/
Evaluation Poker keeps Estimator scores private until the Reveal milestone. This reduces bias and improves prioritization accuracy by preventing team members from seeing each other's scores during Evaluation.
Ducalis offers two evaluation modes:
- **Regular Evaluation** – All Estimators can see each other's scores during Evaluation
- **Evaluation Poker** – Scores stay private until Reveal
[Evaluation Poker overview](https://www.youtube.com/watch?v=R9vVKCJ6Awc)
In Evaluation Poker, only Facilitators can see Estimator scores during the Evaluation period. Everyone else sees scores only after Reveal. This prevents opinion bias and improves prioritization accuracy.
## Enable Evaluation Poker
1. Go to **Settings** → **Evaluation progress and Sprint planning**.
2. Scroll down to the **Start** section.
3. Click **Evaluation Poker** to open the dropdown menu.
4. Check the **Enable Evaluation Poker** checkbox.
Once enabled, Estimators (everyone except Facilitators) cannot see each other's scores during Evaluation.
## Sprint milestones
### Evaluation period (Start to Reveal)
The Evaluation period begins at **Start** and ends at **Reveal**. Admins configure the Start date and duration in **Evaluation progress and Sprint planning** settings.
During this period, scores remain private for all Estimators.
### Reveal milestone
At **Reveal**, all scores become visible to the entire team for discussion. Admins set the Reveal date—it can be any number of days before **Final**.
## Where scores are hidden
During Evaluation Poker, scores are hidden in these locations:
### Backlog page
### Re-evaluation block in Issue cards
### Matrix page
### Alignment pages
After Reveal, all scores become visible and the team can discuss them.
[Re-evaluation](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/) resolves Issues with low Alignment.
## Block score editing after Reveal
Admins can prevent Estimators from changing their scores after Reveal. When enabled:
- Estimators can edit their scores freely during Evaluation
- After Reveal, only Facilitators can edit scores
- Prevents Estimators from changing scores after seeing others' scores
- Focuses discussion on existing scores rather than score editing
## Related articles
- [Evaluation Poker overview](/docs/sprint-planning/evaluation-poker/)
- [Approving and commenting on Final Scores](/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores/)
- [Re-evaluation block and Issue re-evaluation](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/)
## Re-evaluation
*Learn how to re-evaluate Issues directly inside Issue cards after Evaluation Poker sessions end. View team scores, check Alignment, and adjust Final Scores without leaving the card.*
URL: https://help.ducalis.io/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/
After Evaluation Poker ends and you review Alignment with your team, you'll need to re-evaluate Issues where the team disagreed. Instead of returning to the Scores page, you can re-evaluate directly in the Issue card.
[How to re-evaluate Issues in Issue cards](https://www.youtube.com/watch?v=TVwqNE_D9_8)
## Disable auto-sorting
When re-evaluating Issues, turn off auto-sorting so that Issues don't jump to new positions immediately when you change their scores.
Select the Issue you need to re-evaluate (usually due to medium or low Alignment) and open the Issue card.
## Re-evaluation block
The re-evaluation block appears at the top of the Issue card. When minimized, it shows a preview of:
- [**Priority Rank**](/docs/prioritization/results/top-priorities-page-features/) – Issue position in the priority list, determined by Total Score
- [**Total Score**](/docs/prioritization/setup/total-score-formula/#total-score-calculation) – Priority score calculated from team evaluations
- [**Criteria Alignment**](/docs/prioritization/results/alignment/) – How well team scores agree
- [**Score Percent**](/docs/sprint-planning/reports/) – Percentage of team members who evaluated the Issue
Click the arrow to expand the block. The expanded view shows a table where you can re-evaluate the Issue.
The leftmost column lists:
- Board Users who evaluated the Issue
- [Average Criterion Score](/docs/prioritization/setup/total-score-formula/#criterion-score-calculation) (calculated using the formula from Formula Settings)
- Final Score
The columns to the right show your Criteria. Each cell displays the score that User assigned to that Criterion.
## Change your Criterion scores
Any User can change the scores they assigned to Criteria.
## Change Criteria Final Scores
You can configure who can change Final Scores:
1. Nobody can change the Final Score.
2. Facilitators can change the Final Score.
3. Everyone can change the Final Score.
To choose this setting:
1. Go to **Evaluation Progress & Sprint Planning** settings.
2. Scroll to the **Reveal** section.
3. Select who can change Final Scores.
If you select Facilitators, you'll need to assign Facilitators from your team. Click **Add facilitator** to choose team members.
**Facilitators** are responsible for changing Criteria Final Scores after the team analyzes and discusses Alignment. This makes re-evaluation faster and adds structure for large teams.
When a Final Score is changed, all other scores are crossed out and team members can't edit their individual scores.
Hover over a crossed-out score to see its change history:
- The original score
- The User who made the change
- The Criterion whose Final Score was changed
- When the change was made
Facilitators can restore the previous score by clicking **Undo**.
To evaluate an Issue from scratch, click **Reset all scores** to erase all existing scores.
## Skipped evaluation
If any Users [skipped evaluating the Issue](/docs/prioritization/issues/skipping-issues-during-evaluation/), you'll see their names at the bottom of the re-evaluation block.
If you skipped the Issue, you can click **Resume** to evaluate it. Admins can undo skip for their team members.
The Issue will move back to the [Evaluation page](/docs/prioritization/issues/issues-evaluation/).
If you leave the re-evaluation block expanded when you close the Issue card, it stays expanded in all Issue cards throughout the Organization—no need to expand it each time.
## Related articles
- [Approving and commenting on Final Scores](/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores)
- [Keeping scores private when the team is evaluating](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating)
- [Evaluation Poker overview](/docs/sprint-planning/evaluation-poker/overview)
## Approve and comment
*Learn how Facilitators approve Final Scores, add comments, and lock assessments to maintain scoring integrity and prevent accidental changes.*
URL: https://help.ducalis.io/docs/sprint-planning/evaluation-poker/approving-and-commenting-on-final-scores/
Facilitators can approve Final Scores and add comments to document their reasoning. Once approved, the Final Score is locked to prevent accidental changes.
## Who can approve
Only Facilitators can approve and lock Final Scores.
## How approval works
When you approve a Final Score:
1. The system records who approved it and when.
2. The Final Score is locked—other Facilitators cannot modify it.
3. Only the Facilitator who approved it can undo the approval.
This prevents accidental changes and maintains scoring integrity.
## Approve a Final Score
1. Locate the Issue and click the cell for the Criterion or Criterion Alignment.
Or open the Issue card and click **Approve & Comment** in the Final Score cell.
2. Modify the Final Score if needed.
3. Enter any comments in the provided field to document your reasoning or important notes.
4. Click **Approve Final Score** to lock it.
The Final Score is now locked. Only you can undo this approval.
:::info
Final Scores that haven't been approved can still be changed by any Facilitator.
:::
## Track approval status
The Criteria column shows which Issues have approved Final Scores and which are still open for editing.
Use the **Approved [Criterion Name]** filter to view Issues by approval status. This helps you focus on Issues that still need final approval.
## Best practices
- Use the comment section to provide context for score changes.
- Carefully review scores before approving to ensure accuracy.
- Utilize the approval filter to manage and track which Issues still need final approval.
## Related articles
- [Evaluation Poker overview](/docs/sprint-planning/evaluation-poker/overview)
- [Keeping scores private](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating)
- [Sprint Planning & Settings](/docs/sprint-planning/sprint-settings/)
## Reset scores manually
*Learn how to reset evaluation scores for all Issues, Facilitator overrides only, or individual Issues to clear scores and start fresh evaluations.*
URL: https://help.ducalis.io/docs/sprint-planning/reset-scores-manually/
Reset evaluation scores to clear existing evaluations and start fresh. You can reset all scores at once, only Facilitator overrides, or individual Issue scores.
## Reset all Issue scores
You can manually reset scores of all the Issues in a priority Board at once. This is useful in a case where you would want to reset scores right away.
1. Go to **Score expiration settings**.
2. Click **Reset all issues' scores**.
Selecting this option resets all scores, including Facilitators' scores, and undoes skipping.
## Reset Facilitator scores
You can reset the scores added by Facilitators, i.e. their edits to the Final Scores. Selecting this option only deletes the scores put by Facilitators and leaves all the other scores.
1. Go to **Score expiration settings**.
2. Click **Reset Facilitators' scores**.
## Reset individual Issue scores
You have the option to reset the scores of an individual Issue. You can do this manually by going to the Issue card of the Issue whose scores you want to reset.
1. Under **Backlog**, **Matrix**, or **Alignment**, open the Issue card.
2. Open the **Reevaluation** block.
3. Click **Reset all scores**.
## Related articles
- [Sprint planning overview](/docs/sprint-planning/)
- [Score expiration](/docs/sprint-planning/score-expiration)
## Score backups
*Restore accidentally deleted or expired evaluation scores from automatic backups kept for 30 days after reset or expiration.*
URL: https://help.ducalis.io/docs/sprint-planning/score-backups-2/
Ducalis automatically backs up evaluation scores when they expire or reset. You can restore these backups if scores are reset while you still need them or following accidental deletions.
Backups are created when evaluation scores expire or when you manually reset scores. Each backup is kept for 30 days before it's permanently deleted.
## Restore evaluation scores
1. Go to **Evaluation Progress** and open **Sprint Planning settings**.
2. Under **Sprint settings**, scroll to **Final** and open the **Score backups** block.
3. Find the score version you want to restore.
4. Click **Restore**.
When you restore a backup, the current score version is automatically backed up. You'll find it under **Score Backups** and can restore it to undo the change.
:::info
If you or any teammate restores a backup by mistake, you can undo it by restoring the automatically created backup.
:::
## Related articles
- [Sprint planning overview](/docs/sprint-planning/)
- [Evaluation progress](/docs/sprint-planning/reports/)
## Score Expiration
*Learn how to configure automatic score expiration to keep evaluations fresh. Set score lifetime in sprints globally or per criterion.*
URL: https://help.ducalis.io/docs/sprint-planning/score-expiration/
Scores can expire after a set period, resetting them so your team can re-evaluate the Backlog. This keeps evaluations aligned with changing sprint goals.
Score expiration is disabled by default. Enable it by turning on the toggle in settings.
## Access settings
1. Navigate to **Evaluation Progress and Sprint Planning** settings.
2. Scroll down to the **Final** section.
## Configuration options
You can configure score expiration in two ways:
- **Global lifetime** – Set a single score lifetime for all Criteria
- **Per-criterion lifetime** – Set unique lifetimes for each Criterion
### Global lifetime
Set one score lifetime that applies to all Criteria in your prioritization framework.
1. Enable the score expiration toggle if it's disabled.
2. Set the score lifetime in sprints.
For example, if your goals typically extend for two more sprints, set the lifetime to 2 sprints.
This lifetime applies to all Criteria in your framework. See [Criteria setup](/docs/prioritization/setup/criteria/) for more about prioritization frameworks.
### Per-criterion lifetime
Set different score lifetimes for each Criterion. This lets different Criteria expire at different times based on how often they need re-evaluation.
:::info Business plan required
This feature requires the [Business plan](https://ducalis.io/organization/billing-plan).
:::
Set the score lifetime for each Criterion according to your re-evaluation needs:
## Expiration timing
Configure when scores expire:
1. **Expiration time** – The time of day when scores reset.
2. **Expiration day** – The number of days after the sprint starts when scores reset.
## Related articles
- [Criteria setup](/docs/prioritization/setup/criteria/)
- [Sprint planning](/docs/sprint-planning/)
## Team sprint reports
*Configure evaluation reminders and appreciation messages for your team. Send notifications via Slack, Telegram, Mattermost, or email.*
URL: https://help.ducalis.io/docs/sprint-planning/slack-integration-and-evaluation-reminders/
Send evaluation reminders and appreciation messages to your team when they complete evaluations. Keep everyone informed about Issues to evaluate and upcoming Sprint milestones.
Team Sprint Reports can be delivered through:
- [Slack](/docs/integrations/slack/notifications/)
- [Telegram](/docs/integrations/telegram/notifications/)
- [Mattermost](/docs/integrations/mattermost/notifications/)
- Email (always enabled)
:::info Prerequisites
You must be an Admin to configure Team Sprint Reports.
:::
## Access Team Sprint Reports
1. Open your Board and go to **Sprint** settings.
2. Scroll to **Reveal**, then expand **Team Sprint Reports**.
## Connect a messenger
To send notifications to a messenger channel, first connect it to your Organization:
| Messenger | Setup guide |
|-----------|-------------|
| Slack | [Slack notifications](/docs/integrations/slack/notifications/) |
| Telegram | [Telegram notifications](/docs/integrations/telegram/notifications/) |
| Mattermost | [Mattermost notifications](/docs/integrations/mattermost/notifications/) |
After connecting, go to **Team Notifications** and select the channels where you want to receive notifications.
Your team will receive evaluation reminders in the selected channels.
## Customize appreciation message
Write a custom appreciation message to thank your team when they complete all their evaluations.
**Example appreciation messages:**
- Keep up the excellent work! 🚀
- Kudos! 💣
- Great work! 💪
- Wow! Nice work! 🤩
- We're better because of you! 😻
- You did it! Great job! 🏆
You can use custom emojis from your messenger (e.g., `:custom-emoji:` for Slack).
:::note
The same notification is sent to email, where messenger-specific emojis won't appear.
:::
## Schedule message delivery
Messages are sent on the **Reveal** date. Board Admins and Owners can configure the Reveal date in Sprint settings.
## Related articles
- [Sprint settings](/docs/sprint-planning/sprint-settings/)
- [Evaluation Progress report](/docs/sprint-planning/reports/)
- [Slack notifications](/docs/integrations/slack/notifications/)
- [Telegram notifications](/docs/integrations/telegram/notifications/)
## Planning (Gantt)
*Visualize what your team takes into work using the Gantt chart in Ducalis. Schedule prioritized tasks on a timeline, set dependencies, and plan sprints or quarters.*
URL: https://help.ducalis.io/docs/planning/
Prioritization gives you a ranked list of tasks — but it does not show what actually fits into your sprint, week, or quarter. The Gantt chart lets you visualize what your team decides to take into work, arrange it on a timeline, and adjust as plans evolve.
### Gantt chart
- [**Overview**](/docs/planning/gantt-chart-overview/) — Why the Gantt chart matters inside the prioritization workflow and how to get started
- [**Adding and scheduling tasks**](/docs/planning/adding-and-scheduling-tasks/) — Add tasks to the timeline, set dates, and create tasks on the fly
- [**Dependencies**](/docs/planning/dependencies/) — Create visual links and scheduling constraints between tasks
- [**Organizing and navigating**](/docs/planning/organizing-and-navigating/) — Sort, group, filter, customize columns, and zoom the timeline
- [**Task tracker sync**](/docs/planning/task-tracker-sync/) — How synced tasks behave on the Gantt chart and what does not sync yet
- [**Gantt chart in Reports**](/docs/planning/gantt-in-reports/) — Combine multiple Boards into one timeline for cross-team planning
## Gantt Chart Overview
*Learn how the Gantt chart helps you visualize what your team takes into work after prioritization — schedule tasks on a timeline, set dependencies, and plan delivery.*
URL: https://help.ducalis.io/docs/planning/gantt-chart-overview/
The Gantt chart lets you visualize what your team decides to take into work. Prioritization gives you a ranked list — the Gantt chart shows what actually fits into your sprint, week, or quarter.
## Why use the Gantt chart {#why-use-gantt}
Ducalis helps you decide **what matters most** through [criteria-based prioritization](/docs/prioritization/setup/), [team alignment](/docs/prioritization/results/alignment/), and [scoring](/docs/prioritization/issues/issues-evaluation/). The result is a sorted list ranked by priority. But a sorted list alone does not answer:
- What tasks actually fit into this sprint or quarter?
- Who works on what, and when?
- Which tasks block each other?
The Gantt chart adds this missing piece. After prioritizing, you drag tasks onto a timeline to visualize your team's plan. You can rearrange it, adjust dates, and set dependencies as plans evolve — it is not locked in place.
The recommended workflow with Ducalis looks like this:
```mermaid
flowchart TB
A["Collect ideas"] --> B["Import to Backlog"]
B --> C["Prioritize"]
C --> D["Open Gantt chart"]
D --> E["Schedule tasks"]
E --> F["Set dependencies"]
F --> G["Track and adjust"]
G -->|"New ideas"| A
```
Unlike standalone Gantt tools, the Ducalis Gantt chart is connected to your prioritization data. Task scores, assignees, statuses, and other fields are available directly in the Gantt view — no need to duplicate information.
## Where to find the Gantt chart {#where-to-find}
The Gantt chart is available in two places:
- **Inside a Board** — open any Board and select **Gantt chart** from the left sidebar. This Gantt shows tasks from that specific Board.
- **Inside a Report** — open a Report and select **Gantt chart** from the sidebar. This Gantt can show tasks from all Boards in the Report, enabling [cross-team planning](/docs/planning/gantt-in-reports/).
:::info
Board and Report Gantt charts are independent. Adding a task to a Board's Gantt chart does not add it to the Report's Gantt chart, and vice versa.
:::
## UI layout {#ui-layout}
The Gantt chart combines a data table with a visual timeline:
1. **Table panel** (left) — displays task data in columns. Shows Name and Score by default. You can [add more columns](/docs/planning/organizing-and-navigating/#columns) like Assignee, Status, and Type.
2. **Timeline** (right) — displays task bars on a calendar. Drag bars to reschedule, resize to change duration, and draw connections between tasks.
3. **Unscheduled Tasks panel** (bottom) — lists all tasks not yet added to this Gantt chart, with a count badge. Drag tasks from here onto the timeline.
## Share Gantt view {#share-gantt-view}
You can share a link to the Gantt chart with people who are not on the Board — for example, stakeholders or clients outside your Organization. They will be able to view the Gantt chart (along with the Backlog and Matrix pages) without needing an account.
[How sharing works](/docs/prioritization/boards/share-priority-board/#how-sharing-works).
## Related articles {#related-articles}
- [**Adding and scheduling tasks**](/docs/planning/adding-and-scheduling-tasks/) — Add tasks to the timeline, set dates, and create tasks on the fly
- [**Dependencies**](/docs/planning/dependencies/) — Create links and scheduling constraints between tasks
- [**Organizing and navigating**](/docs/planning/organizing-and-navigating/) — Sort, group, filter, and zoom the timeline
- [**Task tracker sync**](/docs/planning/task-tracker-sync/) — How the Gantt chart works with synced tasks and what does not sync yet
- [**Gantt chart in Reports**](/docs/planning/gantt-in-reports/) — Combine multiple Boards into one timeline
## Adding and Scheduling Tasks
*Learn how to add tasks to the Gantt chart, set dates, create tasks on the fly, and understand how task tracker sync works with the timeline.*
URL: https://help.ducalis.io/docs/planning/adding-and-scheduling-tasks/
The Gantt chart starts empty. You build your plan by dragging tasks from the Unscheduled Tasks panel onto the timeline, then arranging them by dates and duration.
## Unscheduled Tasks panel {#unscheduled-tasks-panel}
The **Unscheduled Tasks** panel sits at the bottom of the Gantt chart. It lists all tasks from the current Board (or Report) that have not been added to this Gantt chart. A count badge shows the total number of available tasks.
The panel supports the same filters, sorting, and saved filter presets as the Backlog, so you can narrow the list before adding tasks — for example, show only tasks from the current sprint or assigned to a specific person.
## Add a task to the timeline {#add-a-task}
1. Expand the **Unscheduled Tasks** panel at the bottom.
2. Find the task you want to schedule. Use filters or search to narrow the list.
3. Drag the task from the panel onto the timeline. The task appears as a bar with a default start date and duration.
## Create a task on the fly {#create-task-on-the-fly}
You can create a new task directly from the Unscheduled Tasks panel without leaving the Gantt chart. Click **+ Add Issue** in the panel, enter the task name, and drag it onto the timeline.
This is useful when you need to add a task that does not exist in your Backlog yet — for example, an ad-hoc request that came up during planning. You can later push this task to your external task tracker.
## Move a task on the timeline {#move-a-task}
Drag a task bar horizontally to change both its start and end dates while keeping the same duration.
## Resize a task {#resize-a-task}
Hover over the left or right edge of a task bar until the resize cursor appears. Drag to change the start date (left edge) or end date (right edge). The task duration adjusts accordingly.
## Set dates from the context menu {#set-dates-context-menu}
1. Click or right-click a task bar on the timeline.
2. Use the **Start Date** and **End Date** fields to pick exact dates from the date picker.
## Set a task color {#set-task-color}
Use colors to visually categorize tasks — for example, by priority level, team, or work type.
1. Click or right-click a task bar.
2. Choose a color from the **Color** palette in the context menu. Click the **X** to remove the color.
## Remove a task from the timeline {#remove-a-task}
1. Click or right-click the task bar.
2. Select **Unschedule Task**. The task returns to the Unscheduled Tasks panel.
To remove multiple tasks, hold **Ctrl** (or **Cmd** on Mac), click several task bars, and press **Delete**.
:::info
Tasks that disappear from the Backlog (e.g., marked Done in your task tracker) **stay on the Gantt chart** until you manually unschedule them. Learn more in [Task tracker sync](/docs/planning/task-tracker-sync/).
:::
## Sorting tasks on the Gantt chart {#sorting-tasks}
Tasks on the Gantt chart can be ordered in two ways:
- **Column sort** — click any column header and select **Sort Ascending** or **Sort Descending**. Tasks reorder by that column value (e.g., by Score, by Assignee name).
- **Manual reorder** — drag tasks in the table panel to arrange them in any order. A confirmation dialog appears because manual reorder replaces any active column sort.
This means the task with the highest priority score does not have to be first on the Gantt chart — you can place it wherever it makes sense for your plan.
## Related articles {#related-articles}
- [**Gantt Chart Overview**](/docs/planning/gantt-chart-overview/) — Why the Gantt chart matters and how it connects to prioritization
- [**Dependencies**](/docs/planning/dependencies/) — Create scheduling constraints between tasks
- [**Organizing and navigating**](/docs/planning/organizing-and-navigating/) — Group, filter, and customize the Gantt view
## Dependencies
*Learn how to create, manage, and remove visual links and scheduling dependencies between tasks in the Gantt chart.*
URL: https://help.ducalis.io/docs/planning/dependencies/
Link tasks to show relationships and enforce scheduling constraints. The Gantt chart supports two types of connections.
## Link types {#link-types}
| Type | Appearance | Scheduling constraint |
|------|-----------|----------------------|
| **Visual Link** | Dotted line | None — informational only |
| **Finish to Start** | Solid red arrow | Successor starts after predecessor finishes (plus workday offset) |
**Visual Link** shows a relationship without enforcing dates. **Finish to Start** ensures the dependent task cannot start until the predecessor is complete — if you extend the predecessor, the successor shifts automatically.
## Create a link {#create-a-link}
1. Click or right-click the predecessor task bar.
2. Select **Create Visual Link** from the context menu.
3. Click the successor task bar. A dotted visual link appears between the two tasks.
## Change link type {#change-link-type}
After creating a link, you can switch between Visual Link and Finish to Start:
1. Click the link line between two tasks.
2. Under **Dependency behavior**, choose:
- **Visual Link** — only visual connection, no scheduling constraint.
- **Finish to Start** — successor starts after predecessor finishes, plus workday offset. The successor task bar moves automatically.
## Remove dependencies {#remove-dependencies}
- **Remove a single connection** — click the link line between two tasks and select **Delete Connection**.
- **Remove all dependencies from a task** — right-click the task bar and select **Remove All Dependencies**.
- **Redirect a dependency** — click the link line and select **Unlink & Relink**, then click the new target task.
## Related articles {#related-articles}
- [**Adding and scheduling tasks**](/docs/planning/adding-and-scheduling-tasks/) — Add tasks to the timeline and set dates
- [**Organizing and navigating**](/docs/planning/organizing-and-navigating/) — Sort, group, and filter the Gantt view
## Organizing and Navigating
*Learn how to sort, group, filter, customize columns, and navigate the Gantt chart timeline.*
URL: https://help.ducalis.io/docs/planning/organizing-and-navigating/
The Gantt chart provides tools to organize tasks and navigate large timelines. Group by assignee, filter by status, add data columns, and zoom between day, week, and month views.
## Grouping {#grouping}
Group tasks by any column to organize them into sections. Grouping works in both the Gantt chart and the Grid.
### How to group tasks {#how-to-group-tasks}
Use the dedicated grouping control in the toolbar:
1. Open the **Group by** control.
2. Select any column to group by — all columns except Criteria are available (Assignee, Status, Type, Reporter, Parent Name, Epic Link, and any custom fields your board has).
Tasks split into sections with a header showing the field value and task count (e.g., "To Do — 8 tasks", "In Progress — 3 tasks").
:::tip
You can also group directly from a column header: click the header and select **Group by this field**.
:::
### Remove grouping {#remove-grouping}
Open the **Group by** control and select the active field to deselect it. Or click the same column header and deselect the grouping option.
## Filters and search {#filters-and-search}
The Gantt chart uses the same filter system as the Backlog and Evaluation grids.
- **Filter** — click the **Filter** button in the toolbar, choose parameters (Reporter, Status, Assignee, etc.). Non-matching tasks are hidden.
- **Saved presets** — if your Board has saved filter presets (e.g., **Active & Future Sprint**, **Low Back**), they appear as tabs above the chart. Click a tab to apply instantly.
- **Search** — click the search icon in the toolbar and type a task name or keyword.
For detailed filter documentation, see [Filters](/docs/platform/filters/).
## Columns {#columns}
The table panel on the left shows **Name** and **Score** by default. You can add more columns to see relevant data alongside the timeline.
Click the column configuration icon in the table header and toggle fields on or off: **Assignee**, **Status**, **Type**, **Reporter**, and other fields from your Board.
:::info
Gantt chart columns are **read-only**. They display data but cannot be edited directly. To change a task's assignee or status, open the task card or update it in your task tracker.
:::
## Timeline navigation {#zoom-and-navigation}
- **Zoom levels** — click the zoom selector to switch between **Days**, **Weeks**, and **Months**. Choose the scale that matches your planning horizon.
- **Mouse scroll zoom** — use the scroll wheel over the timeline to zoom in and out.
- **Today button** — click **Today** to scroll the timeline to the current date.
- **Jump to a task** — click a task row in the table panel to scroll the timeline to its bar.
## Related articles {#related-articles}
- [**Adding and scheduling tasks**](/docs/planning/adding-and-scheduling-tasks/) — Add tasks and set dates on the timeline
- [**Dependencies**](/docs/planning/dependencies/) — Create links and scheduling constraints between tasks
- [**Gantt Chart Overview**](/docs/planning/gantt-chart-overview/) — How the Gantt chart fits into the prioritization workflow
## Task Tracker Sync
*Learn how the Gantt chart works with tasks synced from external task trackers — what syncs, what does not, and how tasks behave when they leave the Backlog.*
URL: https://help.ducalis.io/docs/planning/task-tracker-sync/
The Gantt chart works with tasks from any source — synced from an external task tracker or created directly inside Ducalis. This article explains how sync affects tasks on the Gantt timeline.
## Synced and internal tasks {#synced-and-internal}
You can schedule two types of tasks on the Gantt chart:
- **Synced tasks** — issues imported from your task tracker (Jira, Linear, Asana, ClickUp, GitHub, etc.) through a [2-way sync integration](/docs/integrations/). These tasks appear in the Unscheduled Tasks panel and can be dragged onto the timeline like any other task.
- **Internal tasks** — tasks created directly inside Ducalis, either in the Backlog or [on the fly in the Gantt chart](/docs/planning/adding-and-scheduling-tasks/#create-task-on-the-fly). You can later push internal tasks to your task tracker.
Both types work the same way on the Gantt timeline — you schedule, resize, color, and link them identically.
## Tasks that leave the Backlog {#tasks-that-leave-backlog}
When a synced task changes status in your external task tracker, it may disappear from the Backlog. For example:
- A task is marked **Done** in Jira, and your sync settings exclude Done tasks from the Board.
- A task no longer matches the Board's sync filters (e.g., it was moved to a different project or label).
**These tasks stay on the Gantt chart.** The Gantt timeline preserves every task you added until you manually [unschedule it](/docs/planning/adding-and-scheduling-tasks/#remove-a-task). This ensures your plan is not disrupted when tasks change status externally.
:::info
The same applies to tasks that disappear from the Backlog for any reason — sync filter changes, Board filter updates, or manual removal from the Backlog. If you added a task to the Gantt chart, it stays there.
:::
## What syncs {#what-syncs}
The following task data **is synced** from your external task tracker and visible on the Gantt chart:
- Task name
- Assignee
- Status
- Type (Story, Bug, Task, etc.)
- Reporter
- Other fields configured in your Board's sync settings
Changes made in your task tracker (e.g., reassigning a task, changing status) update automatically on the Gantt chart.
## What does not sync {#what-does-not-sync}
Currently, the Gantt chart timeline data is managed separately from your external task tracker:
- **Start and end dates** — dates you set on the Gantt chart do **not** write back to your task tracker. Even if your tracker has date fields (e.g., Start Date and Due Date in Jira), they do not transfer to the Gantt chart either. You schedule tasks on the Gantt timeline independently.
- **Dependencies** — links you create between tasks on the Gantt chart (Visual Link or Finish to Start) do **not** sync to your task tracker. These are separate from any blocker or dependency relationships in your tracker.
- **Task duration** — the length of a task bar on the Gantt chart is set manually and is not connected to any estimation field in your tracker.
This means the Gantt chart is a standalone planning layer on top of your synced data.
:::tip We want your feedback
Syncing Gantt chart dates and dependencies with external task trackers is something we are actively researching. If this is important to your workflow, visit our [Voting Board](https://feedback.ducalis.io) to vote for this feature and tell us how you would like it to work. You can also reach out to our support team at hello@ducalis.io — we would love to hear your use case.
:::
## Related articles {#related-articles}
- [**Gantt Chart Overview**](/docs/planning/gantt-chart-overview/) — Why the Gantt chart matters and how it fits into the workflow
- [**Adding and scheduling tasks**](/docs/planning/adding-and-scheduling-tasks/) — Add tasks to the timeline and set dates
- [**Integrations**](/docs/integrations/) — Connect your task tracker for 2-way sync
## Gantt Chart in Reports
*Learn how to use the Gantt chart inside Reports to plan across multiple Boards — combine bugs, features, and tech debt into a single timeline.*
URL: https://help.ducalis.io/docs/planning/gantt-in-reports/
Reports combine multiple Boards into a single view. Each Report has its own Gantt chart, which lets you plan across different backlogs on one timeline.
## When to use the Report Gantt chart {#when-to-use}
The Board-level Gantt chart works well when all your tasks come from one Board. But teams often split work across several Boards — for example:
- **Bugs** Board — prioritized bug reports
- **Features** Board — new feature requests from the Voting Board
- **Tech Debt** Board — internal improvements and refactoring
Each Board has its own backlog, prioritization criteria, and scores. When it is time to plan a sprint or quarter, you need to see all of these together.
**Use case:** Create a Report that combines all your Boards. Open the Report's Gantt chart, and the **Unscheduled Tasks** panel shows tasks from every Board. Drag tasks onto the timeline to build a unified plan. Then group by Board, by Assignee, or by Status to see workload distribution.
## Access the Report Gantt chart {#access-report-gantt}
1. Open a Report from the left sidebar.
2. Select **Gantt chart** from the Report's navigation menu.
## Board Gantt vs. Report Gantt {#board-vs-report-gantt}
| Aspect | Board Gantt | Report Gantt |
|--------|------------|--------------|
| **Scope** | Tasks from one Board | Tasks from all Boards in the Report |
| **Independence** | Adding a task here does not add it to any Report Gantt | Adding a task here does not add it to any Board Gantt |
| **Grouping** | By Assignee, Status, Type, Reporter | Same + by Board |
| **Use case** | Sprint planning for a single team | Cross-team quarterly or roadmap planning |
:::warning
Tasks are added to each Gantt chart independently. Scheduling a task on a Board's Gantt chart does **not** automatically add it to the Report's Gantt chart. This gives you flexibility — for example, a detailed sprint plan per Board and a high-level roadmap in the Report.
:::
## Cross-board planning {#cross-board-planning}
All standard Gantt features work across Boards in a Report:
- Drag tasks from different Boards onto the same timeline.
- Create [dependencies](/docs/planning/dependencies/) between tasks from different Boards.
- [Group by Assignee](/docs/planning/organizing-and-navigating/#grouping) to see who is overloaded.
- [Filter](/docs/planning/organizing-and-navigating/#filters-and-search) by Board, status, or assignee to focus on specific areas.
## Related articles {#related-articles}
- [**Gantt Chart Overview**](/docs/planning/gantt-chart-overview/) — How the Gantt chart fits into the prioritization workflow
- [**Reports**](/docs/prioritization/reports/) — Create and manage aggregated Report Boards
## Feedback & Voting
*Collect and manage customer feedback with voting boards and public roadmaps*
URL: https://help.ducalis.io/docs/feedback-voting/
Collect and manage customer feedback with voting boards, public roadmaps, and idea management. Let your users vote on features and track their requests.
## Voting Boards
*Create and customize Voting Boards to collect customer feedback and share your product roadmap with Ducalis.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/
Collect customer feedback and share your product roadmap with customized, branded Voting Boards.
### Create and customize
- [**Create Voting Board**](/docs/feedback-voting/voting-boards/voting-board/) — Set up a feedback board and configure basic settings in minutes
- [**Roadmap**](/docs/feedback-voting/voting-boards/how-to-create-a-product-roadmap/) — Display development progress and communicate upcoming features to customers
- [**Customization**](/docs/feedback-voting/voting-boards/customizing-voting-boards/) — Match your brand with custom logos, colors, and themes
### Control access and appearance
- [**Privacy**](/docs/feedback-voting/voting-boards/voting-board-privacy/) — Choose who can view your board with public, private, or domain-restricted access
- [**Language settings**](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/) — Set different languages for each board to reach international customers
- [**Custom domain**](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/) — Use your own domain to help customers recognize your brand
- [**Description**](/docs/feedback-voting/voting-boards/voting-board-description/) — Add a welcome message to guide voters on submitting feedback
- [**Voting scale**](/docs/feedback-voting/voting-boards/upvotes-and-votes-display-for-the-voting-board/) — Choose between multiple votes per Idea or single upvotes
### Track engagement
- [**Google Tag Manager**](/docs/feedback-voting/voting-boards/add-the-google-tag-manager-code-to-voting-boards/) — Monitor user behavior and engagement on your Voting Boards
## Voting Board
*Create a Voting Board to collect and manage customer feedback. Learn how to set up boards, customize appearance, and configure privacy settings.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/voting-board/
Voting Board is a customer feedback management tool that lets customers share their ideas while helping you gather that feedback in one place.
[How to create a Voting Board](https://www.youtube.com/watch?v=cjfEmU4fbhs)
You can check [Ducalis Public Voting Board](https://feedback.ducalis.io/ducalis-roadmap/summary).
[Learn how to start collecting feedback on Voting Board.](https://hi.ducalis.io/glossary/how-to-%D1%81ollect-feature-requests-the-ultimate-guide-and-best-practices)
## Structure of the Voting Board
Voting Board has two views: Public Roadmap (front-end) and Voting Board (back-end). The Public Roadmap is accessible to you and your customers. The Voting Board is accessible to you and your team.
On the Public Roadmap, customers can:
- [Add new Ideas](/docs/feedback-voting/public-ideas/creating-an-idea/) to your Voting Board
- [Vote for Ideas](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/) already on the board
- Access Notifications settings
On the Voting Board, you and your team can manage feedback:
- Add new Ideas from your internal backlog
- [Vote on behalf of customers](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#vote-on-behalf-of-your-customers)
- Move Ideas from one [status](/docs/feedback-voting/public-ideas/public-idea-statuses/) to another
- Access Voting Board settings to [customize your board](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
Changes you make on the Voting Board are reflected on the Public Roadmap.
To access the Public Roadmap from the Voting Board:
Under **Voting**, click the **Redirect** button in the top right corner.
* * *
## Create a Voting Board
Each prioritization Board in your [Ducalis Organization](/docs/platform/organization/organization-settings/) can have its own Voting Board.
1. Go to the **Voting Board** page.
2. Toggle the switch to enable Voting Board.
3. Your Voting Board is created.
4. You can [start creating Ideas](/docs/feedback-voting/public-ideas/creating-an-idea/).
## Change Board Name, Description, and URL
### Name
The Name appears on the board list in the public view:
### Description
Give your users context about what the board is for.
### URL
This is the customized URL for your board.
Updating the URL won't break existing links to Ideas. Ducalis automatically redirects posts if the URL changes.
## Customize Board Appearance
You can configure:
- Organization Name
- Logo
- Primary Color, Text Color
- Theme
- Language
- SEO visibility
- Domain
## Choose Voting Scale
Decide which voting scale you want to use.
* * *
## The "New Idea" Form
The New Idea Form section in board settings lets you customize the fields that users fill out when submitting an Idea or feedback, and set an Idea template.
### Idea Template
Read more [here](/docs/feedback-voting/public-ideas/template-for-new-public-idea/).
### Custom Fields
Read more [here](/docs/prioritization/issues/create-and-add-custom-fields/).
* * *
## Set up Board Privacy
Ducalis offers different access options for your boards. You can choose between private, public, or custom access settings. Read more [here](/docs/feedback-voting/voting-boards/voting-board-privacy/).
* * *
## Labels and Filters
Labels and filters help organize feedback in Ducalis. Read more [here](/docs/platform/filters/filters-labels-and-quick-search/).
* * *
## Embed Voting Board
Ducalis offers a customizable widget for embedding feedback boards directly on your website, allowing you to gather user feedback without leaving your site. You can customize the widget to fit your website's design.
Read more [here](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/).
* * *
## Turn Off a Board
When you need to disable a Voting Board, toggle the switch off in settings.
## Related articles
- [Customize Voting Board](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
- [Create Ideas](/docs/feedback-voting/public-ideas/creating-an-idea/)
- [Voting Board Privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
## Roadmap
*Create and customize a public roadmap to visualize development progress, collect customer feedback, and keep users informed about upcoming features.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/how-to-create-a-product-roadmap/
Create a public roadmap to visualize development progress and keep customers informed about upcoming features. Use it for internal planning, public transparency, or anything in between.
## Overview
The Public Roadmap helps you plan, track, and communicate your development work to both internal teams and external users. Publish your roadmap to show what you're working on and collect feedback from customers.
**Key capabilities:**
- **Unlimited filtering** — Control what's displayed on each roadmap, down to individual columns
- **Automatic sync** — Connect Jira, Linear, or other trackers to automatically update roadmap status
- **Custom branding** — Match your brand with custom logos, colors, and themes
- **Flexible embedding** — Embed roadmaps in your app or website
- **Access control** — Share publicly or restrict to select customers
You can check [Ducalis Roadmap](https://feedback.ducalis.io/ducalis-roadmap).
## Access the roadmap
You have two views of your roadmap: an internal Voting Board for management, and an external Public Roadmap for customers.
**Internal view (Voting Board):**
Go to **Voting Board** in the sidebar.
This is your internal view where you manage Ideas, convert them to Issues, and configure settings.
**External view (Public Roadmap):**
1. From the Voting Board, click the **link icon** in the top right.
2. You'll see the public version of your roadmap at **your-company**.hi.ducalis.io.
Voters see only Ideas from boards they have access to.
If you're an Admin or Member, you'll see the admin panel when viewing the Public Roadmap:
:::tip
You can customize your Public Roadmap URL in [domain settings](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/).
:::
## Customize appearance
Brand your roadmap with your logo, colors, and theme so customers recognize it as part of your product.
**Global appearance settings (apply to all Voting Boards):**
1. Go to **All Voting Boards** in the sidebar.
2. Find the **Appearance** section.
3. Configure your branding:
- Logo
- Brand color
- Theme (light/dark)
Changes apply to all your roadmaps.
**Board-specific settings (override global settings):**
1. Go to the board.
2. Click **Voting** in the top menu.
3. Configure settings specific to this roadmap.
Learn more about [customizing Voting Boards](/docs/feedback-voting/voting-boards/customizing-voting-boards/).
## Add Ideas to your roadmap
Your roadmap displays development progress, so populate it with Ideas that represent your backlog and planned work.
**Method 1: Create Ideas from tracker Issues**
1. Connect your task tracker:
- [Jira Cloud](/docs/integrations/jira-cloud/importing-issues-from-jira-cloud-using-jira-filters/)
- [Jira Server](/docs/integrations/jira-server/issues-import/)
- [Linear](/docs/integrations/linear/integrating-linear/)
- [Asana](/docs/integrations/asana/integrating-asana/)
- [Trello](/docs/integrations/trello/integration/)
- [ClickUp](/docs/integrations/clickup/integrating-clickup/)
- [GitHub](/docs/integrations/github/integrating-github-organization/)
- [YouTrack](/docs/integrations/youtrack/youtrack-issue-import/)
- [Kaiten](/docs/integrations/kaiten/connect-kaiten-and-import-issues/)
2. Use AI to generate Ideas from your tracker Issues.
**Method 2: Create Ideas from external sources**
Import Ideas from customer feedback collected via email, support tickets, or other channels.
**Method 3: Create Ideas manually**
Create Ideas directly in the Voting Board when you want to manually add roadmap items.
Once you create Ideas, drag them between status columns as work progresses.
Learn more about [creating Ideas](/docs/feedback-voting/public-ideas/creating-an-idea/).
## Define Idea statuses
By default, Ducalis displays Ideas in these statuses:
- **Inbox** — The "inbox" of your voting board.
- **For Prioritization** – Added to the backlog, but not evaluated.
- **Prioritized** — Added to the backlog, NOT placed in Top Priority.
- **Top Priority** – Added to the backlog, and placed in Top Priority.
- **In Progress** — Actively being worked on.
- **Done** — Completed and released.
- **Postponed** – Won't be implemented.
Customize statuses to match your workflow:
When you change an Idea's status, its position automatically updates on the roadmap. Ducalis also notifies Voters via email about status changes to Ideas they're following.
Learn more about [Idea statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/) and [Voter notifications](/docs/platform/notifications/voting-board-notifications-for-voters/).
## Set up roadmap privacy
Control who can access your Public Roadmap — make it fully public or restrict to specific customers.
1. Go to **Voting > Access** in the board menu.
2. Choose your access level:
- **Public** — Anyone with the link can view
- **Private** — Only invited Voters can access
- **Domain-restricted** — Only users from specific email domains
Learn more about [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/).
## Collect feedback on your roadmap
Voters can submit feedback directly on your roadmap by upvoting existing Ideas or creating new ones.
Get notified when feedback is submitted:
- **Slack or Telegram integration** — Receive instant notifications in your team chat
- **Email notifications** — Get updates via email when Voters interact with Ideas
## Embed your roadmap
Embed the Public Roadmap in your website or product to keep customers informed without redirecting them to an external page.
Learn more about [embedding Voting Boards](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/).
## FAQs
### How can I share my voting board to my client?
- Set up the [privacy level](/docs/feedback-voting/voting-boards/voting-board-privacy/),
- Go to the Voting board and find the link icon in the top-right corner.
### Can I make the board only visible to signed-in users?
Yes, you can set up different levels of access, including the option above. Go to Privacy and enable the [Sign-in required toggle](/docs/feedback-voting/voting-boards/voting-board-privacy/#sign-in-required).
### Does Ducalis have an embeddable widget that we can put in our application?
Yes, you can embed a widget. The setup is simple and takes up to 5 minutes. Go to the **Embed** section, find the **Feedback / Changelog / Roadmap widget** section, and follow the [instructions](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/).
### Can I integrate the Roadmap into our website?
Yes, you can. Embed your Voting Board directly into your product using [iframe code](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/). Users can access the board without leaving your application.
### Is there an opportunity for voting for unauthorized users?
No, users have to be authorized to vote. Alternatively, you can use [SSO](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) to prevent users from having to sign in separately.
## Related articles
- [Customizing Voting Boards](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
- [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
- [Creating Ideas](/docs/feedback-voting/public-ideas/creating-an-idea/)
- [Idea statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/)
- [Embed Voting Boards](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/)
## Hide Roadmap
*Create and customize a public roadmap to visualize development progress, collect customer feedback, and keep users informed about upcoming features.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/hide-roadmap/
Here's how to completely disable the public roadmap view from being shown to your users, while retaining backend access for internal planning.
## Enable Hidden Roadmap
1. Go to **Voting Board Settings**.
2. Find **Roadmap Hidden Mode** section.
3. Enable the toggle.
Once disabled, all frontend components related to the roadmap, including roadmap items and Kanban columns, are hidden from public pages.
However, roadmap data and functionality remain available via the admin view for future use or internal tracking.
## Notifications
While the roadmap is hidden, external voters and subscribers **won’t receive** any [notifications from the Voting board](/docs/platform/notifications/voting-board-notifications-for-voters/) regarding their ideas: comments, statuses, mentions, votes.
Only your Ducalis organization Users will receive these notifications.
## What Voters see
External Voters and Subscribers can:
1. See only Changelog page.
2. Add Ideas.
3. Subscribe to the Changelog and Release Notes.
4. See Announcement if you approve them.
If you haven’t approved announcements, voters won’t see them until you approve them.
## Reasons for hiding
Hiding the roadmap can be an important part of your product or feature management strategy. Common scenarios include:
– **Private Planning**: Work through ideas or set roadmap priorities before making public announcements.
– **Project Restructuring**: Redesign columns or adjust your roadmap approach without confusing users with in-progress changes.
– **Seasonal or Event-Based Roadmaps**: Reveal your roadmap only during product launches, major events, or specific campaigns.
– **Internal-Only Use**: Use the roadmap as an internal project board for your team without public exposure.
## Related articles
- [Creating Roadmap](/docs/feedback-voting/voting-boards/how-to-create-a-product-roadmap/)
- [Customizing Voting Boards](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
- [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
- [Creating Ideas](/docs/feedback-voting/public-ideas/creating-an-idea/)
- [Idea statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/)
- [Embed Voting Boards](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/)
## Appearance
*Customize your Voting Board appearance with your logo, brand colors, and language to match your brand identity and provide a consistent experience.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/customizing-voting-boards/
Customize your [Voting Board](/docs/feedback-voting/voting-boards/voting-board/) appearance to match your brand. Add your logo, set your brand colors, and choose the language to create a consistent experience for your customers.
## Custom settings for all Voting Boards
Configure global settings that apply to all Voting Boards in your Organization.
1. Navigate to **Settings** on your Dashboard.
2. Select **All Voting Boards** from the left sidebar.
### Organization name
Enter your Organization name. This name appears in all emails sent to your customers.
### Logo {#logo}
Upload your logo to display on your Voting Board. Depending on your logo dimensions, choose either a **square logo** or **horizontal logo**.
### Primary color {#primary-color}
Set your primary color by clicking the color box to open the palette, or paste a color code directly.
### Color theme {#color-theme}
Choose between dark theme or light theme for your Voting Boards.
### Default language
Select the default language for all new Voting Boards. You can override this language for individual boards after creation.
## Custom settings for a single Voting Board
Access settings for an individual Voting Board through either location:
**Option 1: From the Voting Board admin view**
1. Open the Voting Board admin view.
2. Click **Settings**.
**Option 2: From the priority Board settings**
Open the settings of the priority Board associated with your Voting Board.
### Voting Board name
Enter the name for your Voting Board. By default, this uses the name of the associated priority Board.
### Board language
Set a language specific to this Voting Board. This overrides the default language for this board only.
:::warning
Each Voting Board supports only one language at a time. To serve feedback in multiple languages, create separate boards for each language. See [serving feedback in different languages](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/).
:::
### Slack integration
Connect Slack to receive notifications when customers submit new Ideas on your Voting Board. Notifications appear in a dedicated Slack channel.
### Voting Board URL {#voting-board-url}
Customize your Voting Board URL. By default, the URL uses the Board name. Access this setting from the priority Board settings.
You can also create a [custom domain](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/) for all Voting Boards in your Organization.
## Access all Voting Board settings
View and manage global settings that affect all Voting Boards in your Organization.
## What's next
- [Set up a custom domain](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/) to help customers quickly recognize your site
- [Configure upvotes and vote display](/docs/feedback-voting/voting-boards/upvotes-and-votes-display-for-the-voting-board/) to control how users vote and how votes appear on Idea cards
## Privacy
*Control who can access your Voting Board with four privacy methods, from public access to restricted email domains.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/voting-board-privacy/
Control who can access your Voting Board using four privacy methods: public access for anyone, sign-in requirements, restricted access by domain or email list, and direct links for specific users.
## Privacy options overview
Choose from four access methods:
- **Public access** - Anyone can view without signing in
- **Sign-in required** - Voters must authenticate to view the board
- **Restricted access** - Limit to specific domains or email addresses
- **Direct link access** - Share boards via private links
## Configure privacy settings
1. Open your Ducalis Board and go to **Voting board** > **Settings**.
2. In the left menu, select **Voting**.
3. Expand the **Privacy** section under **Access**.
## Visible to Anyone
Make your Voting Board public so anyone can browse Ideas without signing in. Voters only need to sign in when they want to upvote, submit Ideas, or comment.
Turn off all privacy toggles to enable public access.
## Sign-in required
Require all visitors to sign in before viewing your Voting Board.
Enable the **Sign in required** toggle.
### Author-only mode
Restrict Voters to see only their own submitted Ideas. Other Voters' Ideas remain hidden.
1. Enable **Sign in required**.
2. Enable **Author-only mode**.
With these settings, Voters must sign in and will only see Ideas they created.
### Restrict by domain or email
Limit access to Voters with specific email domains or addresses.
#### Allow specific domains
Grant access to anyone with an approved email domain.
1. Enable **Sign in required**.
2. Enable **Only Voters from the list**.
3. Enter allowed domains (e.g., `yourcompany.io`).
With these settings, only Voters with email addresses from the specified domains can view the board.
#### Allow specific email addresses
Grant access to individual Voters by email address.
**Import from CSV:**
1. Click **Manage All Voters** to open the All Voters section.
2. Click **Import Voters**.
3. Click **Choose csv file** and select your file.
**Add manually:**
1. In the Privacy settings, enter email addresses in the Voters list field.
2. Click **Add voters** when finished.
**Subscribe Voters to notifications:**
Use the All Voters management section to subscribe Voters to email notifications.
Learn more about [Subscribers](/docs/feedback-voting/voters/what-is-a-subscriber/).
## Direct link access
Share Voting Boards via private links. Only users with the direct link can access the board, even if they're Organization members.
This helps organizations with multiple user groups provide customized views and hide irrelevant boards from user dashboards.
1. Enable the **Direct link access** toggle.
2. Copy the generated link.
3. Share the link with your Voters.
:::warning
Admins without the direct link cannot access these boards.
:::
## Combine privacy settings
You can enable multiple privacy options simultaneously.
**Example configuration:**
With all three settings enabled:
- Voters must sign in to view the board, AND
- Voters must have an email address with the `@tendee.io` domain, AND
- Voters only see Ideas they created
## Related articles
- [Create multilingual Voting Boards](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/)
- [What is a Subscriber?](/docs/feedback-voting/voters/what-is-a-subscriber/)
## Languages
*Create multiple Voting Boards in different languages to communicate with international customers in their native language.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/
Set a language for each Voting Board to match your customers' preferences. Each board can use a different language, letting you communicate effectively with international customer segments.
## Set the language
1. Go to **Settings**.
2. Select **Voting** in the sidebar.
3. Select **Board Language**.
4. Click the language dropdown.
5. Select your preferred language.
The language applies only to the current Voting Board. Other boards keep their own language settings.
## Custom domain
*Configure a custom domain for your Voting Board to match your brand. Learn how to set up DNS records and enable custom domain settings.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/
When you create your Organization, Ducalis assigns a default domain for your Voting Boards. You can customize this domain to help customers quickly recognize whose site they're visiting.
## Access domain settings
1. Click **Settings** in the left sidebar.
2. Go to **All Voting Boards**.
3. Scroll to the **Domain settings** section under **Appearance**.
There are two domain types: **Subdomain** and **Custom Domain**.
## Default subdomain
Ducalis provides a default subdomain that you can change.
## Custom domain
You can use your own domain for the Voting Board.
### Step 1: Configure DNS records
Add a CNAME record in your domain registrar's control panel:
- **Name/Host**: Your subdomain (e.g., `feedback` or `ideas-board`)
- **Value/Points to**: voting.ducalis.io
**Example**: Setting up `ideas-board.example.com` with Cloudflare:
:::warning
The custom domain must point to **voting.ducalis.io** exactly—not yourcompany.voting.ducalis.io.
:::
**DNS provider instructions:**
- [Google Domains](https://support.google.com/a/answer/47283?hl=en)
- [Namecheap](https://www.namecheap.com/support/knowledgebase/article.aspx/9646/10/how-can-i-set-up-a-cname-record-for-my-domain)
- [GoDaddy](https://godaddy.com/help/add-a-cname-record-19236)
- [Cloudflare](https://support.cloudflare.com/hc/en-us/articles/200169046-How-do-I-add-a-cname-record-)
### Step 2: Enable custom domain
1. In the Domain settings section, toggle on **Custom Domain**.
2. Confirm you want to change the domain type.
3. Enter your custom domain.
Your Voting Board now uses your custom domain.
## Related articles
- [Configure a custom public Idea template](/docs/feedback-voting/public-ideas/template-for-new-public-idea/)
- [Customize Voting Board appearance](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
## Description
*Customize the welcome message on your Voting Board to guide voters on what feedback to share and how you'll respond to it.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/voting-board-description/
The Voting Board description is a welcome message displayed on your public feedback portal. Use it to guide visitors on what feedback you're looking for and how they can contribute effectively.
Voters see this description on the left side of the page as their first introduction to your feedback process.
A clear description helps you:
- Set expectations with voters
- Encourage relevant and actionable feedback
- Communicate your review and implementation process
## Edit the description
Each Voting Board has a default description.
To edit it:
1. Open your Voting Board.
2. Click the **Description** icon.
3. Write or update your message.
Changes save automatically and appear immediately on your public Voting Board.
## What to include
Consider including:
- **Greeting:** "We'd love to hear from you!" or "Help us improve!"
- **Feedback type:** Feature ideas, UX pain points, bug reports, etc.
- **Your process:** What happens after submission? Will you review weekly? Update statuses?
- **Encouragement:** Motivate voters to vote or comment on other Ideas
- **Status meanings:** Explain what each column or status means
### Example description
> "Welcome! Share your feature requests, ideas, and feedback here. We review all submissions regularly and update statuses as we make progress. Vote on ideas you support!"
## Related articles
- [Voting Board appearance](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
- [Privacy settings](/docs/feedback-voting/voting-boards/voting-board-privacy/)
- [Custom statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/)
## Voting scale
*Choose how Voters upvote Ideas—multiple votes per Idea or single upvotes—and customize voting scales to match your feedback collection needs.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/upvotes-and-votes-display-for-the-voting-board/
Choose between two voting methods for your Voting Board: multiple upvotes per Idea (voters express urgency by allocating multiple votes) or single upvote per Idea (count unique voters).
## Voting methods
**Multiple upvotes per Idea**
Voters allocate up to 5 votes (or your custom maximum) to show how urgently they want a feature. Higher vote counts signal stronger demand from individual voters.
**Single upvote per Idea**
Voters can only upvote once per Idea. Vote count equals the number of unique voters, making it easy to see how many customers want a feature.
## Access voting settings
1. Open your Ducalis prioritization Board.
2. Click **Voting board**.
3. Click **Settings**.
4. Scroll to **Voting scale**.
5. Click the votes block.
## Multiple upvotes per Idea
Voters allocate multiple votes to express urgency. A customer who cares deeply about a feature can give it 5 votes, while mildly interested voters might give 1 or 2 votes.
**Configure the scale:**
The default scale is 1–5 votes. You can extend the scale to any maximum number.
**Add scale descriptions:**
Help voters understand your scale by adding short descriptions for each number (e.g., "Not interested" for 1, "Critical" for 5). The default scale includes five descriptions, but you can add more if you extend the scale.
**Consideration:**
Ideas rank by total votes, not unique voters. A single passionate customer allocating 5 votes will rank an Idea higher than three customers giving 1 vote each (5 total vs. 3 total). This might prioritize features wanted intensely by few over features wanted moderately by many.
### How voters use multiple upvotes
Voters open an Idea card and click the ⬆️ button repeatedly to add votes. The description updates as the vote count increases.
Alternatively, voters select a description from the dropdown menu to jump to that vote level.
## Single upvote per Idea
Voters can only upvote once per Idea. The vote count directly equals the number of voters, making it easy to see how many customers want a feature.
Ideas rank by number of unique voters. The top Idea has the most customers requesting it.
**Consideration:**
Voters can't express urgency or intensity. One customer who desperately needs a feature has the same weight as one who's mildly interested.
### How voters use single upvotes
Voters click the ⬆️ button once to upvote an Idea. Clicking again removes the upvote.
## Display options
Choose what appears on Idea cards on the Public Roadmap.
**Number of upvotes**
Shows total votes. With multiple upvotes enabled, this counts all votes allocated. With single upvotes, this equals the number of voters.
**Number of voters**
Shows unique voter count regardless of voting method.
## What's next
After configuring voting, set up a custom domain and URL to brand your Voting Board.
- [Custom domain](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/)
- [Custom URL](/docs/feedback-voting/voting-boards/customizing-voting-boards/#voting-board-url)
## Google Tag Manager
*Track analytics on your Voting Boards by integrating Google Tag Manager to monitor user behavior and engagement.*
URL: https://help.ducalis.io/docs/feedback-voting/voting-boards/add-the-google-tag-manager-code-to-voting-boards/
Integrate Google Tag Manager with Ducalis to track analytics on your Voting Boards. Learn more in Google's [getting started guide](https://support.google.com/tagmanager/?visit_id=638157959119911802-826187543&rd=1&__hstc=20629287.11b391f7bd355cb18c8dbee4ab0fdddd.1701693783004.1701693783004.1701768005416.2&__hssc=20629287.1.1701768005416&__hsfp=2739258231) or check [common questions](https://support.google.com/tagmanager/answer/6103576?visit_id=638157959119524590-3615325138&rd=1&__hstc=20629287.11b391f7bd355cb18c8dbee4ab0fdddd.1701693783004.1701693783004.1701768005416.2&__hssc=20629287.1.1701768005416&__hsfp=2739258231) if you haven't set up GTM.
## Add Google Tag Manager
When you integrate Google Tag Manager, it runs on all your Ducalis Voting Boards.
1. In the left sidebar menu, navigate to **All Voting Board** settings.
2. Scroll to **Google Tag Manager**.
3. Enter your **Container ID** in the text field.
## Find your Container ID
1. Go to your Google Tag Manager account.
2. Open the **[Tag Manager](https://tagmanager.google.com/)** home page.
3. Choose the Account and Container.
4. On the right, find your Container ID formatted as "GTM-XXXXXX".
:::tip
You can also find the Container ID at the top of the current workspace window.
:::
5. Copy the Container ID and paste it into the Ducalis text field.
6. Click any space to apply your changes.
You'll see a message confirming successful integration.
## Verify the integration
Make sure your tag configurations work as expected.
1. Go to your Google Tag Manager account.
2. Navigate to the Workspace.
3. Click **Preview** in the top right of your workspace.
4. Enter your Voting Board public link in the site URL field.
5. Click **Connect**.
Your site opens in a new window and displays **Connected** in the bottom right.
6. Click back on the Tag Assistant tab and click **Continue** to access the debug interface.
## Remove the integration
To delete the Google Tag Manager integration, erase the Container ID from the text field or replace it with a different one.
## Related articles
- [Customize Voting Board appearance](/docs/feedback-voting/voting-boards/customizing-voting-boards/)
- [Voting Board privacy settings](/docs/feedback-voting/voting-boards/voting-board-privacy/)
- [Embed Voting Board in your product](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/)
## Voting Public Ideas
*Explore how to collect, manage, and organize customer feedback through public voting boards, including idea creation, voter interactions, and backlog integration.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/
Collect customer feedback, manage feature requests, and keep your Voters informed every step of the way with public voting boards.
### Create and collect Ideas
- [**Create Ideas**](/docs/feedback-voting/public-ideas/creating-an-idea/) — Submit Ideas from Backlog, manually, via CSV import, or by importing from Canny
- [**Email-to-Idea**](/docs/feedback-voting/public-ideas/email-to-idea-conversion/) — Convert customer requests from email into draft Ideas automatically
- [**Voice messages**](/docs/feedback-voting/public-ideas/create-ideas-from-voice-messages/) — Convert voice feedback from Telegram, Slack, or Discord into formatted Ideas
- [**Import from Canny**](/docs/feedback-voting/public-ideas/how-to-import-feedback-from-canny/) — Migrate existing Canny feedback while preserving votes and comments
### Voter interactions
- [**Votes, Comments, and Mentions**](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/) — Enable Voters to vote, comment, and mention teammates on Ideas
- [**Similar Ideas Suggestions**](/docs/feedback-voting/public-ideas/similar-ideas-suggestions/) — Help Voters avoid duplicates by showing similar Ideas as they type
### Manage Ideas
- [**Idea Statuses**](/docs/feedback-voting/public-ideas/public-idea-statuses/) — Create custom statuses and keep Voters informed about feature progress
- [**Card Customization**](/docs/feedback-voting/public-ideas/customize-voting-idea-card-display/) — Control field visibility and order on Idea cards
- [**Merge Duplicates**](/docs/feedback-voting/public-ideas/merge-duplicated-ideas/) — Combine similar Ideas to reduce clutter on your board
- [**Move and Copy Ideas**](/docs/feedback-voting/public-ideas/move-copy-ideas-from-one-board-to-another/) — Transfer Ideas between boards without manual recreation
- [**Delete Votes**](/docs/feedback-voting/public-ideas/delete-voters-votes/) — Remove outdated votes while keeping Voter requests
- [**Change Author**](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/) — Reassign Idea authorship to track which Voters requested features
### Connect to your workflow
- [**Add to Backlog**](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/) — Convert Ideas into Issues and link them to your internal backlog
- [**Status Automation**](/docs/feedback-voting/public-ideas/status-auto-update-rules/) — Keep Idea statuses in sync with your task tracker automatically
- [**Idea Templates**](/docs/feedback-voting/public-ideas/template-for-new-public-idea/) — Guide Voters to submit clear, well-structured feature requests
## Create Ideas
*Learn how to create Ideas on Voting Boards from Backlog, manually, via CSV import, API, integrations, or by importing from Canny—multiple ways to gather feedback.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/creating-an-idea/
An **Idea** is a suggestion or bug submitted to Ducalis for your team to consider. Voters can vote and comment on Ideas, and receive email updates when the Idea status changes.
You can create Ideas in several ways:
## Create Ideas from Backlog
Create public versions of the Issues you already have in your internal Backlog.
1. Import Issues from your task tracker. Connect [Asana](/docs/integrations/asana/integrating-asana/), [ClickUp](/docs/integrations/clickup/integrating-clickup/), [Linear](/docs/integrations/linear/integrating-linear/), [Trello](/docs/integrations/trello/integration/), [YouTrack](/docs/integrations/youtrack/youtrack-issue-import/), [GitHub](/docs/integrations/github/integrating-github-organization/), [Jira Cloud](/docs/integrations/jira-cloud/issues-import/), or [Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server/).
Or create Issues manually on the Backlog page.
2. Go to **Backlog**, choose the Issue, and click **Create Public Idea with AI**.
3. The Idea title and description will start generating using your [public Ideas template](/docs/feedback-voting/public-ideas/template-for-new-public-idea/).
4. Click **Stop writing** if you don't need to continue.
5. Click **Rewrite Idea** if you don't like the previous AI description. A new description will be generated.
### Choose AI language
Choose the language for AI-generated Idea descriptions:
- **Default language** – The default language for all Voting Boards
- **Board language** – The language for the current Voting Board
Go to **Voting Board Settings** > **Appearance** > **Language**.
### Publish the Idea
After you're done filling in the details, click **Publish**. The Idea will be made public. Anyone who visits and has access to the Voting Board will see it.
* * *
## Manually create an Idea within Ducalis
Create an Idea from the Voting Board tab using the **+ New Idea** button at the top right of the page.
You can also create Ideas or add votes [on behalf of someone else](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#vote-on-behalf-of-your-customers).
* * *
## From your Ducalis page (e.g. yourcompany.Ducalis.io)
This is where end-users will primarily submit feedback. Anyone with access to a Board can create a new Idea post.
* * *
## Import Ideas via CSV
Ducalis lets you import a spreadsheet with the data for multiple Ideas at a time. This is especially useful for teams who are just getting Ducalis set up.
[Importing feedback](/docs/feedback-voting/public-ideas/import-ideas-via-csv-to-your-voting-board/)
* * *
## Via the Ducalis API
Ducalis's powerful API lets you supercharge your experience.
[API Docs](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj)
* * *
## Import feedback from Canny
If you have existing feedback in Canny and want to import it into your Ducalis account, follow step-by-step instructions on how to import your data from Canny with your Canny API key.
[Importing from Canny](/docs/feedback-voting/public-ideas/how-to-import-feedback-from-canny/)
* * *
## From an integration (e.g. Telegram, Slack, Discord)
Transform customer requests and feedback received via external sources into actionable Ideas.
- 📧 [Create Ideas from Email](/docs/feedback-voting/public-ideas/email-to-idea-conversion/)
- ↗️ [Create Ideas from Telegram](/docs/integrations/telegram/capture-ideas/)
- 👾 [Create Ideas from Discord](/docs/integrations/discord/capture-ideas/)
- 📥 [Create Ideas from Slack](/docs/integrations/slack/capture-ideas/)
## FAQs
### Can I unpublish an idea (remove it from the public board)?
Yes, you have both options:
1. You can simply unpublish the idea. It will remain on your internal voting board but won’t be visible externally.
2. You can permanently delete the idea.
### Is there a way to reject an idea in a voting board?
Yes, you can create [a new idea status](/docs/feedback-voting/public-ideas/public-idea-statuses/) and move the idea there. This way, users will be informed about it, and you’ll still be able to comment on and discuss it.
### Is there a way to hide the author or name on the public voting board?
No, you cannot do that at the moment. However, you can [change the idea author](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/).
### Are Backlog issues and Voting Board ideas connected?
How can I distinguish an Idea from a Task? How can they be integrated together? For example, can I add tasks to the Backlog and have them automatically appear on the Voting Board, and vice versa?
The Backlog and Voting Board are connected.
1. If you create a task in the Backlog and want it to appear on the Voting Board, you need to create an idea from that backlog task for the Voting Board. Don’t forget to publish it so it becomes visible on the Voting Board.
2. If an idea is created on the Voting Board, you can either link it to an existing backlog task or create a new task from it.
### Is it possible to display custom fields on idea card?
Yes, use custom fields for this goal. [Create a custom field](/docs/prioritization/issues/create-and-add-custom-fields/#creating-a-custom-field) and choose **Show to External Voters**.
### Is there a way on the product roadmap cards to see the estimated release date?
Yes, there is. Use a custom field for this. [Create a custom field](/docs/prioritization/issues/create-and-add-custom-fields/#creating-a-custom-field) and choose **Show to External Voters**. This way, the field will be visible on roadmap idea cards, and you’ll be able to fill it in.
## Related articles
- [Template for new public Ideas](/docs/feedback-voting/public-ideas/template-for-new-public-idea/)
- [Votes, commenting, mentions on Ideas](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/)
- [Import Ideas via CSV to your Voting Board](/docs/feedback-voting/public-ideas/import-ideas-via-csv-to-your-voting-board/)
## CSV import
*Learn how to import Ideas via CSV to your Voting Board, migrate data from other tools, and add imported Ideas to your Backlog.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/import-ideas-via-csv-to-your-voting-board/
Import existing Ideas from another feedback management tool or migrate data to your Ducalis Voting Board using CSV files. This lets you bulk-import Ideas instead of creating them manually or publishing Issues from your Backlog one by one.
## Import Ideas via CSV
1. Navigate to the **Voting Board** section in your Board.
2. Click **Settings** in the top right corner.
3. Navigate to **Import/Export** → **Voting Board (Feature Requests) & Release Notes** → **Import Voting Ideas via CSV**.
4. Review the CSV format example to see supported fields:
- **Idea Name** – Title of the Idea
- **Idea Description** – Detailed description
- **Idea Status** – Progress status in your workflow
- **Creation Date** – When the Idea was created
- **Author Name** – Creator's name
- **Author Email** – Creator's email address
- **Tags** – Labels like "feature" or "bug" for categorization
- **Last Updated** – Most recent edit timestamp
5. Click the upload area or drag and drop your CSV file.
6. Select the file from your computer.
7. Review the automatic field mapping. For unmatched rows, manually assign them to the correct field.
8. Click **Preview** to see how your imported data will appear.
9. Click **Edit fields** to make changes, or click **Complete import** if everything looks correct.
10. All imported Ideas are published automatically and visible on your public Voting Board.
## Add Ideas to your Backlog
After importing, Ideas aren't automatically added to your internal Backlog. They appear with a warning indicator showing they need to be linked. You can:
### Link Ideas to existing Issues
Connect imported Ideas to Issues already in your Board or task tracker. Type the Issue name in the search field to link them.
### Push Ideas to your task tracker
If you have a task tracker connected to Ducalis, you can push Ideas directly. They'll be created in your task tracker and added to your Ducalis Board.
### Convert Ideas to new Issues
Add imported Ideas as separate Issues in your Backlog.
Once linked, Voters can upvote the Ideas they want you to prioritize.
## Email-to-Idea
*Learn how to convert customer requests from email into Ideas on your Voting Board. Forward emails to a unique address to create draft Ideas automatically.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/email-to-idea-conversion/
Convert customer requests and feedback received via email into Ideas on your Voting Board automatically. Forward emails to a unique board address, and they become draft Ideas ready for review and publication.
The feature automatically populates the Idea name and description from the email subject line and body, saving time and ensuring consistency.
## Forward email to Voting Board
1. Receive customer requests or feedback via email.
2. Find your Voting Board's unique email address at **Import/Export** > **Create Ideas From External Sources**.
3. Forward the email to your Voting Board's email address.
The sender is automatically registered to the Voting Board, and the email becomes a draft Idea.
## Review and publish
The email subject becomes the Idea title, and the body becomes the description. Attachments are included in the description.
The sender of the original email is assigned as the Idea's author.
Navigate to the Voting Board's admin view to review the draft Idea. Make any necessary edits to refine the description or formatting.
You can rewrite the Idea using the [Ducalis AI assistant](/docs/platform/ai/create-public-ideas-using-ai/).
Changes are logged in **Version History** for reference and restore.
Once satisfied with the Idea, publish it on the Voting Board so Voters can read and vote.
## Related articles
- [Add Ideas to internal backlog](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/)
- [Create Ideas using AI](/docs/platform/ai/create-public-ideas-using-ai/)
- [Version History](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/)
## Voice messages
*Learn how to convert voice messages from Telegram, Slack, or Discord into Ideas using AI transcription and formatting on your Voting Board.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/create-ideas-from-voice-messages/
Convert voice feedback from messaging apps into formatted Ideas using AI transcription.
## Forward voice message
You can forward voice feedback to Ducalis from different channels:
- [Telegram](/docs/integrations/telegram/capture-ideas/) - Forward voice messages directly
- [Slack](/docs/integrations/slack/capture-ideas/) - Share voice messages to your workspace
- [Discord](/docs/integrations/discord/capture-ideas/) - Send voice messages to your server
Alternatively, attach a voice file directly to the Idea draft.
## Convert to Idea
1. Click **Rewrite Idea** to convert the voice message into formatted text.
2. Review the AI-generated description:
- Click **Replace** to accept the description
- Click **Rewrite** to generate a new version
- Edit the text manually if needed
3. Click **Publish** to make the Idea visible on the Voting Board.
Your voice feedback is now a published Idea—no feedback gets lost.
## Related articles
- [Capture Ideas from Telegram](/docs/integrations/telegram/capture-ideas/)
- [Capture Ideas from Slack](/docs/integrations/slack/capture-ideas/)
- [Capture Ideas from Discord](/docs/integrations/discord/capture-ideas/)
## Card customization
*Learn how to customize Idea cards and Create Idea forms on your Voting Board to control field visibility, order, and voter input options.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/customize-voting-idea-card-display/
Customize how Idea cards appear on your Voting Board and what information Voters can submit when creating Ideas. Control field visibility, display order, and which fields Voters can fill in.
## Customize Idea card display
Control which fields appear on Idea cards and their display order.
1. Open the **Column Management** menu.
2. Select which fields to show on Idea cards.
Available fields:
- Idea name
- Idea description
- Labels
- Date of creation
- Idea status
- [Custom fields](/docs/prioritization/issues/create-and-add-custom-fields/#creating-a-custom-field)
3. Drag fields to reorder them.
The order you set here determines how fields appear across the entire Voting Board.
Voters see the fields in the order you configured:
## Customize Create Idea form
Control what information Voters can submit when creating Ideas. Each board can have its own separate form configuration.
### Set Idea template
Configure the default content Voters see when creating Ideas.
Set up your Idea template as described in [Template for new Ideas](/docs/feedback-voting/public-ideas/template-for-new-public-idea/).
### Configure fillable fields
Choose which fields Voters can fill when creating Ideas.
1. Go to **Custom Fields**.
2. Click **Create Field** and follow the steps in [Creating a custom field](/docs/prioritization/issues/create-and-add-custom-fields/#creating-a-custom-field).
3. In the final step, select which Voting Boards should allow Voters to fill this field:
Voters see the configured fields when creating Ideas:
### Translate the form
Display the Create Idea form in your Voters' language. See [Translation](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/) for supported languages and configuration steps.
## Related articles
- [Template for new Ideas](/docs/feedback-voting/public-ideas/template-for-new-public-idea/)
- [Creating custom fields](/docs/prioritization/issues/create-and-add-custom-fields/#creating-a-custom-field)
- [Translation](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/)
## Statuses
*Learn how to create and customize Idea statuses, set Start and Done columns, and keep voters informed about feature progress automatically.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/public-idea-statuses/
Public idea progress statuses help to keep customers in the loop on the progress of ideas you are working on, and how far away they are from getting done. Moving an idea from one progress status to another is an easy way to show customers who voted for the idea the stage it is at in your workflow.
When you create a voting board you find four default statuses:
- Inbox – Normally set as the **Start column** — the "inbox" of your voting board. New ideas that have been added to the voting board fall into this column. Ideas you are considering to work on.
- For Prioritization – Ideas that have been added to the backlog (have linked issues) but have not been evaluated yet.
- Prioritized – Ideas that have been added to the backlog, and their linked backlog issues have been evaluated and NOT placed in Top Priority.
- Top Priority–Ideas that have been added to the backlog, and their linked backlog issues have been evaluated and placed in Top Priority.
- In progress – Ideas you are actively working on.
- Done – Normally set as the **Final column** — the "outbox" of your voting board. Add ideas you finish working on to this column. Once moved to this status it is published on the [changelog page](/docs/release-notes/the-changelog-page/). Ideas you've finished working on.
- Postponed – Ideas that won't be implemented in the current time period.
To help you have statuses that best reflect the workflow of the ideas on your voting board, you can customize the statuses i.e., create new ones or delete the ones you do not need from the default statuses.
## Create a status
1. Navigate to the admin view of the Voting board.
2. Hover over to the top right corner of the Kanban view and click the **+** icon.
3. Enter the name of the status, and hit **Enter**.
4. A new column with the status you created will be generated.
## Rename a status
1. To edit an existing status, click on the ellipse button next to the status.
3. You will see options to change the name of the status.
## Delete a status
Statuses can also be deleted. To delete a status:
1. Hover over to the status that you want to delete.
3. Click on the ellipses next to the name on the status.
5. From the dropdown, click **Remove**.
4. But before you delete, you have to choose a status you want to move the ideas under the status you want to delete. You can then delete it after that.
However, two default columns cannot be deleted.
- Start column – All new ideas added to the Voting Board go to this column. It signifies the beginning of a Public idea workflow.
- Done – It signifies the end of a Public idea workflow. This is the column you add all the Ideas you finish working on. Ideas added to this column are automatically added to the [changelog page](/docs/release-notes/the-changelog-page/).
## Reorder statuses
You also can arrange the statuses in any order that you want.
To move a status from one position to another, click and drag the grid on the left of the status you want to move.
## Change the Start column
By default, "Inbox" is set as the Start Column — the "inbox" of your Voting Board. New ideas added to the Voting Board are placed in this column, which is marked with the inbox icon.
However, you can change the Start Column. For example, if you find that you have many ideas in "Prioritized", not "Inbox", you can set "Prioritized" as the Start Column. There's no need to move existing ideas manually from "Prioritized" to "Inbox", which could trigger email notifications; simply change the Start Column instead. This way, all new ideas will automatically be placed in "Prioritized."
**To set a new Start Column:**
1. Choose the column you want to make the Inbox.
3. Click on the three dots next to it.
5. Select **Set as Start Column.**
You will also receive a [reminder about the ideas in your Inbox,](/docs/platform/notifications/my-notifications/#voting-inbox-reminder) prompting you to review them.
## Status automation
You can easily check if a column has an automation rule. These rules ensure that when the status of an internal issue changes, the status of the linked public idea is automatically updated as well. Read about setting up [status auto update rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/).
If there is a number, it means a rule is already set. Click on _Automation_ to view, edit, or create status auto-update rules.
**If you need more conditions for Automation rules, just send us a message via chat**.
## What's Next?
Configure **Status auto-update rules** so that the statuses of the public ideas are automatically updated when the statuses of the internal issues they are linked to are changed.
Read about setting up [status auto update rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/).
## Add to backlog
*Learn how to convert public Ideas from your Voting Board to internal Issues, link them to existing tasks, and keep your backlog in sync with Voter feedback.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/
Add Ideas from your Voting Board to your internal backlog. This keeps your internal workflow in sync with Voter feedback.
You can add an Idea to your backlog in two ways:
- **Create a new Issue** – Convert the Idea into a new Issue
- **Link to existing Issue** – Connect the Idea to an Issue that already exists
## Adding as a new Issue
1. Go to **Voting Board**.
2. Select the Idea you want to add to your backlog.
3. Click **+ New**.
4. Add the Issue to your Ducalis backlog, or to your connected task tracker.
The Idea is now converted to an Issue in your backlog.
## Linking with an existing Issue
Instead of creating a new Issue, you can link the Idea to an existing Issue that's similar.
1. Go to **Voting Board** and select the Idea.
2. Click **🔗 Link**.
3. Type the name of the Issue you want to link in the search field.
:::info
If you have a task tracker connected, you can link the Idea to any Issue in the task tracker—not just Issues imported into Ducalis.
:::
The Idea is now linked to the existing Issue.
## Votes, Comments and Mentions on Ideas
*Learn how voters interact with Ideas through voting, commenting, and mentions. Vote on behalf of customers, track feedback, and notify users via email.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/
Customers who visit and have access to your voting board have the ability to vote for ideas on your voting board and also leave comments.
## Votes
Voting options depend on the configurations that you set. You can [set the upvoting method](/docs/feedback-voting/voting-boards/upvotes-and-votes-display-for-the-voting-board/) you want and your customers to users.
## Vote on Behalf of your customers
There is also an option to vote on behalf of customers. If this happens in cases where you receive feedback from a customer in a meeting, or email.
Go to Voting > locate the idea > click + > enter the email address of the customer. They will be notified via email about this action.
## Comments
Individuals can also **add comments** on ideas. You will be instantly notified about these comments via email, or Slack if you integrated it with Ducalis.
## Mentions
To help direct a comment to a specific person, users can mention each other when making comments under a public idea.
To mention someone while making a comment enter @ then the username of the person.
Mentioned users will be notified via email.
## What's Next?
Learn about the [upvoting methods you can use for your voting board and also variants of how to display the votes on the voting board](/docs/feedback-voting/voting-boards/upvotes-and-votes-display-for-the-voting-board/).
## Move and copy ideas
*Learn how to move or copy Ideas between Voting Boards to organize feedback efficiently. Transfer Ideas without manual recreation and preserve votes.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/move-copy-ideas-from-one-board-to-another/
Transfer Ideas between Voting Boards without recreating them manually. Move Ideas to reorganize feedback across boards, or copy them to feature Ideas in multiple boards simultaneously.
## Copy Ideas
1. Open the Voting Board and select the Idea you want to copy.
2. Click the ellipsis button in the top right corner of the Idea card.
3. Select **Copy idea to another board**.
4. Choose the Voting Board where you want to copy the Idea.
5. Review the copy options:
- **Change status** — Set a new status for the copied Idea
- **Maintain Issue link** — Keep the connection to any linked internal Issue
- **Keep voters and upvotes** — Preserve all votes and voter information
- **Translate** — Automatically translate the Idea if the destination board uses a [different language](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/)
6. Click **Copy Idea**.
The Idea now appears in both the original and destination Voting Boards.
## Move Ideas
1. Open the Voting Board and select the Idea you want to move.
2. Click the ellipsis button in the top right corner of the Idea card.
3. Select **Move idea to another board**.
4. Choose the Voting Board where you want to move the Idea.
5. Review the move options:
- **Change status** — Set a new status for the moved Idea
- **Maintain Issue link** — Keep the connection to any linked internal Issue
- **Keep voters and upvotes** — Preserve all votes and voter information
- **Translate** — Automatically translate the Idea if the destination board uses a [different language](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/)
6. Click **Move Idea**.
The Idea is removed from the original Voting Board and appears only in the destination board.
## Related articles
- [Different languages for Voting Boards](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/)
- [Adding Public Ideas to your Internal Backlog](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/)
- [Merge Duplicated Ideas](/docs/feedback-voting/public-ideas/merge-duplicated-ideas/)
## Merge Duplicated Ideas
*How to merge similar public ideas to avoid duplicates.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/merge-duplicated-ideas/
To avoid having similar ideas on your voting boards we have added the ability to merge duplicated ideas.
## To merge public ideas
1. Head over to **Voting Board**.
3. Choose the idea that you want to merge with another idea, and open the idea card.
3. On the card, click on the ellipses in the top right corner.
5. Choose **Merge ideas** from the dropdown menu.
5. From the dropdown list, choose the idea that you want to merge with (the idea that will remain after you merge the two ideas).
6. Then Merge the ideas.
When you merge ideas, the voters, votes, and tags will be put on the remaining idea. This action can be undone.
Ideas merged with another idea can be found in that idea's card, under **Merged ideas**.
## Unmerge Ideas
You also have the option to unmerge ideas, or permanently remove ideas from the voting board
Customers who are creating ideas on your voting board, also receive suggestions of ideas already on the voting board that might be similar to the ones they are creating. Learn more [here](/docs/feedback-voting/public-ideas/creating-an-idea/).
## Similar Ideas Suggestions
*Discover how similar Idea suggestions automatically help Voters avoid duplicates by showing existing Ideas as they type, reducing clutter on your board.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/similar-ideas-suggestions/
For huge voting boards with a lot of issues, the chances of ideas being duplicated are big. To avoid this, users create new ideas on the voting board, and similar ideas that are already on the voting boards will be highlighted for them to see.
## How it works
Instead of creating a new idea, a user will just add their vote on the idea that's already on the voting board.
1. Similar ideas on the voting board will be suggested as the user creates an idea.
2. If there is an idea similar to the one they want to create, they can click on it.
3. A new tab with that idea will open for them to read more about the idea.
4. If it is actually similar to the one they wanted to create, they go ahead and vote for the idea or leave a comment.
If an idea that is similar to the one the user wants to create is under [**Done status**](/docs/feedback-voting/public-ideas/public-idea-statuses/), they will not be able to vote for that idea.
## What's Next?
You already have duplicated ideas on your voting board? Read on [how to merge duplicated ideas](/docs/feedback-voting/public-ideas/merge-duplicated-ideas/).
## Idea templates
*Learn how to create idea templates that guide voters to submit clear, structured feature requests and improve feedback quality on your Voting Board.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/template-for-new-public-idea/
The requests that your clients leave on your voting boards can sometimes be vague and hard to comprehend what exactly they are requesting. Idea templates help guide your customers on how to create well-structured and easy-to-understand requests.
When voters create ideas on your Voting Board, the template appears as placeholder text to help them provide the information you need.
## Create an idea template
To start creating a template, go to Voting board settings.
1. Inside your Ducalis board, go to **Voting Board** > **Settings**.
2. Go to the **Voting** tab and click the **Idea Template** block.
3. **Enable the toggle** for new idea templates, if it is not already enabled. There will be a default template that you can use.
4. If you want to create your own template, edit the template and put your own set of questions that you want your clients to answer when they are creating new ideas on your voting board.
After you complete setting up the template, anyone who attempts to create an idea will have that template as a guide.
## Related articles
You can embed a changelog widget in your product to inform your customers about the new features that you release.
Learn more on [how to embed a changelog widget in your product](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/).
## Delete votes
*Learn how to delete outdated votes from Ideas while keeping Voters and their requests on your Voting Board. Remove votes without affecting Voter accounts.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/delete-voters-votes/
Remove outdated votes from Ideas while keeping Voters and their requests on your Voting Board.
## Delete a Voter's votes
1. Go to **Voting Board**.
2. Select the Idea with the votes you want to delete.
3. Under the **Public Idea** block, open the Voters list.
4. Find the Voter whose votes you want to delete and click the ellipsis (•••) next to their name.
5. Select **Delete only votes** from the dropdown menu.
6. Click **Confirm**.
:::warning
This action cannot be undone.
:::
## Import from Canny
*Learn how to migrate Canny feedback to your Voting Board, preserving posts, votes, comments, members, and subscribers using your Canny API key.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/how-to-import-feedback-from-canny/
Import existing Canny feedback into your Ducalis Voting Board. This migration preserves posts, votes, comments, members, and subscriber lists.
## Import Canny data
1. Open **Voting Board Settings** in Ducalis.
2. Navigate to **Import/Export** → **Voting Board (Feature Requests) & Release Notes** → **Migrate from Canny**.
3. Click **Start Import**.
4. Paste your Canny API key into the field (see [Get your API key](#get-your-api-key) below).
5. Click **Get Canny Boards** and select the board to import.
## Get your API key
1. Open your Canny account and go to **Settings**.
2. Select **API** from the left menu, find **Your Secret API Key**, and copy it.
3. Return to Ducalis and paste the key.
## What gets imported
The migration imports:
- Posts (Ideas)
- Votes
- Comments
- Members (with invites sent)
- Boards
- Subscriber lists for Release Notes
## Import multiple boards
You can import one board per migration. To import multiple boards, repeat the process for each board.
## Change author
*Learn how to reassign Idea authorship to properly attribute feature requests, track which Voters submitted specific Ideas, and filter Ideas by Company.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/
Change an Idea's author to properly attribute feature requests. This is useful when you create Ideas on behalf of Voters who request features during meetings or support calls.
Assigning the correct author lets you track which Voters requested specific Ideas and filter Ideas by Company.
## Change the author
1. Open your Voting Board.
2. Select the Idea you want to update.
3. In the Idea card, click the dropdown arrow next to the author's name.
4. Type the email address of the new author to search for them.
5. Select the new author from the search results.
:::info
You can only select Voters who are subscribed to your Voting Board.
:::
6. Click **Confirm** to save the change.
The new author and their Company now appear on the Idea.
## Status automation
*Learn how to automate status updates for Ideas linked to backlog issues, keeping your Voting Board in sync with your task tracker automatically.*
URL: https://help.ducalis.io/docs/feedback-voting/public-ideas/status-auto-update-rules/
Status automation keeps Idea statuses in sync with their linked issues. When you change an issue status in Ducalis or your task tracker, the linked Idea automatically updates to match—no manual work needed.
**Why automate statuses:**
- Voting Board reflects current progress in your backlog
- Eliminate manual status updates
- Keep task tracker and Voting Board synchronized
You configure automation by creating rules. When an issue status changes, the linked Idea status updates automatically. For example, when a Jira issue moves to **In Progress**, the linked Idea automatically updates to **In Progress**.
## Access automation settings
1. Open your Voting Board.
2. Click **Settings**.
3. Select **Automation** from the left menu.
## Default automation rules
Your account includes default rules that automatically move Ideas [between statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/) to keep your Inbox clean and Ideas current.
Default rules use 'Custom Event' triggers. You can't create your own custom events, but you can contact us to request additional triggers.
:::info
Need more automation conditions? Message us via chat and we'll discuss adding them.
:::
## Create automation rules
1. Click **+New Rule**.
### Set trigger condition
1. To move Ideas based on task tracker or Ducalis statuses, set **Trigger Condition** to **Issue Status**.
2. The **Custom Event** condition is a system trigger—you can only choose from existing events.
:::info
Need custom automation conditions? Message us via chat.
:::
### Select issue status
In **When status is**, choose the issue status from your task tracker. The dropdown shows available statuses from your tracker.
### Select Idea status
In **then update Voting Idea to**, choose the Idea status you want applied when the rule triggers.
Click **Save** to create the rule.
### Add webhook condition (optional)
Use webhooks to update Idea statuses based on production releases instead of tracker status alone.
Sometimes a tracker status of "Done" doesn't mean the feature is released to production. The webhook condition moves Ideas to Done status only after the actual release, eliminating manual status management. Learn more about [webhook configuration](/docs/release-notes/setup-webhooks-to-automate-voting-board-events/).
## Resolution field (Jira only)
If you've connected Jira Cloud or Jira Server and linked Ideas to Jira issues, you can use the Resolution field for automation.
A Jira issue can have a Done status without being truly complete. Configuring the Resolution field lets you move Ideas to different statuses based on resolution type—such as Postponed or Cancelled—instead of always using Done.
Repeat these steps to create rules for all your statuses.
## Related articles
- [Idea statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/)
- [Webhook configuration](/docs/release-notes/setup-webhooks-to-automate-voting-board-events/)
## All Voters and Subscribers
*Manage external users who interact with your Voting Boards—track votes, Ideas, comments, and control who receives notifications.*
URL: https://help.ducalis.io/docs/feedback-voting/voters/
The **All Voters** section helps you manage everyone who interacts with your Voting Boards. Track Voters who submit Ideas, cast votes, and leave comments. Control which users receive notifications by managing Subscribers, and organize feedback by company to understand which customer organizations want which features.
**Voters** are external users with attributed Ideas, votes, or comments. **Subscribers** are Voters who receive notifications from your Voting Boards—you pay only for Subscribers, not all Voters.
## All Voters
*Manage external users, subscribers, and companies in the All Voters section. Track votes, ideas, comments, and control who receives notifications.*
URL: https://help.ducalis.io/docs/feedback-voting/voters/how-to-manage-voters-and-subscribers/
The **All Voters** section lets you view, manage, and control your external users—everyone who interacts with your Voting Boards.
## Voter vs Subscriber
**A Voter** is anyone with an attributed Idea, vote, or comment. Voters _may_ receive notifications from a Voting Board, but not necessarily.
**A Subscriber** is also someone with an attributed Idea, vote, or comment—but **they do receive** notifications from the Voting Board.
The **All Voters** list includes both users who receive notifications (**Subscribers**) and those who don't.
## What this section includes
This section has three filters:
### Voters
All users who vote, submit Ideas, and comment—whether or not they receive notifications.
### Companies
Aggregated data grouped by organization, showing combined activity from all Voters belonging to each company.
### Subscribers
Users who receive notifications from the Voting Board. You pay only for Subscribers, not all Voters.
## Voters Filter
The Voters filter shows individual Voter details:
**Email** – The Voter's email address provided when voting, subscribing, creating an Idea, or commenting.
**Name** – The Voter's name.
**Company** – The organization the Voter belongs to.
:::tip Recommended
Automatically sync your users and their data to Ducalis with:
- [Single Sign-On (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/)
- [Ducalis API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/)
:::
**Votes** – Number of votes cast by this Voter.
**Comments** – Number of comments submitted by this Voter.
**Ideas** – Number of Ideas submitted by this Voter.
**Subscriber** – Indicates if the Voter is a Subscriber and receives notifications. Learn more in [What is a subscriber?](/docs/feedback-voting/voters/what-is-a-subscriber/).
**Created at** – Date when this Voter first took an action: submitted an Idea, left a comment, voted, or subscribed.
**Subscribed Boards** – If the Voter is a Subscriber, this shows the boards they've subscribed to.
**Accessible Boards** – List of Voting Boards this Voter can access (view, vote, submit Ideas, etc.).
If you send custom properties via [Single Sign-On (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) or [Ducalis API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/), you can add custom columns.
## Companies Filter
The Companies filter shows organization-level data:
**Name** – Names of organizations whose Voters have submitted feedback.
**Votes** – Total number of votes cast by all Voters from this organization.
**Ideas** – Total number of Ideas submitted by Voters from this organization.
**Comments** – Total number of comments made by Voters from this organization.
**Created at** – Date when any Voter from this organization first submitted feedback, voted, or left a comment.
**Last Activity** – Date when any Voter from this organization last submitted feedback, voted, or left a comment.
If you send custom properties via [Single Sign-On (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) or [Ducalis API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/), you can add custom columns.
## Subscribers Filter
The Subscribers filter shows details for users who receive notifications:
**Email** – The Subscriber's email address provided when voting, subscribing, creating an Idea, or commenting.
**Name** – The Subscriber's name.
**Company** – The organization the Subscriber belongs to.
:::tip Recommended
Automatically sync your users and their data to Ducalis with:
- [Single Sign-On (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/)
- [Ducalis API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/)
:::
**Votes** – Number of votes cast by this Subscriber.
**Comments** – Number of comments submitted by this Subscriber.
**Ideas** – Number of Ideas submitted by this Subscriber.
**Subscriber** – Indicates if the Voter is a Subscriber and receives notifications. Learn more in [What is a subscriber?](/docs/feedback-voting/voters/what-is-a-subscriber/).
**Created at** – Date when this Subscriber first took an action: submitted an Idea, left a comment, voted, or subscribed.
**Subscribed Boards** – Shows the boards the Subscriber has subscribed to.
**Accessible Boards** – List of Voting Boards this Subscriber can access (view, vote, submit Ideas, etc.).
If you send custom properties via [Single Sign-On (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) or [Ducalis API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/), you can add custom columns.
## Related articles
- [What is a subscriber?](/docs/feedback-voting/voters/what-is-a-subscriber/)
- [Single Sign-On (SSO) for authorizing users](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/)
- [The API for Voting Boards](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/)
## Manage voters
*View Voter details, manage subscriptions and access, add new Voters, perform bulk actions, and export Voter lists.*
URL: https://help.ducalis.io/docs/feedback-voting/voters/how-to-manage-voters-and-subscribers-2/
Manage Voters and Subscribers to track engagement, control notifications, and maintain your user base. View individual Voter details, adjust board access and subscriptions, add new Voters, perform bulk actions, and export your complete Voter list.
## View Voter details
View detailed information about any Voter or Subscriber by clicking their name. The Voter card shows:
- Email address
- Organization
- Number of votes, comments, and Ideas submitted
- Subscription status
- Accessible and subscribed boards
- Date of first activity
## Subscribe Voters to Voting Boards
Subscribe existing Voters to additional Voting Boards to send them notifications about updates.
1. Open the Voter's card by clicking their name.
2. Click **+** next to **Subscriptions**.
3. Select the Voting Board.
The Voter will now receive notifications from that board.
## Grant or revoke board access
Control which Voting Boards a Voter can see by managing their access permissions.
1. Open the Voter's card.
2. Locate the **Access** section.
3. Add or remove boards from the Voter's access list.
:::info
This option works with the [Voting Board privacy setting](/docs/feedback-voting/voting-boards/voting-board-privacy/#restrict-by-domain-or-email) that restricts board visibility to users on the Voters list.
:::
## Add new Voters
Add Voters to your list by importing from CSV or entering them manually.
1. Click **Import Voters**.
2. Choose **CSV file** or **enter manually**.
3. Subscribe the new Voter to a Voting Board.
The Voter is now subscribed to receive notifications. You'll be charged for subscribed Voters.
## Perform bulk actions
Manage multiple Voters at once by selecting them and applying bulk actions:
- Subscribe to Voting Boards
- Unsubscribe from Voting Boards
- Grant access to Voting Boards
- Revoke access to Voting Boards
## Export Voter list
Export your complete Voter list to CSV for analysis or backup.
1. Click the **CSV icon**.
2. Generate a new file if the last export is outdated.
3. Download the CSV file.
## Related articles
- [All Voters](/docs/feedback-voting/voters/how-to-manage-voters-and-subscribers/)
- [Subscribers](/docs/feedback-voting/voters/what-is-a-subscriber/)
- [Voting Board privacy settings](/docs/feedback-voting/voting-boards/voting-board-privacy/)
## Subscribers
*Subscribers receive notifications from your Voting Boards. Learn about subscriber limits, pricing, and how to manage your subscriber count across plans.*
URL: https://help.ducalis.io/docs/feedback-voting/voters/what-is-a-subscriber/
A Subscriber is anyone who submits feedback, votes, or comments and **receives notifications from Voting Boards**. Users who don't receive notifications or have unsubscribed are not considered subscribers.
Find your complete list of Subscribers in the **[All Voters](https://ducalis.io/all-voters)** section.
## Subscriber limits by plan
- **Free plan**: 500 subscribers included
- **Business plan**: Up to 100,000 subscribers
If you need to communicate with more than 100,000 subscribers, contact us at **hello@ducalis.io**.
Ducalis automatically increases your plan price when you exceed your subscriber limit.
View current pricing and plan details on the [pricing page](https://hi.ducalis.io/pricing).
To check your current subscriber count, visit the [Billing page](https://hi.ducalis.io/organization/billing-plan) in your settings:
If you need more subscribers than your current plan allows, change your plan and enter the number of subscribers you need.
## FAQs
### Can I delete tracked users?
No, but you can unsubscribe any subscriber from any Voting Board. They'll stop receiving notifications and won't count toward your subscriber limit.
### How does subscriber billing work?
It doesn't matter how many notifications a subscriber receives—they count as one subscriber, and you pay for just one.
### What actions make someone a subscriber?
- [Voting on their behalf](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#vote-on-behalf-of-your-customers) makes that person a subscriber.
- Making a voter the [author of an Idea](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/) makes that person a subscriber.
## Related articles
- [Manage subscribers](/docs/feedback-voting/voters/how-to-manage-voters-and-subscribers-2/)
- [Vote on behalf of customers](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#vote-on-behalf-of-your-customers)
- [Change the author of a public Idea](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/)
## Voting Board SDK
*Embed Voting Boards and widgets, authenticate users, and integrate Ducalis into your product.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/
Embed Voting Boards directly into your product and build custom integrations with the SDK.
### Embed Voting Boards and widgets
- [**Embed as iframe**](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/) — Display your full Voting Board inside your product without redirects
- [**SSO authentication**](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) — Pre-authorize users so they can submit Ideas without separate login
- [**Embed widget**](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/) — Add a feedback and changelog widget to collect feedback and notify users about new features
### Integrate and analyze
- [**API**](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/) — Automate workflows and build custom integrations with Voting Board data
- [**Analytics**](/docs/feedback-voting/sdk/public-ideas-analytics/) — Track how many Voters read your completed Ideas after publishing
- [**Filter by Voter metadata**](/docs/feedback-voting/sdk/filter-feedback-using-voters-metadata/) — Surface feedback from high-value customers using custom attributes
### Manage email notifications
- [**Custom email domain**](/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/) — Send notifications from your branded email address instead of default sender
- [**Unsubscribed users**](/docs/feedback-voting/sdk/import-export-list-of-unsubscribed-users-for-voting-boards/) — Import and export lists of users who opted out of emails
## Embed widget
*Embed and customize the changelog and feedback widget to notify users about new features and collect feedback directly in your product.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/
The Ducalis widget notifies users about new features and allows them to leave feedback directly in your product. Embed it to increase engagement with your Voting Board, Roadmap and Changelog.
It also helps collect feedback from users without interrupting their workflow.
**Live demo:** Visit [https://hi.ducalis.io/](https://hi.ducalis.io/) and click **New** in the header menu.
## Embed anywhere
Embed the widget on any page where you want to collect feedback or show new features notifications.
At Ducalis, we embed the widget on:
- Marketing website: [https://hi.ducalis.io/](https://hi.ducalis.io/)
- Help portal: [/knowledge-base/](/)
- Product: [hi.ducalis.io](https://ducalis.io)
## Set up the widget
:::warning
If your Voting Board is [private](/docs/feedback-voting/voting-boards/voting-board-privacy/) with access restrictions, you must pass [user identities](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) to the widget. Otherwise, no one can access it.
:::
### Open Voting Board settings
1. Go to Voting Board settings.
2. Find **Embed** section. Click on **Feedback / Changelog / Roadmap widget**.
### Install widget code
1. Copy and paste the HTML code into your website, app, or any page where you want it to appear. Save changes.
For example,
2. Then click **Verify**.
3. A confirmation message will appear, showing the verification result.
Installed widget example:
## Choose Pages To Show
1. Set up which sections you want to show when users open the widget.
2. Save changes to apply them.
By default, the Feedback Form is always shown to give users the opportunity to leave feedback.
For example, if you choose Public Roadmap, the widget will show the Feedback Form and Roadmap sections, while the Changelog will not be shown.
## Choose What to Open First
1. Set up what to open first when users click the widget button.
2. Click **Save** to apply changes.
For example, if you choose Changelog, when a user clicks the widget, the changelog will open first.
## Customize Widget Appearance
Create a style theme for the widget — including background color, text color, widget placement, button label, and corner radius.
### Background Color
### Text Color
### Placement
### Button Label
Customize the text.
## Widget features in base configuration
This base setup provides:
- Widget displays latest Ideas in Done status, sorted by release date on Changelog page
- Notification bubble for newly released features (Ideas moved to Done)
- Visitors can read up to 20 released Ideas
- Link to Voting Board to check roadmap, add Ideas, upvote, and comment
- Email capture for roadmap weekly digest updates
## Identify Your Users
Choose between Ducalis authentication or your own authentication method.
**Option 1: Use Ducalis authentication (default)**
By default, Ducalis authentication is used when customers want to vote, add Ideas, or comment.
**Option 2: Use your own authentication**
If you use your own authentication, specify it in code: `onAuth: showUserAuth`
When this function is specified, it replaces Ducalis authentication. You handle the entire authentication process, but you must pass the authenticated widget user: `user.email + user.hash` are required.
## Related articles
- [The Ducalis API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/)
- [Single sign-on (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/)
- [Send release notes from your own domain](/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/)
## Embed as iframe
*Embed your Voting Board directly into your product using iframe code. Users access the board without leaving your application seamlessly.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/
Embed your Voting Board directly into your product using iframe code. Users can access the board without leaving your application.
The example below shows a Ducalis Voting Board embedded into a page and opened in a frame.
## Embed the board
1. Choose the Voting Board and verify it's published.
2. Go to **Voting settings** → **Embed** → **Embed The Whole Board** section.
3. Copy the Widget Base Code.
4. Add the `embedBoard` object to the widget code (required for embedding).
Your final code should look like this:
```javascript
dclsPxl("initWidget", {
// Required
appId: "dc9ae89*******",
boardId: "78aef2c7c0********",
user: {
// Required
email: "Your user Email",
hash: "User hash",
// Optional
userID: "Your user ID",
name: "Your user Name",
avatar: "https://you-user-avatar-domain/avatar.png",
company: {
id: 123,
name: "Your user Company name",
customFields: {
created_at: "2019-06-02 17:10:00",
spend: 123000,
mrr: 100,
plan: "pro",
prop: value,
}
}
},
// Required for Voting Board embedding
embedBoard: {
selector: "#selector-where-show-iframe", // CSS selector where to render Voting Board
style: undefined, // Optional, iframe styles object, e.g. "style: {position: 'absolute', top: 0}"
},
});
```
## Set the default page
Choose whether the Roadmap or Changelog page opens first when users load the widget.
Configure `defaultView` in the code. Set it to `roadmap` or `changelog`:
```javascript
dclsPxl("initWidget", {
// Optional, default is undefined
// Use 'roadmap' or 'changelog' to open specific page
defaultView: undefined,
});
```
For the Changelog and Roadmap pages, you can optionally open a specific filter or action (only for authorized users):
```javascript
dclsPxl("initWidget", {
// Optional
// Use to open a specific filter (only for authorized users)
openNewIdea: true,
myIdeas: true,
myVotes: true,
});
```
## Add notification bubble
Show notification badges to alert users about new updates and releases.
Add the `bubble` object to the widget code:
```javascript
dclsPxl("initWidget", {
bubble: {
// Optional, default is ".Ducalis-changelog-widget"
// Use for bubble without widget
selector: '#embedBoardBuble',
// Optional, default is undefined
// Clears initial styles. Use for custom styles by className ONLY.
className: 'some-class-name',
// Optional, default is undefined
// Customizes initial styles.
style: {
right: '7px',
top: '7px',
backgroundColor: '#db3737',
borderRadius: '4px',
fontSize: '13px',
}
},
});
```
## Customize background
Match the board to your interface and brand by adding a transparent background:
```javascript
embedBoard: {
// Optional, default is false
// Makes iframe and board background transparent
transparent: true,
}
```
## Add custom CSS class
:::warning Advanced use only
Add a custom class name to the notification bubble without default styles. You can customize the notification bubble with your CSS.
:::
Use `bubble.className` to specify your class:
```javascript
bubble: {
// Optional, clears initial styles
// Use for custom styles by className ONLY. Default is undefined
className: 'some-class-name',
}
```
:::info Deprecated parameter
The parameter `bubbleClassName` still works but will be deprecated. Use `bubble.className` instead.
:::
## Auto-subscription to release notes
Auto-subscription to release notes is enabled by default. This prevents the need to constantly import new active users.
Users are subscribed automatically when:
1. You send user data to Ducalis via the [Widget](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) (`user.email` and `user.hash` are required).
2. The user opens the widget or board frame.
:::warning Set up custom email domain
To send release notes to subscribed users, [set up a custom email domain](/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/).
:::
## Related articles
- [Single Sign-On (SSO) for authorizing users on Voting Boards](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/)
- [Embedding & Customizing Changelog Widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/)
## SSO authentication
*Pre-authorize users to your Voting Board so they can submit and vote on Ideas without separate login. Required for private boards.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/
Single Sign-On (SSO) pre-authorizes your users to your Ducalis Voting Board, eliminating the separate login process. You'll know exactly who submitted each Idea.
👀 **Live demo**: Log in to Ducalis, then visit [https://feedback.ducalis.io/Ducalis-roadmap/summary](https://feedback.ducalis.io/ducalis-roadmap/summary). You'll see your same login, email, name, avatar, and company name automatically applied.
## Why use SSO
**Identify your users**: Understanding who submitted each Idea provides essential context for feedback. SSO ensures you know exactly which users provided which feedback.
:::warning
Private Voting Boards require SSO. The widget verifies each user's identity and permissions before displaying any content. Without SSO, the widget won't load for anyone.
:::
**Seamless experience**: Users don't need to log in separately to submit Ideas or upvote. They can subscribe to your product changelog with one click.
**Security**: Identity Verification keeps conversations private and prevents impersonation. We strongly encourage all Ducalis customers to enable Identity Verification.
## Get the widget code
1. Go to Voting Board **Settings**.
2. Select **Embed** and follow the instructions.
## Configure authentication parameters
Extend your widget code with `user` parameters:
```javascript
```
### User parameters
**`email` (required)**: User's email registered in your product. Users must explicitly subscribe to changelog or Voting Board updates with double opt-in. Email is visible only to your Ducalis teammates inside your board.
**`hash` (required)**: Identity security verification. See [Generate user hash](#generate-user-hash) below.
**`userID` (optional)**: Your product's unique identification for the logged-in user.
**`name` (optional)**: User's name in your product. Displays as the voter and Idea author. Visible only to your Ducalis teammates inside your board.
**`avatar` (optional)**: User's avatar from your product. Displays in your board when evaluating feedback. Clarifies who voted and what they voted for.
**`company` (optional)**: Organization name if your product has grouped accounts. Recommended for viewing Voting Board requests grouped by organization.
### For individual customer feedback
If your feedback comes primarily from individual users rather than companies, use the user's data for the `company` parameter (for example, user's name or email). This lets you work with company-level data where company equals the user name.
## Add custom fields
Add custom context data for each Voter to capture additional information like sales, ARR, or market segment. Feedback can differ based on company size, market, or customer age.
In Ducalis, segment by this data to analyze user feedback patterns more deeply.
Extend your widget code with **`company`** parameters:
```javascript
```
**`company.id, company.name` (required)**: Required fields when passing custom context data.
**`customFields`**: Add any number of custom properties. For example, `status: "Active"` or `arr: 50000`.
## Generate user hash
To allow your users to immediately vote for Ideas or create them on the Ducalis Voting Board, pass their data to the widget. Ducalis verifies the user came from your site by checking the hash key along with the user data.
The hash is generated using the HMAC algorithm with SHA-256. Use the user's email as the value and your organization's secret key as the key.
1. Find your app's secret in the global organization settings:
2. Check user hash generation at [https://www.freeformatter.com/hmac-generator.html](https://www.freeformatter.com/hmac-generator.html)
### Hash generation examples
**Node.js:**
```javascript
const crypto = require("crypto");
// Put your secret key here (keep it private!)
// Notice: the one below is an example, yours will be different
const secretKey = "0fd72e0ff53b274293029fd1f3f40c92123123123easf2edq312edwe";
var email = "user@gmail.com";
var hash = crypto.createHmac("sha256", secretKey).update(email).digest("hex");
console.log("hash is:", hash);
```
**PHP:**
```php
$secret = '0fd72e0ff53b274293029fd1f3f40c92123123123easf2edq312edwe';
$email = 'user@gmail.com';
$hash = hash_hmac('sha256', $email, $secret);
echo 'Hash is: '. $hash;
```
## Use your domain
By default, your Voting Board is located in the [hi.ducalis.io](https://ducalis.io) domain, like [https://feedback.ducalis.io/Ducalis-roadmap/summary](https://feedback.ducalis.io/ducalis-roadmap/summary).
:::warning
Modern browsers block cross-domain cookies, making user identification impossible without a custom domain.
:::
For a seamless Voting Board experience, place your Voting Board on the same second-level domain as your product and the pages where you embed widgets. This keeps users identified inside both the widget and Voting Board.
See [Setting up a custom domain](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/) to configure your Voting Board address like _ideas.yourcompanyname.com_.
### Cross-domain authentication example
Your domain is _superproduct.com_. Your product runs at _app.superproduct.com_, marketing pages at _superproduct.com_, and help center at _help.superproduct.com_. Connect your Ducalis Voting Board to the same domain, like _voting.superproduct.com_.
Only then will all your users be identified with the same credentials in both the widget and Voting Board.
## Related articles
- [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
- [Setting up a custom domain for Voting Boards](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/)
- [Embed widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/)
## Analytics
*Track how Voters engage with completed Ideas published to your Changelog to measure feature adoption and awareness.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/public-ideas-analytics/
Track engagement metrics for Ideas you've moved to Done status. View how many Voters read your completed Ideas after you publish them to the Changelog.
## When tracking begins
Ducalis starts collecting analytics when you change an Idea's status to Done.
## View analytics
1. Go to the **Voting Board** section in your Ducalis Board.
2. Open the **Done** column and click the Idea you want to analyze.
3. Review the analytics displayed at the top of the Idea card.
- **Awareness** – percentage of Voters who read the Idea after it moved to Done.
- **Voters** – total number of Voters who voted for the Idea.
- **Viewers** – total number of people who viewed the Idea.
4. Click the **?** icon to see the breakdown of viewers.
- Readers who voted for the Idea
- Authorized readers who didn't vote
- Anonymous readers
5. Click the **>** icon to open the detailed table showing who read the Idea after it moved to Done and who voted for it.
6. Review the detailed user list. A checked circle indicates Voters who read the Idea after you moved it to Done. If you're using the [auth widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/), you'll see which specific Voters read it and their details.
## Related articles
- [Changelog widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/)
- [Voting Board overview](/docs/feedback-voting/voting-boards/voting-board/)
## API
*Build custom integrations and automate workflows with the API. Read and write Voting Board data, manage Ideas, Voters, votes, comments, and statuses.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/
The Ducalis API lets you build integrations and automate workflows. Use the API to read and write data for Voting Boards, Ideas, Voters, votes, comments, and more.
[View Technical Reference Documentation](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj)
## API capabilities
### [Boards](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#755c8a3b-832a-4cc5-912f-adc683e33e81)
- Fetch a Board
- List all Boards
### [Voting Users](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#c8afc13c-2081-4de4-a794-2fc25ff4a1a9)
- Get, create, update, and delete Voters
- Vote on behalf of a Voter
- Fetch a specific vote or list of votes associated with an Idea, Board, or Voter
- Delete votes
- Subscribe or unsubscribe Voters
### [Ideas](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#364bd7a4-58b9-42f1-977d-2c2f62aaa922)
- List Ideas
- Create an Idea
- Update an Idea
- Delete an Idea
- Add or remove labels
- Vote for an Idea
- Delete votes
- Link Idea to Issue
- Unlink Idea from Issue
### [Labels](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#4a97b02f-45b2-463b-87a8-784d0f4bcc27)
- Get all labels
- Create label
- Update label
- Delete label
### [Comments](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#a4798936-3fe2-414f-8b99-b6f2db203f4c)
- Create comment
- Update comment
- Delete comment
### [Idea Statuses](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#cf4dc3a6-6932-47c9-a31e-ff4e4ce9efaa)
- Get all statuses
- Create status
- Update status
- Delete status
### [Issues](https://documenter.getpostman.com/view/26410287/2sB2qfAeXj#692d548e-47c6-4880-acc8-a4014d62872c)
- Get all Issues
## Related articles
- [SSO authentication](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/)
- [Embed widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/)
## Filter by Voter metadata
*Filter feedback based on customer attributes like company name, plan type, or role to focus on priority segments.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/filter-feedback-using-voters-metadata/
Filter feedback by Voter metadata to focus on specific customer segments—like paying customers, recently signed-up users, or users by role.
When you receive high volumes of feedback from different customers, important input from your most valuable customers can get buried. Filtering by Voter metadata lets you surface feedback from the customers who matter most to your business.
## Common use cases
- Paying customers
- Customers who signed up in the last 6 months
- Users based on their role
## How it works
Voter metadata flows into Ducalis through:
1. [Widget (SSO)](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) - Pass user attributes during authentication
2. [API](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/) - Send custom properties programmatically
Once metadata is synced, you can filter Ideas by any Voter attribute—company name, subscription plan, region, or custom fields you define.
## Create a filter
1. Navigate to any Board view: **Backlog**, **Evaluation**, **Alignment**, or **Voting Board**.
2. Click the filter icon.
3. Select the metadata field you want to filter by (for example, company name).
4. Enter the value you want to filter by (for example, a company name).
5. Save the filter for future use by giving it a name.
6. Other Board Users can access your saved filter.
## Related articles
- [How to create and use filters in Ducalis](/docs/platform/filters/how-to-create-and-use-filters/)
- [Filters, labels, and quick search](/docs/platform/filters/filters-labels-and-quick-search/)
## Unsubscribed users
*Import and export lists of unsubscribed users via CSV or API to manage email preferences for your Voting Board.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/import-export-list-of-unsubscribed-users-for-voting-boards/
Manage users who've unsubscribed from email notifications. Import unsubscribed lists to prevent sending to opted-out users, or export lists to analyze unsubscribe patterns.
## Import unsubscribed users via CSV
1. Go to **Voting**.
2. Scroll down to **Access**.
3. Open the **Voters' list** block.
4. Click **Import list of Voters (CSV)**.
5. Prepare a CSV file with three columns: Email, Name, and a third column with the value `1`.
:::info CSV format requirement
The third column with value `1` is currently required to mark users as unsubscribed. This format will be simplified in future releases.
:::
**CSV example:**
```csv
hello@ducalis.io,Olivia Johnson,1
hello@ducalis.io,John Smith,1
```
## Export unsubscribed users to CSV
1. Under **Voters' list**, click **Export to CSV**.
2. Wait for the file to generate.
3. Download the generated file.
The exported CSV includes an **all_unsubscribed_at** field. Unsubscribed users have a date value in this field showing when they unsubscribed.
## Import via API
For programmatic import, use the Open API.
See [API documentation](/docs/feedback-voting/sdk/the-ducalis-api-for-voting-boards/) for details.
## Custom email domain
*Configure your own email domain to send Voting Board notifications, building trust with a professional, branded sender address.*
URL: https://help.ducalis.io/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/
Send Voting Board notifications from your own email address (like **username@yourcompany.com**) instead of the default Ducalis address. This builds trust and reinforces your brand with every message.
By default, voting emails are sent from **hello@ducalis.io**. Customize this to use your domain by adding DNS records and configuring settings in Ducalis.
## Why customize your email domain
A custom email domain builds trust and credibility by presenting a consistent, professional brand to your users.
## Configure your custom domain
### Locate the settings
1. Go to global **Settings**.
2. Select **All Voting Boards**. Find the **'From' Email** block.
### Add your domain
1. Turn on the custom email domain toggle.
2. Enter the domain you want to send notifications from (for example, "mg.company.com").
3. Click **Get Instructions**.
:::tip
Need help choosing a domain name? See Mailgun's guide: [How Do I Pick a Domain Name for My Mailgun Account?](https://help.mailgun.com/hc/en-us/articles/202256730-How-Do-I-Pick-a-Domain-Name-for-My-Mailgun-Account-)
:::
### Configure DNS records
1. Add the DNS records shown in Ducalis to your domain provider's settings. These records verify domain ownership and enable reliable email delivery.
2. Click **Check Settings** in Ducalis to verify the DNS configuration.
3. Wait for all DNS records to be verified (indicated by green status).
:::info
DNS record changes can take up to 72 hours to propagate. Verification may take a few minutes after propagation completes.
:::
You'll receive an email notification when verification completes:
- "Your custom email sending domain is confirmed" (success)
- "There is a problem with your custom email sending domain" (needs attention)
### Set sender information
Configure the sender details that appear in email headers and footers.
1. Enter your **Company Name** and **Company Address** in this format:
Tendee.io 2389 Golden Ridge Road New York, NY 10001 United States
2. Enter **Email Reason Text** to explain why users receive your emails. For example: "You are receiving this email because you signed up to Company.com"
3. Configure the **From** details:
- **From email**: The email address shown to recipients (for example, support@company.com)
- **From Name**: The sender name shown to recipients (for example, Support)
## Verify your configuration
Send a test email to confirm your custom domain is configured correctly and DNS records are valid. Ducalis will check the configuration and show you a preview.
## Import Voters to receive notifications
:::tip Recommended
Import your user base to send release notes to existing customers.
:::
1. Go to **Voting** and scroll to **Access**.
2. Open the **Voters' list** block.
3. Click **Import list of Voters (CSV)** or paste email addresses manually in the field below.
## Related articles
- [Voting Board notifications for Voters](/docs/platform/notifications/voting-board-notifications-for-voters/)
## Release Notes
*Explore Release Notes to announce product updates, automate changelog announcements, and keep subscribers informed about new features.*
URL: https://help.ducalis.io/docs/release-notes/
Announce product updates and keep customers informed about new features through automated release notes and changelog announcements.
### Changelog
- [**Overview**](/docs/release-notes/the-changelog-page/) — Understand how the Changelog displays announcements to users
- [**Create changelog**](/docs/release-notes/how-to-create-changelog/) — Set up a public changelog page and embed it in your product
### Release Notes
- [**Overview**](/docs/release-notes/what-are-release-notes/) — Learn what Release Notes are and when to use them
- [**Compose Release Note**](/docs/release-notes/composing-a-release-note/) — Write announcements manually or use templates
- [**Creating announcements**](/docs/release-notes/creating-announcements/) — Create manually, with AI assistance, or automatically
- [**Templates**](/docs/release-notes/template/) — Save time with reusable announcement templates
### Automation
- [**Auto Release Notes**](/docs/release-notes/voting-board-auto-digest/) — Send automated email digests at weekly or bi-weekly intervals
- [**Webhooks**](/docs/release-notes/setup-webhooks-to-automate-voting-board-events/) — Connect CI tools to automate status updates
- [**Automation**](/docs/release-notes/automate-the-process-of-creating-and-sending-release-notes/) — Automate the entire release notes workflow
### Management
- [**Block customization**](/docs/release-notes/customizing-the-blocks/) — Customize announcement layouts with blocks
- [**Send**](/docs/release-notes/sending-the-release-note/) — Preview, schedule, or send announcements to subscribers
- [**Edit release dates**](/docs/release-notes/change-a-features-release-date/) — Adjust when features appear as published on Changelog
## Changelog page overview
*Learn how the Changelog page displays product updates, announcements, and release notes to keep users informed.*
URL: https://help.ducalis.io/docs/release-notes/the-changelog-page/
The Changelog is a public page where you announce product updates to users. All release updates appear on a single page, organized chronologically.
```mermaid
flowchart LR
I[Idea] -->|Move to Done| A[Announcement Created]
A -->|Admin Approves| C[Changelog]
C -->|Subscribe| S[Subscribers]
```
## Announcements
Published announcements appear in reverse chronological order, with the latest updates at the top.
An Announcement is the public description of a feature you present to users. Write an announcement in advance, approve it, and once the Idea is moved to Done, the announcement appears on the Changelog.
[View Ducalis's live changelog.](https://feedback.ducalis.io/ducalis-roadmap/changelog)
## Announcement creation
Announcements can be written with AI assistance or manually by Admins. After creating the announcement, Admins need to approve it.
Read [how to create announcements](/docs/release-notes/creating-announcements/) for details.
## Subscribe to release notes
Users who haven't subscribed to release notes emails see a subscribe button.
## Linked public Ideas
Each announcement displays the associated public Idea below it. Click on the Idea block to view more details.
If an Idea is moved to Done without an announcement, the Changelog displays the Idea with its description but without an announcement header.
## Filters
Hover over the right section of the page to reveal filters. Use these [filters](/docs/platform/filters/filters-labels-and-quick-search/) to quickly find specific announcements. Filter by All updates, My Ideas, or Labels.
## Previous releases
Scroll down to view the latest updates. Click **Previous Releases** to see older announcements.
## React and comment on announcements
Users can leave instant feedback on announcements via reactions or comments.
### Adding a reaction
1. Click the reaction icon.
2. Choose an emoji.
Admins can see all reactions in the Voters list table.
To access the Voters list:
1. Go to the **Voting Board** page inside the priority Board.
2. Open the card of the Idea whose Voters list you want to see.
3. Click **Voters list** under the Idea card to open the table.
### Adding a comment
1. Click the comment icon.
2. Write your comment in the text field at the bottom of the announcement card.
## Admin view and editor
Admins can view both published and hidden announcements on the Changelog:
- Public Ideas that haven't been moved to Done status yet, but have announcements created
- Announcements waiting for approval
- Announcements hidden for other purposes but ready for publication
### Hide an announcement
Hide a public announcement from the Changelog temporarily without permanently deleting it. This is useful when editing or temporarily removing announcements.
### Turn off comments
Turn off reactions to announcements if you don't want users to react to specific updates.
### Edit an announcement
Admins can edit announcements manually or prompt AI to rewrite them.
Once you're done editing, close the editing mode.
### Edit labels
Admins can add or remove labels on the Issue.
### Move to draft
Move an announcement to draft if further edits are needed. Once moved to draft, it's no longer public.
### Delete an announcement
Completely remove an announcement from the Changelog by deleting it.
:::warning
Announcements for Ideas with Done status cannot be deleted.
:::
## What's next
Learn about the [Changelog widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/) that you can embed across your product to keep customers updated from anywhere.
## Create changelog
*Learn how to create a public changelog to announce product updates, add announcements, use labels for filtering, and embed the changelog in your product.*
URL: https://help.ducalis.io/docs/release-notes/how-to-create-changelog/
Announce product updates on a public changelog page where users can view all release updates in one place.
[Check out Ducalis changelog](https://feedback.ducalis.io/ducalis-roadmap/changelog)
## How the changelog works
```mermaid
flowchart LR
I[Idea] -->|Move to Done| A[Announcement created]
A -->|Approve| C[Published to Changelog]
```
When you move an Idea on the Voting Board to **Done** status (the final column), Ducalis automatically creates an Announcement. After you approve it, the Announcement appears on the public Changelog page.
## Access the changelog
1. Go to **Voting Board**.
2. Open the **Public View** of the Voting Board.
3. Click the **Changelog** tab.
## Create an announcement
1. [Create an Idea](/docs/feedback-voting/public-ideas/creating-an-idea/) on the Voting Board.
2. Click the **Announcement** stripe on the Idea.
3. Choose the announcement option, then click **Save Announcement**.
4. Click **Approve** to publish the announcement to the Changelog page.
5. Move the Idea to the **Done** status (the final column).
The Announcement now appears on the Changelog page.
## Edit announcements
Edit announcement posts directly from the Changelog page. As an Admin, you have access to the editor.
## Changelog without announcements
If you don't create and approve an Announcement, the Idea you created will still appear on the Changelog page without custom announcement content.
## Use labels for filtering
Use labels to categorize changelog entries and make them filterable.
Users can filter the changelog page by label.
## Embed the changelog
[Embed the changelog](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/) directly in your product, just like Ducalis:
Or [embed a widget](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/) with your changelog:
## FAQs
### Where do I add new announcements on my portal?
Announcements are kept on the Changelog page. Read this article to learn how to create one.
### Can I create a changelog view that I can then embed in my app?
Yes, you can. Read this article to learn how to create one. After creating Changelog you'll be able [to embed it to your site](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/).
### Where can I find the list of users that subscribed to Changelog?
There is [a special section](/docs/feedback-voting/voters/how-to-manage-voters-and-subscribers/) where you can see all subscribers, other metadata, and manage them.
## Related articles
- [The changelog page](/docs/release-notes/the-changelog-page/)
- [Creating an Idea](/docs/feedback-voting/public-ideas/creating-an-idea/)
- [Embed a Voting Board](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/)
- [Creating Announcements](/docs/release-notes/creating-announcements/)
- [Change a Feature's Release Date](/docs/release-notes/change-a-features-release-date/)
- [Automate the Process of Creating and Sending Release Notes](/docs/release-notes/automate-the-process-of-creating-and-sending-release-notes/)
## Release Notes overview
*Learn how Release Notes help you announce completed features, send updates to subscribers, and keep customers informed about product changes.*
URL: https://help.ducalis.io/docs/release-notes/what-are-release-notes/
Release Notes help you announce completed features to customers via email. When you release a feature, publish a release note to educate users on how the feature works and the value it provides.
Release notes keep customers informed about:
- Bug fixes
- Improvements
- New features
Instead of waiting for users to visit your [Voting Board](/docs/feedback-voting/voting-boards/voting-board/) or check the [Changelog widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/), you can send email announcements directly to subscribers.
Release notes contain a header, introduction, Ideas summary and Announcements, list of public Ideas, and contact information.
Typically, these notes include:
- Changes appearing in the latest product version
- Why the changes were made
- How this affects customers
- What customers need to do differently
## Accessing Release Notes
To access the list of all your release notes:
Go to **Release Notes**.
## What's next
- Learn about [Auto-digest](/docs/release-notes/voting-board-auto-digest/)
- [Compose a release note](/docs/release-notes/composing-a-release-note/)
## Compose Release Note
*Learn how to create Release Notes with templates, add feature blocks, configure voting board updates, and schedule announcements for subscribers.*
URL: https://help.ducalis.io/docs/release-notes/composing-a-release-note/
Release Notes announce product updates to your subscribers. Compose them manually or use templates to save time.
:::tip
Start by creating a [Release Note Template](/docs/release-notes/template/) to reuse structure and settings across all announcements.
:::
## Create a Release Note
1. Click **Manual Release Note** to start a new one.
2. View the draft (left) and preview (right) as you compose.
You can edit an Auto Release Note draft or create one from scratch.
## Configure basic settings
### Set the timeframe {#set-the-timeframe}
Choose the date range for Ideas to include in this Release Note.
All Ideas have a date—either when they were added to the Voting Board or when they moved to a particular status. The date range filters Ideas based on these dates.
### Add email subject
Write a clear subject line that tells subscribers what this update contains.
### Write introduction
Explain why subscribers are receiving this email. Many customers receive numerous emails daily—make the purpose clear immediately.
If you leave the Introduction block empty, the email won't include one.
:::info Required blocks
The Email Subject and Introduction blocks are required. Fill them to ensure subscribers understand the update.
:::
## Add content blocks
The following blocks are optional—include only what's relevant for this announcement:
- **Main Feature** – Highlight major new features
- **Simple Text** – Add general product updates
- **Call To Action** – Prompt specific user actions
- **Voting Board Statuses** – Show Ideas by status
### Main Feature block {#main-feature-block}
Showcase your most important new features.
#### Add the block
1. Hover over the bottom of any existing block.
2. Select **Main Feature** from the block menu.
3. Choose the Idea from your Voting Board.
The block displays the public Idea and the announcement you wrote or generated with Ducalis AI.
#### Edit announcement
If you already [wrote the announcement manually](/docs/release-notes/creating-announcements/#create-announcements-manually) or [generated it with AI](/docs/release-notes/creating-announcements/#create-announcements-using-ai), it will be imported automatically.
Edit the name, description, and add attachments as needed.
#### Create announcement
If the announcement doesn't exist yet, all fields will be empty.
Click **Write Announcement**.
#### Add labels
Categorize features with labels. Customers can filter by labels on the Changelog page.
#### Add CTA button
Link directly to the new feature so users can try it immediately.
### Call To Action block
Prompt subscribers to take specific actions—sign up for webinars, visit your Voting Board, or explore new features.
This is separate from the CTA button under announcements, giving you flexibility to add multiple calls to action.
### Simple Text block
Include general product updates that don't fit other block types.
### Voting Board Statuses blocks
Update subscribers on Voting Board activity by status.
#### Choose Ideas to include
For most status blocks, select either:
- **Ideas moved to this status during the date range** – Shows recent changes
- **All Ideas currently in this status** – Shows complete status view
:::info
This option isn't available for Done and Most Upvoted blocks.
:::
#### Customize Idea display
Control how much detail to show for each Idea:
**Title only:**
**Short description:**
**Full description:**
Learn more about [Voting Board statuses](/docs/feedback-voting/public-ideas/public-idea-statuses/).
## Arrange and manage blocks
### Rearrange blocks
Drag blocks to reorder them. The Email Subject and Introduction blocks stay fixed at the top.
### Delete blocks
Remove Main Feature, Simple Text, and CTA blocks when not needed.
## Duplicate Release Notes
Save time by duplicating previous announcements that have the structure and settings you want to reuse.
1. Click the duplication icon.
2. Edit the duplicated Release Note with new content.
## Changelog page link
Every Release Note email includes a button linking to your Changelog page, where subscribers can view all past announcements.
## What's next
[Schedule your Release Note](/docs/release-notes/sending-the-release-note/) for delivery to subscribers.
## Creating announcements
*Learn how to create Release Notes announcements manually, with AI assistance, or automatically when features move to Done status.*
URL: https://help.ducalis.io/docs/release-notes/creating-announcements/
Announcements communicate completed features to your users via the Changelog. Create them manually, use AI assistance, or automate the entire process when Ideas reach Done status.
## Create announcements manually
When a feature is about to be rolled out, admins have to write the announcements that will be posted on the Changelog page.
1. Inside the Board, navigate to **Voting Board**.
2. Open the Idea you want to create an announcement for.
3. Click the announcement block to start creating an announcement.
4. If you need to edit the title of the announcement, you can start with that.
5. Write the description. It should be understandable and highlight the value it is adding to your users' experience.
6. Add labels that can be used as filters by users to find the announcement on the Changelog page.
7. Initially, the announcement is saved as a draft. For it to be published when you move the Idea to Done, you have to approve it.
8. You can still move it back to draft when you want to make any changes.
## Create announcements with AI {#create-announcements-using-ai}
Instead of the admins creating the announcements themselves, you can use Ducalis AI. The AI will write the announcements for the features that you will be releasing. You still have the chance to go through the announcements before they are published on the Changelog page.
### Turn on the AI assistant
To use this feature, you need to switch it on first because it is off by default.
1. Head over to **Voting Board** → **Settings**.
2. Then go to **Automation** → **AI-writer**.
### Steps to follow to create an announcement using AI
1. Head over to the Idea which you want to create an announcement for.
2. On the card, click the announcement block.
3. The moment you click on the block, the AI will start to generate an announcement for the Idea.
4. If you like the generated announcement, you can save it. If you're not satisfied, you can click **Rewrite Announcement** for the AI to write a new summary altogether.
5. When you click **Save Announcement**, it will be saved as a draft.
6. You have the opportunity to go through it, and edit parts where you see require editing. You can add attachments.
7. As a draft, when you move the Idea to Done status, i.e. you release the feature, the announcement will not be published on the Changelog page.
8. For the announcement to be published on the Changelog page when you move the Idea to Done, you need to approve it.
9. You can still move the announcement back to draft when you want to make any changes to the announcement.
## Automate announcement creation
To avoid wasting time and energy repeating this process each time that you want to create an announcement, you can automate the creation process.
When you update the status (In Progress → Done) of an internal Issue:
1. The status of the public Idea that is linked to that Issue will also be updated.
2. Once updated, Ducalis AI will create an announcement for that public Idea.
3. The announcement will be saved as a draft until you go through it and approve it for publishing.
### What should you do to automate the announcement creation process?
#### Turn on AI
Firstly, you need to switch on Ducalis AI under the **Voting Board** → **Settings** → **Automation** → **AI-writer**.
#### Set up status auto-update rule
While still in the Automation settings, you should set up the [status auto-update rule](/docs/feedback-voting/public-ideas/status-auto-update-rules/). Each time you update the status of an internal Issue (In Ducalis or task tracker), the status of the linked public Idea will also be updated automatically.
### Set up webhook
If you want the [Changelog newsletter](/docs/release-notes/what-are-release-notes/) to also be sent automatically when the announcement is moved to the Done status, then you need to set up the [webhook](/docs/release-notes/setup-webhooks-to-automate-voting-board-events/) as well.
## Related articles
- [What are Release Notes?](/docs/release-notes/what-are-release-notes/)
- [Status auto-update rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/)
- [Set up webhooks](/docs/release-notes/setup-webhooks-to-automate-voting-board-events/)
## Release Notes Template
*Learn how to create and customize release notes templates to save time and maintain brand consistency across announcements.*
URL: https://help.ducalis.io/docs/release-notes/template/
Release note templates make the process of composing a release note easy and quick. Rather than creating a new Release Note from scratch each time, you can use a template as a base. The defining feature of a template, though, is its reusability.
To make a template, go to **Release Notes**.
Under Release Notes, hover over to the top left corner and click **Release Note Template**.
## Customizing the template
### Blocks
The Release Note comprises blocks. These blocks will contain the contents of your Release Note. You can choose which blocks you want to include in the email, and in what order. This order will be kept in all future Release Notes until you change it again. Two blocks that you cannot hide/delete/rearrange are the Title and the Introduction blocks.
#### Title
Add the Release note title/ Email subject line. Insert variables for any dynamic content in the title.
#### Introduction
Then you need to add the Introduction. As your customers receive many emails, you need to let them know the reason they are receiving your email.
#### Main Feature Blocks
In these blocks, you will add information about new features in the products that you want to inform your users about.
#### Call To Action Blocks
These blocks will have CTAs that you would like your users to perform, for example, signing up for a webinar, or visiting your voting board.
You can add as many of these blocks as you want. To add a block, just hover your mouse at the bottom of a block, then choose the block that you want to add from the options.
#### Voting Board Progress Status Blocks
These blocks will be used to update customers on other activities happening on the voting board, like features you are currently working on.
You can choose to hide the blocks you don't want to show in your Release Notes. The blocks you hide will not appear in all your future campaigns. You also can decide what content to show: title, short, or full description.
### Template Variables
Use variables to insert different dynamic content in your Release Notes, for example, dates, weekdays, years, and others.
### Language
The language you set for your voting board is the one that will be used in the emails.
## Use and adjust the template
To use the prepared template, click **Manual Release Note**. This time you will use the template as a base for your release note, you do not have to create one from scratch. Just add the information you need to add to the template.
You can add more announcements and CTA blocks, and show hidden voting board progress status blocks.
The same template will be used for your [Auto-digest](/docs/release-notes/voting-board-auto-digest).
Read more on [how to compose a Release note](/docs/release-notes/composing-a-release-note).
## The benefits of using a template
The template gives you and your team the gift of time, helping to produce future Release Notes faster and more efficiently since the underlying code is already written.
The template also protects your brand reputation by keeping your Release Notes on-brand and error-free.
Not only do they make the process of composing Release Notes fast and easy, but they also help maintain the uniformity of all the Release Notes.
## Related articles
- [How To Create Changelog](/docs/release-notes/how-to-create-changelog)
- [Change a Feature's Release Date](/docs/release-notes/change-a-features-release-date)
- [Automate the Process of Creating and Sending Release Notes](/docs/release-notes/automate-the-process-of-creating-and-sending-release-notes)
- [Creating Announcements](/docs/release-notes/creating-announcements)
- [The Changelog Page](/docs/release-notes/the-changelog-page)
- [Setup Webhooks to automate Voting board events](/docs/release-notes/setup-webhooks-to-automate-voting-board-events)
## Auto Release Notes
*Learn how to generate and send automated release note digests to subscribers, keeping them informed about Voting Board activity and updates.*
URL: https://help.ducalis.io/docs/release-notes/voting-board-auto-digest/
Auto Release Notes keep Subscribers informed about Voting Board activity by sending automated email digests at your chosen frequency.
When you activate a Voting Board, Auto Release Notes are enabled by default. You can toggle this feature on or off in **Settings**.
To prepare an email, first choose the **date range** that encompasses the Ideas you want included.
## Structure and contents of the release note
Blocks included in the email:
- The title of the release note
- An introduction
- Progress statuses blocks
### Title
Highlights the main topic of the email.
### Introduction
Usually, this block is used to state the reason a user is receiving the email.
### Progress statuses blocks
The blocks represent the progress statuses on the voting board. Each block contains either ideas that were added to any of the statuses between the date range you chose, or all the ideas under a status at the time the Auto-release note is being sent.
You have the option to choose which ideas to include in each block. Either:
- Ideas moved to that particular status in the date range you chose above.
- Or, all the ideas under that status.
Not available for the Most Upvoted block.
You can also customize the amount of content about an idea to show. It can be:
- Just the title.
- A short description of the idea.
- The full description of the idea.
These blocks can be:
- Rearranged
- Disabled
As you are preparing your email, you can see a preview, which helps you to get a picture of how the it will look like.
## Setting the schedule {#setting-the-schedule}
You have the ability to set the frequency at which the email is sent to your customers – the day and time it should be sent.
Like in the example below, the email is sent to customers is sent every 2 weeks, on a Monday (it will be sent on the first Monday during these two weeks).
You can see the schedule that you have set at the top of the table.
After an email is sent, the following auto-release note is generated the following day. It is generated with the status 'Pre-scheduled'.
An auto-release note with the 'Pre-scheduled' status will not be sent on the scheduled date until some activity happens on the Voting board (change in the progress status of an idea, or creation of a new public idea) within the chosen **Date range**.
The status is changed to 'Scheduled' when information is added to the email, i.e., if there is any activity on the Voting board.
## What's Next?
Learn how to [compose a Release note](/docs/release-notes/composing-a-release-note/).
## Block customization
*Customize Release Note blocks to match your style. Add, delete, hide, or reorder Announcement and Call to Action blocks to highlight what matters most to your users.*
URL: https://help.ducalis.io/docs/release-notes/customizing-the-blocks/
Customize the layout of blocks in your Release Note emails. Add, delete, hide, or reorder blocks to present information your way.
## Add blocks
Add multiple Announcement or Call to Action blocks to your Release Note.
1. Hover below a block to reveal the options.
2. Click the block you want to add.
Under the Announcement block, add a CTA button to help users quickly try the new feature.
## Delete and hide blocks
Permanently delete Announcement or Call to Action blocks you don't need.
To delete a block:
1. Hover over the block.
2. Click the delete icon and confirm.
If you don't want to permanently delete blocks, hide them instead. Hidden blocks won't appear in the email.
## Choose content for status blocks
Choose which Ideas to include in each status block:
- Ideas moved to that status in the selected date range
- All Ideas currently in that status
:::info
This option isn't available for the **Most Upvoted** block.
:::
Customize how much content to show for each Idea:
- Title only
- Title with short description
- Title with full description
## Reorder blocks
Arrange blocks in your preferred order.
1. Hover over the block you want to move.
2. Click the up arrow to move it up or the down arrow to move it down.
## Related articles
- [Using the template](/docs/release-notes/template/)
- [Sending the Release Note](/docs/release-notes/sending-the-release-note)
## Send
*Learn how to preview, schedule, or send Release Notes immediately. Test emails, schedule delivery, or cancel scheduled announcements as needed.*
URL: https://help.ducalis.io/docs/release-notes/sending-the-release-note/
Preview and send Release Notes to your Subscribers via email. Schedule delivery or send immediately.
## Preview before sending
Send a test email to yourself before sending to Subscribers. Verify the content and formatting look correct.
Click **Send test email**.
The preview email shows exactly what Subscribers will receive.
## Schedule delivery
Choose when to send the Release Note to Subscribers.
1. Select the date and time.
2. Click **Schedule**.
The Release Note will send automatically at the scheduled time.
## Send immediately
Send the Release Note right away instead of scheduling.
Click **Send now**.
The Release Note sends to all Subscribers immediately.
## Automate with webhooks
Configure webhooks to automatically send Release Notes when features reach Done status.
See [Setup webhooks to automate Voting Board events](/docs/release-notes/setup-webhooks-to-automate-voting-board-events/) for configuration details.
## Cancel scheduled delivery
Cancel a scheduled Release Note before it sends.
Click **Cancel schedule**.
The Release Note moves back to draft status.
## Related articles
- [Customize Release Note blocks](/docs/release-notes/customizing-the-blocks/)
- [Compose Release Notes](/docs/release-notes/composing-a-release-note/)
## Webhooks
*Learn how to automate Voting Board status updates and release notes with webhooks. Connect CI tools like Jenkins or Bamboo to trigger actions after deployments.*
URL: https://help.ducalis.io/docs/release-notes/setup-webhooks-to-automate-voting-board-events/
Webhooks connect applications and services in real time, enabling automatic data exchange and triggering actions based on specific events. Use webhooks to automate status updates and send release notes without manual intervention.
## Status auto-update
Update Idea statuses automatically based on your production environment. Sometimes a tracker status "Done" doesn't mean the task is released on prod—that's why webhooks work with [Status Auto-Update Rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/). Only after the release will the Idea move to Done status. You don't need to manage it manually.
## Release notes automation
Send release notes automatically after a deployment. Set up the webhook once, and release notes will be sent after the triggered event. This ensures consistency and accuracy in content and format, reducing the risk of errors or omissions.
You can create **as many webhooks as you need for different events** and integrate them with CI tools, Slack, and other automation platforms. For example, create separate webhooks for status updates and for sending release notes. All conditions are set in your CI tool.
## Create a webhook
1. Go to **Organization settings**.
2. Click **+ New Webhook**.
3. Give it a name and description, then click **Save**.
4. Copy the **Webhook URL** and paste it into your CI/CD tool (e.g., Bamboo, Jenkins).
After you've created the webhook, use it to automate Voting Idea status updates and schedule release notes automatically.
## Related articles
- [Status Auto-Update Rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/)
## Automation
*Learn how to automate release notes creation and sending with templates, scheduled digests, and status auto-update rules.*
URL: https://help.ducalis.io/docs/release-notes/automate-the-process-of-creating-and-sending-release-notes/
Automate the entire release notes workflow—from creation to delivery. Set up templates, enable status auto-updates, and schedule recurring emails to save time and maintain consistency.
## How automation works
```mermaid
flowchart LR
A[Create Template] --> B[Status Auto-Update]
B --> C[Announcement Created]
C --> D[Schedule Digest]
D --> E[Email Sent]
```
1. **Template**: Define the structure for all release notes
2. **Status auto-update**: Automatically sync task tracker status changes to Ideas
3. **Announcement**: Draft content in advance or auto-generate from completed Ideas
4. **Schedule**: Set recurring delivery times (weekly, biweekly)
5. **Send**: Emails deliver automatically to Subscribers
## Set up a template
Create a reusable template that defines the structure for all future release notes. Choose which blocks to include and customize the format.
Learn more about [creating templates](/docs/release-notes/template/).
## Create announcements in advance
Draft announcements while features are still in development (testing, staging). Update the content as needed before release. When the feature ships, the announcement automatically includes in the next scheduled release note.
See [how to create announcements](/docs/release-notes/creating-announcements/).
## Enable status auto-update rules
Configure rules to automatically update Idea statuses when you change linked task tracker issues. This eliminates manual status updates and keeps your public roadmap current.
Setting up status auto-update includes webhook configuration. Webhooks trigger release note emails when you deploy a release.
Learn about [status auto-update rules](/docs/feedback-voting/public-ideas/status-auto-update-rules/).
## Schedule recurring release notes
Set the frequency, day, and time for automatic delivery:
- **Weekly or biweekly**: Choose your preferred schedule
- **Trigger options**:
- Version release (webhook-triggered)
- Scheduled (time-based)
- Manual send
- **Webhook support**: Integrate with deployment tools
See [how to configure scheduling](/docs/release-notes/voting-board-auto-digest/#setting-the-schedule).
## Engage customers with Changelog and Widget
Customers can view release notes in three places:
1. **Email**: Scheduled digests sent to Subscribers
2. **Changelog page**: Public page showing all announcements
3. **In-app widget**: Embedded widget inside your product
Customers can subscribe to updates and provide feedback on releases.
Learn about the [Voting Board SDK](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/).
## What's next
- [Voting Board auto-release notes](/docs/release-notes/voting-board-auto-digest/)
- [Creating announcements](/docs/release-notes/creating-announcements/)
- [Templates](/docs/release-notes/template/)
## Edit release dates
*Learn how to change announcement release dates on your Changelog to adjust when features appear as published.*
URL: https://help.ducalis.io/docs/release-notes/change-a-features-release-date/
You can edit the release date of [announcements](/docs/release-notes/creating-announcements/) on the [Changelog page](/docs/release-notes/the-changelog-page/). This determines when a feature appears as released, since announcements are sorted by their publish date.
Edit release dates from:
- Voting Board admin view
- Changelog page
## From Voting Board admin view
1. Open the Voting Board admin view.
2. Go to the **Done** column and select the Idea whose release date you want to change.
3. In the Idea card, open the **Announcement** block.
4. Scroll to the bottom of the block to find the current release date.
5. Click the date to open the calendar and select a new date.
### Alternative: Move Idea to update date
Instead of using the calendar, you can move the Idea from **Done** to the previous status, then back to **Done**. The release date updates automatically.
:::info
This method only works if you haven't previously edited the release date manually.
:::
## From Changelog page
1. Go to the Changelog page.
2. Select the announcement whose release date you want to change.
3. Click **Edit** to enter editing mode.
4. Click the editing icon next to the release date.
5. Change the date and save.
## Related articles
- [Create announcements](/docs/release-notes/creating-announcements/)
- [The Changelog page](/docs/release-notes/the-changelog-page/)
## Integrations
*Explore Ducalis integrations to connect task trackers, sync priority rankings, and capture customer feedback from communication tools.*
URL: https://help.ducalis.io/docs/integrations/
Connect Ducalis to your task tracker to import issues, prioritize work, and sync rankings back automatically.
### Task trackers
- [**Jira Cloud**](/docs/integrations/jira-cloud/) — Import issues, prioritize with custom criteria, and sync rankings to custom fields
- [**Jira Server**](/docs/integrations/jira-server/) — Connect self-hosted instances with OAuth or personal access tokens
- [**Linear**](/docs/integrations/linear/) — Prioritize issues, projects, and initiatives with real-time updates
- [**Asana**](/docs/integrations/asana/) — Apply RICE, ICE, WSJF frameworks and sync rankings to custom fields
- [**ClickUp**](/docs/integrations/clickup/) — Import tasks and sync priority scores automatically
- [**GitHub**](/docs/integrations/github/) — Prioritize issues from organization and personal repositories
- [**Trello**](/docs/integrations/trello/) — Sort cards by priority rankings in custom fields
- [**YouTrack**](/docs/integrations/youtrack/) — Sync priority scores to custom fields with token authentication
- [**Kaiten**](/docs/integrations/kaiten/) — Import and prioritize cards from your Kaiten boards
- [**Yandex.Tracker**](/docs/integrations/yandex-tracker/) – Import issues, collect feedback, prioritize and sync rankings to custom fields.
### Communication tools
- [**Slack**](/docs/integrations/slack/) — Capture ideas from messages, get notifications, and daily digests
- [**Discord**](/docs/integrations/discord/) — Turn Discord messages into voting board ideas
- [**Mattermost**](/docs/integrations/mattermost/) — Capture feedback and receive team notifications
- [**Telegram**](/docs/integrations/telegram/) — Forward messages to create ideas and get personal notifications
## Jira Cloud
*Integrate Ducalis with Jira Cloud to import issues, prioritize them, and sync rankings back to your Jira backlog.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/
Connect Ducalis to Jira Cloud to import your backlog for prioritization, collecting feedback and sync results back to Jira Cloud automatically.
## What you can do
- **Connect to Jira Cloud** — Authorize Ducalis to access your Jira account
- **Import issues with filters** — Select which issues to prioritize using saved filters, JQL queries, or custom filters
- **Sync rankings back to Jira** — Automatically update Jira custom fields with priority rankings and alignment data
- **Push new issues to Jira** — Create issues and ideas in Ducalis and send them to your Jira backlog
## Articles in this section
### Getting started
- [**Connect**](/docs/integrations/jira-cloud/issues-import) — Authorize the integration and connect your Jira account
### Import issues
- [**Import using filters**](/docs/integrations/jira-cloud/importing-issues-from-jira-cloud-using-jira-filters) — Select issues using Jira saved filters, JQL queries, or Ducalis filters
### Sync Back setup
Sync priority rankings and alignment data from Ducalis to Jira Cloud custom fields automatically.
- [**Overview**](/docs/integrations/jira-cloud/2-way-sync-with-jira) — Learn how Sync Back works and what data you can sync to Jira
- [**Step 1: Custom fields**](/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation) — Set up custom fields in Jira Cloud to receive synced data
- [**Step 2: Board fields**](/docs/integrations/jira-cloud/2-way-sync-part-2-custom-fields-setting-for-a-jira-board) — Display rankings in Backlog and Active Sprints views
- [**Existing fields**](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync) — Map to existing Jira fields instead of creating new ones
### Push to Jira
- [**Push issues**](/docs/integrations/jira-cloud/push-to-jira) — Send issues created in Ducalis to your Jira Cloud backlog
## Connect
*Connect Jira Cloud to import issues and sync prioritization results back to your Jira backlog.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/issues-import/
Connect Jira Cloud to Ducalis to import your backlog for prioritization, collecting feedback and sync results back.
## Connect to Jira Cloud
1. In your Board, click **Connect** in the left menu to open **Sync** settings.
2. Under **Sync**, click **Connect Issue Tracker**.
3. Select **Jira Cloud** as your issue source.
4. Click **Connect Jira Cloud**.
5. **Authorize** Ducalis to access your Jira account.
## Remove the integration
To delete the integration between Ducalis and Jira Cloud, see [Remove a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration).
## What's next
Import issues from Jira Cloud using:
- [Ducalis filters](/docs/integrations/jira-cloud/importing-issues-from-jira-cloud-using-jira-filters/#using-filters)
- [Jira filters](/docs/integrations/jira-cloud/importing-issues-from-jira-cloud-using-jira-filters/#using-jira-saved-filters)
- [JQL filters](/docs/integrations/jira-cloud/importing-issues-from-jira-cloud-using-jira-filters/#using-jql-filters)
## Import using filters
*Use Jira saved filters, JQL queries, or custom filters to select which issues to import from Jira Cloud.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/importing-issues-from-jira-cloud-using-jira-filters/
After [integrating Ducalis with Jira Cloud](/docs/integrations/jira-cloud/issues-import/), you can import Issues using three filter types:
- **Jira saved filters** – Use filters you created and saved in Jira
- **JQL filters** – Write custom Jira Query Language queries for advanced filtering
- **Ducalis filters** – Select Issues by project, status, assignee, and other fields
This article explains how to use each filter type to import the Issues you need.
## Using Jira saved filters {#using-jira-saved-filters}
Jira saved filters let you import Issues using filters you already created in Jira Cloud.
1. Select the instance you want to import from.
2. Click **Import from [instance]**.
3. In the **Import** step, select **Saved Filters**.
4. From the dropdown list, select the filter with the Issues you want to import.
5. Review the real-time preview of Issues matching your filter.
6. Click **Start Import**.
If you don't see a filter after making changes in Jira, click **Refresh** to update the filter list.
### Fix missing filters
If a filter exists in Jira Cloud but doesn't appear in Ducalis, the filter permissions might be set to private.
:::info Filter visibility requirements
Jira Cloud filters must have **Public**, **Open**, or **My Organization** access to appear in Ducalis.
:::
To change filter permissions:
1. In Jira Cloud, open the filter and click **Details**.
2. Click **Edit permissions**.
3. Change access to **Public**, **Open**, or **My Organization**.
4. Click **Add**.
5. Verify the access status appears in the permissions list.
6. Click **Save**.
7. Return to Ducalis and click **Refresh Filter List**.
8. Search for the filter by name—it should now appear.
If you still have problems, contact support using the chat in the bottom right.
### Edit Jira saved filters
You can edit Jira saved filters to add or remove Issues from your Board without changing the integration.
1. Open **Sync settings** from your Board menu.
2. Under **Sync**, click **Edit Sync-In Conditions**.
3. Click **Open filter in Jira** to edit the filter in Jira Cloud.
4. Edit the filter criteria in Jira Cloud to match the Issues you want.
5. Click **Save** in Jira.
The updated filter criteria sync back to Ducalis.
## Using JQL filters {#using-jql-filters}
JQL (Jira Query Language) filters let you write custom queries to find Issues regardless of how they're structured in Jira.
1. Select the instance you want to import from.
2. Click **Import from [instance]**.
3. In the **Import** step, select **JQL filters**.
4. Copy your custom JQL query from Jira Cloud.
5. Paste the query into Ducalis and click **Get Preview** to see matching Issues.
6. Review the preview of Issues matching your JQL query.
7. Click **Start import**.
### Edit JQL filters
You can edit JQL filters to add or remove Issues from your Board without changing the integration.
1. Open **Sync settings** from your Board menu.
2. Under **Sync settings**, click **Edit Sync-In Conditions**.
3. Edit your JQL query and click **Save** to apply the changes.
## Using Ducalis filters {#using-filters}
Ducalis filters let you select Issues by project, status, assignee, and other Jira fields without writing JQL queries.
1. Select the instance you want to import from.
2. Click **Import from [instance]**.
3. In the **Import** step, select **Ducalis filters**.
4. Select the filter parameters for the Issues you want to import. Required parameters are marked.
5. Review the real-time preview of Issues matching your filters.
6. Click **Start Import**.
If you don't see certain parameters after making changes in Jira, click **Refresh** to update the list.
Your Board now shows the imported Issues from Jira Cloud.
### Import sub-tasks
You can import sub-tasks from Jira Cloud along with their parent tasks.
1. When selecting import filters, choose the project containing the parent tasks.
2. Under **Issue type**, select **Sub-tasks**.
3. Select any additional required or optional filters.
4. Review the preview of sub-tasks matching your filters.
5. Click **Start import**.
All parent tasks and their sub-tasks are imported. Sub-tasks display a sub-task icon in the Issues list.
When you open a sub-task, the parent task appears at the top. Click it to open the parent task in Jira Cloud.
When you open a parent task, you can see all its sub-tasks (including completed ones) and their scores if they were imported and evaluated.
### Edit Ducalis filters {#edit-filters}
You can edit Ducalis filters to add or remove Issues from your Board without changing the integration.
1. Open **Sync settings** from your Board menu.
2. Under **Sync**, click **Edit Sync-In Conditions**.
3. Edit the filter parameters to match the Issues you want.
4. Click **Save** to apply the changes.
## Back Sync Overview
*Sync prioritization and voting results from Ducalis back to Jira Cloud custom fields automatically on a schedule.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/2-way-sync-with-jira/
Sync Back sends prioritization results from Ducalis to Jira Cloud custom fields automatically. Sync data like:
- Total scores
- Priority rankings
- Criterion scores
- Score statuses
- Score percentages
- Ideas Votes
```mermaid
flowchart LR
J[Jira Cloud] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| J
```
This eliminates manual switching between Jira Cloud and Ducalis when you need to view priorities in Jira Cloud.
Data syncs to Jira Cloud on the schedule you configure, or you can trigger an immediate sync anytime by clicking **Manual Sync Back**.
## View priority rankings in Jira Cloud
After Sync Back runs, Jira Cloud displays issues with their priority rankings. Top-priority issues appear with a star icon next to their ranking.
You can view priority rankings:
1. In **Active sprints**.
2. In **Backlog**, sorted by priority order.
3. On individual issue cards.
## Setup overview
To set up Sync Back with Jira Cloud:
1. [Choose Ducalis fields to sync](#choosing-fields-to-sync)
2. [Create custom fields in Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation/) (Step 1)
3. [Add custom fields to your Jira board](/docs/integrations/jira-cloud/2-way-sync-part-2-custom-fields-setting-for-a-jira-board/) (Step 2)
4. [Activate Sync Back](#activating-sync-back)
:::tip Alternative approach
If you already have suitable custom fields in Jira Cloud, see [Use existing fields for Sync Back](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/).
:::
## Choose fields to sync {#choosing-fields-to-sync}
Before creating custom fields in Jira Cloud, select which Ducalis data you want to sync.
1. Go to **Backlog Management** settings.
2. Scroll down to **Sync Back Fields**.
3. Review the two default fields:
- **Priority \{emoji\} Ducalis**
- **Alignment \{emoji\} Ducalis**
4. (Optional) Delete default fields if you don't need them.
5. Click **Add field** and select additional fields to sync.
## What's next
After selecting fields to sync, continue to:
- [Step 1: Create custom fields in Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation/) that will receive Ducalis data
- [Step 2: Add custom fields to your Jira board](/docs/integrations/jira-cloud/2-way-sync-part-2-custom-fields-setting-for-a-jira-board/) so they appear in Backlog and Active sprints views
### Preview: Custom fields in Jira views
After completing Steps 1 and 2, custom fields appear in:
**Backlog view**
**Active sprints view**
## Activate Sync Back {#activating-sync-back}
After creating custom fields in Jira Cloud (Steps 1-2), activate Sync Back in Ducalis.
1. Click **Refresh** to detect the custom fields you created in Jira Cloud.
2. Toggle **Activate Sync Back** to enable synchronization.
## Configure sync schedule
Choose when to sync data from Ducalis to Jira Cloud.
Two schedule options:
- **By sprint end date**: Syncs automatically when your sprint ends
- **By custom period**: Syncs on specific days and times you set
To sync immediately without waiting for the schedule, click **Manual Sync Back**.
## Copy sync schedule to other boards
Apply the same schedule settings to multiple boards at once.
1. Click **Copy sync schedule settings**.
2. Select the boards where you want to apply these settings.
3. Click **Copy Settings** to confirm.
## Step 1: Custom fields
*Set up custom fields in Jira Cloud to receive synced priority rankings and alignment data.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation/
To sync data back to Jira Cloud, you need fields in Jira that can receive the data from Ducalis. There are two options for getting data to Jira Cloud.
## Choose option for setting up fields
**Field Mapping (1)** – Use existing Jira fields. No new fields needed.
**Custom Fields Creation (2)** – Create new fields in Jira specifically for Ducalis data.
Choose the approach that works best for your setup.
## Fields Mapping
If you already have custom fields in Jira and don't want to create more, you can map Ducalis fields to your existing Jira fields.
### Map fields to existing Jira fields
1. In Ducalis, go to the Sync settings.
2. Scroll down to **Sync-Back fields**.
3. Review the default Ducalis fields. You can keep or delete them.
4. To add a different field, click **Add Sync Back field** and select the Ducalis field you want to sync.
5. Next to **Tracker field**, click the dropdown and select the existing Jira field to map to.
6. Click **Save**.
Each time Sync Back runs, data from the Ducalis field will sync to the mapped Jira field.
## Custom Fields Creation
Instead of mapping to existing fields, you can create new custom fields in Jira specifically for Ducalis data.
### Project types in Jira Cloud
Jira Cloud has two project types:
- **[Company-managed software](https://support.atlassian.com/jira-software-cloud/docs/what-are-team-managed-and-company-managed-projects/)** – Custom fields are created at the Jira instance level.
- **[Team-managed software](https://support.atlassian.com/jira-software-cloud/docs/what-are-team-managed-and-company-managed-projects/)** – Custom fields are created per project.
:::warning
Don't combine Team-managed projects with any other project type in a single Ducalis board filter—the sync will not work.
We recommend only Jira Admins or Project Admins run the sync, otherwise custom field updates may trigger dozens of notification emails to your coworkers.
:::
### Check your project type
1. In Jira Cloud, go to **Projects** and click **View all projects**.
2. Check the **Type** column to see your project type.
3. Follow the instructions below for your project type.
### Custom fields in a Company-managed project
[Creating custom fields in a Company-managed Jira project](https://www.youtube.com/watch?v=33q6iJFT1JM)
1. Go to **Settings** (cog icon next to your avatar, top right corner).
2. Go to **Work Items** in Settings.
3. Go to **Custom Fields** in the left menu.
4. Click **Create custom field** in the top right corner.
5. Choose **Text Field (single line)**.
6. Click **Next**.
7. Copy the field name from Ducalis sync settings:
- Go to **Sync settings**, then **Sync Back Fields**.
- Click the copy icon to copy the field name. Your field names depend on your board's emoji.
8. Paste the field name in Jira and click **Create**.
9. **Associate the field** with these screens and click **Update**:
- Default Screen
- Resolve Issue screen
- Workflow Screen
- All screens with the project keys for projects in your Ducalis board filter
10. If you don't see your project key, it may mean your project shares settings with another project.
11. Open **Work type screen schemes** in a new tab to see which project key relates to yours.
The first field is ready.
After setup, you'll see the ranking and alignment analysis links inside the issues.
### Custom fields in a Team-managed project
[Creating custom fields in a Team-managed Jira project](https://www.youtube.com/watch?v=aC_BUMVFLXs)
1. Click **Projects** (left menu), choose your project, click the three-dots menu, and select **Project Settings**.
2. Choose any work type you're prioritizing in Ducalis.
3. Click **Create a field**.
4. Select the field type. It depends on what data you want to sync.
5. Enter the field name and click **Update**.
6. Add this field to all issue types in all projects used in your Ducalis board.
For example, if you use Project 1 with issue types (Epic, Task, Bug) and Project 2 with issue types (Epic, Sub-Task), add the field to all of them.
7. Drag and drop the field into **Context fields**.
8. Click **Save Changes** for each issue type.
The field now appears in Ducalis and you can match fields.
## What's next
Continue to [Step 2: Configure your Jira board](/docs/integrations/jira-cloud/2-way-sync-part-2-custom-fields-setting-for-a-jira-board/) to enable sorting by the custom fields you created.
## Step 2: Board fields
*Configure Jira Cloud board settings to display Ducalis rankings in Backlog and Active Sprints, and order issues by priority.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/2-way-sync-part-2-custom-fields-setting-for-a-jira-board/
:::info Prerequisites
Complete [Step 1: Create custom fields](/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation/) before proceeding. You need the custom fields created in Jira Cloud to configure your board.
:::
Configure your Jira Cloud board to display Ducalis rankings in Backlog and Active Sprints, and order issues by priority.
This guide applies to Jira Cloud [Company-managed projects](https://support.atlassian.com/jira-software-cloud/docs/what-are-team-managed-and-company-managed-projects/) only.
## Order issues by priority ranking
1. Open the board you want to configure and click the **ellipses** (...).
2. Select **Board settings**.
3. In the **General** section, click **Edit Filter Query**.
4. In the query field, type `ORDER BY` followed by a space.
5. From the dropdown menu, select **Priority \{your emoji\} Ducalis**.
6. After the field name, type `ASC` for ascending order (lowest rank number first).
7. Click **Search** to preview the results.
8. Click **Save** to apply the ordering.
Your board now orders issues by priority ranking.
## Add custom fields to issue cards
Display priority rankings directly on issue cards in Backlog and Active Sprints.
1. Open the board you want to configure and click the **ellipses** (...).
2. Select **Board settings**.
3. In the left sidebar, select **Card Layout**.
4. Under the **Backlog** section, click the **Field Name** dropdown.
5. Select **Priority Ducalis** from the list.
6. Click **Add**.
7. Scroll to the **Active sprints** section.
8. Click the **Field Name** dropdown, select **Priority Ducalis**, and click **Add**.
Priority rankings now appear on issue cards in both Backlog and Active Sprints.
**Backlog view:**
**Active Sprints view:**
**Issue card detail:**
## Related articles
- [Back Sync to Jira Cloud overview](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
- [Back Sync to Jira Cloud – Step 1: Create custom fields](/docs/integrations/jira-cloud/2-way-sync-part-1-jira-custom-fields-creation/)
## Existing fields
*Map existing Jira Cloud fields to sync priority rankings without creating new custom fields.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/
If you already have many custom fields in Jira Cloud, you can map existing fields to Ducalis instead of creating new ones.
:::info Alternative approach
This is an alternative to the [2-way sync custom fields setup](/docs/integrations/jira-cloud/2-way-sync-with-jira/). Use this method if you prefer to reuse existing fields rather than create new ones.
:::
**Two ways to use existing fields:**
- Rename an existing Jira Cloud field to match the Ducalis field name
- Map the Ducalis field to an existing Jira Cloud field with a different name
This guide shows how to rename an existing Jira Cloud field to match Ducalis field names.
## Access custom field settings
1. Click the **Settings** cogwheel.
2. Select **Issues** from the dropdown menu.
3. Select **Custom Fields** from the side menu.
4. Find the custom field you want to use for Sync Back.
## Rename the custom field
5. Click the **ellipses (⋯)** on the far right, then select **Edit details**.
6. Go to Ducalis and copy the exact name of the field you want to sync.
7. Paste the field name into the **Name** field in Jira Cloud. Fill in any other required details, then click **Update**.
The field now appears with the updated name:
## Activate Sync Back
8. Return to Ducalis and click **Refresh** to detect the renamed field.
9. Toggle the switch to activate Sync Back.
## What's next
Learn more about 2-way sync setup in the [2-way sync overview](/docs/integrations/jira-cloud/2-way-sync-with-jira/).
## Push issues
*Send issues you create in Ducalis to Jira Cloud. Push issues from your prioritization board or convert Ideas from your voting board.*
URL: https://help.ducalis.io/docs/integrations/jira-cloud/push-to-jira/
When you integrate Ducalis with Jira Cloud, you can send issues and ideas you create in Ducalis to Jira Cloud. This helps you maintain workflow continuity between both systems.
## Prerequisites
Your Board must be connected to Jira Cloud.
In your Board, issues created in Ducalis display a Ducalis icon. Issues imported from or linked to Jira Cloud display a Jira icon.
## Push issues from backlog
1. Select the issue you want to send to Jira Cloud and open its card.
2. In the card, click the ellipsis button in the top right corner, then choose **Push to Jira** from the dropdown menu.
3. Fill in the required fields and edit any fields that need updating.
4. Click **Create issue** to send your issue to Jira Cloud.
:::tip
Ensure you fill in fields that match the filters you applied when you imported issues from Jira Cloud. This ensures the issues you create appear on the Ducalis Board.
:::
## Push Ideas from voting board
The [Voting Board](https://hi.ducalis.io/docs/collect-feedback-from-customers/voting-board/) lets you convert customer feedback into issues that you can add to your internal Board, prioritize, and start working on.
1. Go to the **Voting Board** page and choose the Idea you want to add to your Jira Cloud backlog.
2. On the Idea's card, click **+New**, then select **In Jira (Linked with Ducalis)** from the dropdown menu.
3. Fill in the required fields and edit any fields that need updating.
4. Click **Create Issue** to send the Idea to Jira Cloud.
:::tip
Ensure you fill in fields that match the filters you applied when you imported issues from Jira Cloud. This ensures the issues you create appear on the Ducalis Board.
:::
## Jira Server
*Prioritize Jira Server issues and sync rankings back to your self-hosted instance with Ducalis.*
URL: https://help.ducalis.io/docs/integrations/jira-server/
Prioritize your Jira Server backlog and sync rankings back automatically.
### Connect your instance
- [**OAuth authentication**](/docs/integrations/jira-server/oauth-authentication-for-jira-server/) — Connect securely without sharing passwords
- [**Personal Access Tokens**](/docs/integrations/jira-server/integrate-with-personal-access-tokens-for-enterprise-only/) — Authenticate with PATs for Enterprise accounts
### Import and filter
- [**Import issues**](/docs/integrations/jira-server/issues-import/) — Bring in issues using visual filters or saved Jira filters
- [**JQL filters**](/docs/integrations/jira-server/using-jql-filters-when-importing-issues-from-jira-server/) — Import with advanced JQL queries for precise control
### Sync rankings back
- [**Sync Back**](/docs/integrations/jira-server/two-way-sync-with-jira-server/) — Auto-update custom fields with priority rankings and scores
- [**Sync Back with existing fields**](/docs/integrations/jira-server/back-sync-to-jira-server-using-existing-fields/) — Map to fields you already have
- [**Sort by priority ranking**](/docs/integrations/jira-server/sorting-issues-in-jira-server-by-order-of-priority-ranking/) — Display synced rankings in Jira boards
### Push issues
- [**Push issues**](/docs/integrations/jira-server/push-to-jira-server/) — Create Jira issues from prioritized work
## OAuth authentication
*Connect Jira Server to prioritize issues using secure OAuth authentication.*
URL: https://help.ducalis.io/docs/integrations/jira-server/oauth-authentication-for-jira-server/
OAuth authentication lets you securely connect Jira Server to Ducalis for seamless integration. Use this method to import issues, sync priorities, and create issues without sharing passwords.
After connecting, you can:
- [Import issues from Jira Server](/docs/integrations/jira-server/issues-import/)
- [Sync priorities back to Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/)
- [Push issues to Jira Server](/docs/integrations/jira-server/push-to-jira-server/)
:::info Prerequisites
You need **Jira Server administrator access** to create application links.
:::
## Connect Jira Server
1. In your Board, click **Connect** in the bottom-left corner to open **Sync** settings.
2. Click **Connect Issue Tracker**.
3. Under **Source**, select **Jira Server**.
4. Click **Connect Jira Server**.
Before proceeding, create an [Application link](https://confluence.atlassian.com/adminjiraserver/link-to-other-applications-938846918.html) in Jira Server. This links the two systems and allows Ducalis to access your Jira data securely.
You'll set this up once—future logins are automatic.
## API endpoints used
Ducalis accesses these Jira Server REST API endpoints:
- status
- serverInfo
- user/search
- user
- project
- field
- webhook/\*
- rest/webhooks/1.0/
- issue/createmeta
- search
- issue/\*
- mypermissions
- issuetype/project
- project/\*
- issuetype
- filter/favourite
- filter/search
## Create application link
### Access Application Links
1. In Jira Server, click the **⚙️ cogwheel** in the top right corner.
2. Select **Applications** from the dropdown.
3. Click **Application links** in the sidebar.
### Configure the link
1. Enter the Ducalis URL: `https://ducalis.io/`
2. Click **Create New link**.
3. In the Configure Application URL dialog, click **Continue** (ignore the warning message—the link is valid).
### Fill in application details {#fill-in-the-form}
1. Enter **Application name**: **Ducalis** (recommended).
2. Select **Application Type**: **Generic Application**.
3. Check **Create incoming link**.
4. Click **Continue**.
5. Copy the **Consumer Key** and **Public Key** from the Ducalis tab and paste them into the corresponding fields.
6. Enter any **Consumer Name** (your company or project name).
7. Click **Continue**.
The application link is now created.
### Copy Base URL
Before leaving Jira Server, copy the **Base URL** from your Jira account settings. You'll paste this into Ducalis.
## Complete the connection
1. Return to Ducalis and paste the **Base URL**.
2. Click **Connect**.
3. Click **Allow** to grant Ducalis permission to read your Jira data.
Your integration is ready. Choose an instance to [import issues](/docs/integrations/jira-server/issues-import/).
## Jira Server 9+ interface
In Jira Server version 9 and later, the interface differs slightly:
1. In **Application Links**, click **Create Link**.
2. Select **Atlassian Product** and enter `https://ducalis.io/` as the **Application URL**.
Continue with the [application details form](#fill-in-the-form).
## Remove integration
To disconnect Jira Server from Ducalis, see [Removing a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/).
## What's next
After connecting, [import issues from Jira Server](/docs/integrations/jira-server/issues-import/) to start prioritizing.
## Related articles
- [Issues import](/docs/integrations/jira-server/issues-import/)
- [2-way sync](/docs/integrations/jira-server/two-way-sync-with-jira-server/)
- [Push to Jira Server](/docs/integrations/jira-server/push-to-jira-server/)
- [Personal Access Tokens](/docs/integrations/jira-server/integrate-with-personal-access-tokens-for-enterprise-only/)
## Personal Access Tokens
*Authenticate Jira Server connections using personal access tokens (PATs). Create secure tokens, set expiration dates, and connect safely without passwords.*
URL: https://help.ducalis.io/docs/integrations/jira-server/integrate-with-personal-access-tokens-for-enterprise-only/
Personal access tokens (PATs) provide a secure authentication method for connecting Jira Server to Ducalis. PATs are safer than using username and password credentials because you can control their expiration and revoke them independently.
:::info Enterprise feature
This authentication method is available on Enterprise plans only. Contact us for Enterprise plan inquiries.
:::
## Create personal access tokens
1. In your Jira account, select your profile picture at the top right, then choose **Profile**.
2. Select **Personal Access Tokens** in the left-hand menu.
3. Click **Create token**.
4. Enter a name for your token.
5. (Optional) Set an expiration date for security. The token shows an **Expires Soon** status 5 days before expiration. Expired tokens can't be reactivated—you must create a new token.
6. Click **Create**.
7. Copy the token and store it securely. You won't be able to view it again.
## Connect Jira Server with personal access tokens
1. In your board, click **Connect** in the bottom left corner to access sync settings.
2. Under Sync settings, click **Connect Issue Tracker**.
3. Under Source, select **Jira Server**.
4. Enter your Jira Server Base URL and personal access token.
5. Copy the Base URL from your Jira account and paste it into the Base URL field in Ducalis.
6. Paste the [personal access token you created](#create-personal-access-tokens) into the Token field and click **Connect**.
Your Jira Server is now connected to Ducalis using secure token authentication.
## Related articles
- [OAuth authentication](/docs/integrations/jira-server/oauth-authentication-for-jira-server)
- [Import issues from Jira Server](/docs/integrations/jira-server/issues-import)
## Import issues
*Import issues from Jira Server using Product filters, Jira filters, or JQL queries to prioritize in Ducalis.*
URL: https://help.ducalis.io/docs/integrations/jira-server/issues-import/
After [connecting Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server), import issues for prioritization in Ducalis.
Choose one of three filter types to select which issues to import:
- [Ducalis filters](#using-filters) - Use the visual filter builder
- [Jira filters](#using-jira-filters) - Use saved Jira filters
- [JQL filters](#using-jql-filters) - Write custom JQL queries
## Using Ducalis Filters {#using-filters}
Ducalis filters provide a visual interface to select issues by project, status, assignee, and other parameters.
### Import with Ducalis filters
1. Choose the Jira Server instance you want to import from (or [connect a new one](/docs/integrations/jira-server/oauth-authentication-for-jira-server)).
2. Click **Import from [instance]**.
3. Select **Ducalis filters**.
4. Configure the filter parameters.
- Select all required parameters
- Add optional parameters to narrow your search
- View the real-time preview to verify which issues match
5. If parameters don't appear after recent Jira changes, click **Refresh** to update the data.
6. Click **Start Import**.
Your Board now shows the imported issues from Jira Server.
### Edit Ducalis filters
Edit import filters to add more issues or remove issues from your Board without disconnecting the integration.
1. Click **Sync** to access sync settings.
2. Under **Sync**, click **Edit Sync-In Conditions**.
3. Modify the filter parameters, then click **Save**.
## Using Jira Filters {#using-jira-filters}
Jira filters let you import issues using saved filters from your Jira Server account.
### Import with Jira filters
1. Choose the Jira Server instance you want to import from (or [connect a new one](/docs/integrations/jira-server/oauth-authentication-for-jira-server)).
2. Click **Import from [instance]**.
3. Select **Saved filters**.
4. Select the filter containing the issues you want to import.
5. Review the real-time preview to verify the issues.
6. If the filter doesn't appear after recent Jira changes, click **Refresh** to update the filter list.
7. Click **Start Import**.
Your Board now shows the imported issues from Jira Server.
### Troubleshoot missing filters
If a saved Jira filter doesn't appear in the filter list, check the filter's access permissions in Jira Server.
#### Change filter permissions
1. In Jira Server, click **Issues** from the top panel.
2. Hover over **Filters** and select the filter you want to use.
3. Click **Details** next to the filter's name.
4. Click **Edit permissions**.
5. Under **Add Viewers**, select **Any logged-in user** from the dropdown.
6. Click **+Add**.
7. Click **Save**.
#### Refresh filter list
1. Return to Ducalis and click **Refresh**.
2. Search for the filter name—it should now appear.
3. Import your issues.
If you still can't find the filter, contact support using the chat in the bottom right.
### Edit Jira filters
Edit Jira filters to add more issues or remove issues from your Board without disconnecting the integration.
1. Click **Sync** to access sync settings.
2. Under **Sync**, click **Edit Sync-In Conditions**.
3. Click **Open filter in Jira** to modify the filter in Jira Server.
4. Edit the filter in Jira Server, then click **Save**.
## Using JQL Filters {#using-jql-filters}
JQL (Jira Query Language) filters let you write custom queries to find specific issues regardless of how they're structured in Jira.
### Import with JQL filters
1. Choose the Jira Server instance you want to import from (or [connect a new one](/docs/integrations/jira-server/oauth-authentication-for-jira-server)).
2. Click **Import from [instance]**.
3. Select **JQL filters**.
4. Copy your JQL query from Jira Server.
5. Paste the query into Ducalis, then click **Get Preview** to verify the issues.
6. Review the preview to confirm the correct issues are selected.
7. Click **Start import**.
### Edit JQL filters
Edit JQL queries to change which issues sync to your Board.
1. Click **Sync** to access sync settings.
2. Click **Edit Sync-In Conditions**.
3. Modify your JQL query and click **Save**.
## Related articles
- [Connect Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server)
- [JQL filters deep-dive](/docs/integrations/jira-server/using-jql-filters-when-importing-issues-from-jira-server)
- [Set up Sync Back](/docs/integrations/jira-server/two-way-sync-with-jira-server)
## Sync Back
*Automatically sync issue priority rankings, total scores, criterion scores, and score statuses from Ducalis back to Jira Server custom fields.*
URL: https://help.ducalis.io/docs/integrations/jira-server/two-way-sync-with-jira-server/
Sync Back sends your prioritization results to Jira Server automatically. Sync data like total scores, priority rankings, criterion scores, score statuses, and score percentages. This eliminates manual switching between Ducalis and Jira Server when viewing priorities.
```mermaid
flowchart LR
J[Jira Server] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| J
```
:::info Prerequisites
You must [import Issues from Jira Server](/docs/integrations/jira-server/issues-import/) before setting up Sync Back.
:::
This guide covers four steps to set up Sync Back:
1. [Choose fields to sync](#step-1-choose-fields-to-sync)
2. [Create custom fields in Jira Server](#step-2-create-custom-fields-in-jira-server)
3. [Add custom fields to the Jira board](#step-3-add-custom-fields-to-the-jira-board)
4. [Activate Sync Back](#step-4-activate-sync-back)
## Step 1: Choose fields to sync
Select which Ducalis fields to sync to Jira Server.
1. Click **Sync** to access Backlog Management settings.
2. Scroll down to **Sync Back Fields**.
Two default fields appear: **Priority \{emoji\} Ducalis** and **Alignment \{emoji\} Ducalis**.
3. (Optional) Delete default fields if you don't need them.
4. Click **Add Fields** to add more fields.
After selecting fields to sync, continue to Step 2 to create corresponding custom fields in Jira Server.
## Step 2: Create custom fields in Jira Server
Create Jira Server custom fields to receive data from Ducalis. You have two options:
- **Map to existing fields** – Use custom fields you already have in Jira Server
- **Create new fields** – Create new custom fields specifically for Ducalis data
### Map to existing fields
If you have existing custom fields in Jira Server, map Ducalis fields to them without creating new fields.
1. Go to Backlog Management settings.
2. Scroll down to **Sync Back Fields**.
3. (Optional) Keep the default Ducalis fields or delete them.
4. (Optional) Add another Ducalis field if the one you want to sync isn't listed.
5. Next to **Tracker Field**, click the dropdown and select the Jira Server field to map.
6. Click **Save**.
Each Sync Back will send data from the Ducalis field to the mapped Jira Server field.
### Create new fields
Create new custom fields in Jira Server specifically for Ducalis data.
1. In Jira Server, go to **Jira Administration**.
2. Click **Issues** from the dropdown menu.
3. In the left sidebar, under **Fields**, click **Custom Fields**.
4. Click **Add custom field**.
5. Select the field type that matches the Ducalis field type:
- **Ducalis field type 'String'** → Select **Text field (single line)** (in Standard section)
- **Ducalis field type 'Number'** → Select **Number field**
6. Click **Next**.
7. Configure the field name:
1. In Ducalis, copy the custom field name.
2. In Jira Server, paste the name and click **Create**.
8. Select the screens where this field will display:
- Screens with the project key(s) you selected in Ducalis import filters
- Default screens: **Default Screen**, **Resolve Issue Screen**, **Workflow Screen**
9. Click **Update**.
10. Repeat steps 1-9 for each Ducalis field you want to sync.
The Ducalis custom fields now appear inside Jira Server issue cards.
## Step 3: Add custom fields to the Jira board
:::warning Company-managed projects only
This step applies only to company-managed projects. Skip this step if you use team-managed projects.
:::
Add Ducalis custom fields to your Jira board so they appear in the backlog view and active sprint view. This also lets you [sort issues by priority ranking](/docs/integrations/jira-server/sorting-issues-in-jira-server-by-order-of-priority-ranking/).
## Step 4: Activate Sync Back
After creating custom fields in Jira Server and adding them to the board, activate Sync Back.
1. Click **Refresh** after completing steps 1-3.
2. Toggle **Activate Sync Back** to on.
## Sync Back schedule
Choose when to sync priority rankings to Jira Server. Two schedule options:
- **By sprint end date** – Syncs automatically when the sprint ends
- **By custom period** – Syncs at a specific day and time you set
To sync immediately, click **Manual Sync with Jira**.
:::warning
After activating Sync Back, you can't add more fields. To add fields, deactivate sync first, add the fields, then reactivate sync.
:::
## Copy Sync Back schedule settings
Copy Sync Back schedule settings to other boards in bulk.
1. Click **Copy sync schedule settings**.
2. Select the boards to copy settings to.
3. Click **Copy Settings**.
## What's next
After setting up Sync Back, you can sort issues in your Jira Server backlog by priority ranking from Ducalis.
Learn how to [sort issues by priority ranking](/docs/integrations/jira-server/sorting-issues-in-jira-server-by-order-of-priority-ranking/).
## Sync Back with existing fields
*Use existing custom fields in Jira Server for Sync Back instead of creating new ones. Map your tracker's fields to priority data and automate synchronization.*
URL: https://help.ducalis.io/docs/integrations/jira-server/back-sync-to-jira-server-using-existing-fields/
If you already have custom fields in Jira Server, you don't need to create new ones for Sync Back. Instead, map existing fields to Ducalis fields by renaming them or configuring the mapping.
This approach helps you:
- Avoid cluttering your tracker with duplicate fields
- Maintain consistency with existing workflows
- Reduce setup time
## How Sync Back works
```mermaid
flowchart LR
J[Jira Server] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| J
```
Ducalis sends priority scores and criteria values back to your custom fields in Jira Server on a schedule.
## Access custom fields settings
1. Click the **cogwheel** in the top-right corner.
2. Select **Issues** from the dropdown.
3. In the left sidebar, navigate to **Fields** and select **Custom fields**.
4. Search for the custom field you want to map to Ducalis.
## Edit the custom field name
1. Click the **ellipsis** (three dots) on the right side of the field.
2. Select **Edit** from the dropdown.
3. In Ducalis, copy the name of the field you want to sync data from.
4. Paste the name into the **Name** field in Jira Server.
5. Add a description (optional).
6. Click **Update** to save your changes.
The field now matches the Ducalis field name and will receive synced data.
## Activate Sync Back
1. Click **Refresh** in the Sync Back settings.
2. Toggle the switch to **On** to activate synchronization.
## Schedule synchronization
Choose when Ducalis syncs priority rankings back to Jira Server. For example, schedule sync 1–2 days before your sprint planning meeting.
1. Select the **day and time** for synchronization.
2. Change the **timezone** if needed.
Priority data will sync to Jira Server automatically on your chosen schedule.
## Related articles
- [Sync Back overview](/docs/integrations/jira-server/two-way-sync-with-jira-server)
- [Sort by priority ranking](/docs/integrations/jira-server/sorting-issues-in-jira-server-by-order-of-priority-ranking)
## Sort by priority ranking
*Learn how to sort Jira Server issues by priority ranking using custom fields synced from your prioritization process to organize boards effectively.*
URL: https://help.ducalis.io/docs/integrations/jira-server/sorting-issues-in-jira-server-by-order-of-priority-ranking/
After creating custom fields and syncing your Issues' priority rankings to Jira Server, you can create a Kanban or Scrum board with these Issues and sort them by priority ranking.
:::info Prerequisites
Complete [Sync Back](/docs/integrations/jira-server/two-way-sync-with-jira-server) first to sync priority rankings to Jira Server custom fields.
:::
Before sorting Issues by priority ranking, add the Ducalis custom fields to your board cards. These custom fields appear on:
- Kanban board (if you created a Kanban board)
- Backlog view and Active view (if you created a Scrum board)
## Add custom fields to cards
### Scrum board
1. Click **Board** to access board settings.
2. Select **Configure** from the dropdown menu.
3. Under **Configuration**, click **Card layout**.
4. For the **Backlog** view, select **Priority Ducalis** as the **Field Name** from the dropdown.
5. Click **Add**.
6. For the **Active sprints** view, select **Priority Ducalis** as the **Field Name** from the dropdown.
7. Click **Add**.
### Kanban board
1. Click **Board** to access board settings.
2. Select **Configure** from the dropdown menu.
3. Under **Configuration**, click **Card layout**.
4. Under **Kanban board**, select **Priority Ducalis** as the **Field Name** from the dropdown.
5. Click **Add**.
Priority ranking appears on your Kanban board cards:
## Sort Issues by priority ranking
These steps apply to both Scrum and Kanban boards.
1. Click **Board** to access settings.
2. Select **Configure** from the dropdown menu.
3. Under **General**, click **Edit Filter Query**.
4. Click **Advanced** to access advanced search using JQL.
5. In the query after ORDER BY, type **priority** and choose the **Priority \{your emoji\} Ducalis** custom field from the dropdown menu.
6. After a space, type **ASC** or choose **ASC** from the dropdown to sort priority ranking in ascending order.
7. Click **Search**.
8. Click **Save**.
Your Issues are now sorted by priority ranking:
:::tip
You can also use other data from Ducalis like total scores and criterion scores to sort your Issue cards.
:::
## Related articles
- [Sync Back](/docs/integrations/jira-server/two-way-sync-with-jira-server)
- [Sync Back with existing fields](/docs/integrations/jira-server/back-sync-to-jira-server-using-existing-fields)
- [Import issues](/docs/integrations/jira-server/issues-import)
## Push issues
*Push issues from your board and ideas from your voting board to Jira Server. Create issues in Jira without leaving Ducalis.*
URL: https://help.ducalis.io/docs/integrations/jira-server/push-to-jira-server/
Push issues from your board and ideas from your voting board directly to Jira Server. This lets you create issues in Jira without switching between Ducalis and Jira during prioritization.
:::info Prerequisites
Your board must be [connected to Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server/).
:::
## Understanding issue icons
On your board:
- Issues [created in Ducalis](/docs/prioritization/issues/creating-issues/) have a **Ducalis icon**.
- Issues imported from or linked to Jira have a **Jira icon**.
## Push issues from backlog
1. Select the Ducalis issue you want to send to Jira and open its card.
2. Click the ellipsis button in the top right corner of the card, then select **Push to Jira**.
3. Fill in the required fields and edit as needed.
4. Click **Create an issue**.
:::warning
The issue parameters must match your board's import filters. If they don't match, the issue will be sent to Jira but won't appear in your board.
:::
## Push ideas from a voting board
Convert customer feedback from your [voting board](/docs/feedback-voting/voting-boards/voting-board/) into Jira issues.
1. Go to the **Voting Board** page and select the idea you want to add to Jira.
2. On the idea's card, click **+New**, then select **In Jira (Linked with Ducalis)**.
3. Fill in the required fields and edit as needed.
4. Click **Create Issue**.
:::warning
The issue parameters must match your board's import filters. If they don't match, the issue will be sent to Jira but won't appear in your board.
:::
## Related articles
- [OAuth authentication for Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server/)
- [Import issues from Jira Server](/docs/integrations/jira-cloud/issues-import/)
- [Creating issues in Ducalis](/docs/prioritization/issues/creating-issues/)
## JQL filters
*Use JQL filters to import specific Issues from Jira Server based on advanced query criteria.*
URL: https://help.ducalis.io/docs/integrations/jira-server/using-jql-filters-when-importing-issues-from-jira-server/
JQL (Jira Query Language) filters let you import specific Issues from Jira Server based on advanced query criteria. Use JQL to find exactly the Issues you want to prioritize, regardless of how they're structured in Jira.
After [connecting Ducalis to Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server/), you can import Issues using three filter types:
1. [Ducalis filters](/docs/integrations/jira-server/issues-import/) - Basic field-based filters
2. [Jira filters](/docs/integrations/jira-server/issues-import/#using-jira-filters) - Saved Jira filters
3. JQL filters - Advanced query language (this guide)
JQL filters offer the most flexibility for complex searches. For example, you can combine multiple conditions, use custom fields, or search across projects with precise criteria that aren't available in basic filters.
```mermaid
flowchart LR
J[Jira Server] -->|Import via JQL| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| J
```
## Import Issues with JQL
1. Select the Jira Server instance you want to import from.
- Choose an existing connection, OR
- Click **Connect new instance** and follow the [OAuth authentication guide](/docs/integrations/jira-server/oauth-authentication-for-jira-server/)
2. Click **Import from [instance]** to start the import process.
3. On the Import step, select the **JQL filters** option.
4. Copy your JQL query from Jira Server.
5. Paste the query into Ducalis, then click **Get Preview** to see matching Issues.
6. Review the preview to verify the correct Issues are selected.
7. Click **Start import** to begin importing the Issues.
The import runs in the background. You'll receive a notification when it completes.
## Edit the JQL filter
You can modify the JQL filter after importing to change which Issues sync from Jira Server.
1. Click the Sync settings icon on your Board.
2. Under Sync settings, click **Edit Sync-In Conditions**.
3. Update your JQL query, then click **Save** to apply changes.
The new filter takes effect on the next sync cycle.
## What's next
After importing Issues from Jira Server, enable Sync Back to send prioritization results back to Jira custom fields.
Learn how to [set up Sync Back with Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/).
## Related articles
- [Import Issues from Jira Server](/docs/integrations/jira-server/issues-import/)
- [OAuth authentication for Jira Server](/docs/integrations/jira-server/oauth-authentication-for-jira-server/)
- [Set up Sync Back with Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/)
## Asana
*Prioritize Asana tasks and sync priority rankings back to custom fields automatically with Ducalis.*
URL: https://help.ducalis.io/docs/integrations/asana/
Prioritize your Asana backlog and sync priority rankings back automatically.
- [**Connect**](/docs/integrations/asana/integrating-asana/) — Import tasks and projects to start prioritizing in minutes
- [**Sync Back**](/docs/integrations/asana/two-way-sync-with-asana/) — Auto-update custom fields with priority rankings and team alignment scores
- [**Push Issues**](/docs/integrations/asana/push-to-asana/) — Create Asana tasks from prioritized Issues or convert Voting Board Ideas
- [**Prioritization frameworks**](/docs/integrations/asana/priority-rice-ice-wsjf-framework/) — Add RICE, ICE, WSJF, or custom scoring to Asana in 2 minutes
## Connect
*Learn how to connect Asana to import tasks and projects for prioritization. Set up real-time sync and manage import filters.*
URL: https://help.ducalis.io/docs/integrations/asana/integrating-asana/
Connect Asana to Ducalis to import issues for prioritization. This integration syncs all your tasks and projects in real time.
```mermaid
flowchart LR
A[Asana] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
```
## Connect Asana
1. Open your Board and click **Connect** in the bottom left corner.
2. Navigate to **Sync** > **Connect Issue Tracker**.
Alternatively, go to **Organization Settings** > **All Integrations**.
3. Under **Source**, select **Asana** from the list of task trackers.
4. Click **Connect Asana**.
5. Authorize Ducalis to access your Asana account.
## Import issues
1. Select the **Instance** you want to import from, or click **Add a new instance**, then click **Connect [Instance]**.
2. Apply filters to choose which issues to import.
3. Toggle **Include subtasks** if needed.
4. Click **Start Import**.
After import completes, your Board displays Asana issues. Subtasks appear with a subtask icon.
Subtask cards include a link to the parent task in Asana.
Parent task cards display all subtasks and their priority rankings.
## Edit import filters
Edit import filters to add more issues or remove issues without disconnecting the integration.
1. Go to **Sync** settings.
2. Scroll to **Sync** and click **Edit Sync-In Conditions**.
3. Add or remove filters to adjust which issues are imported.
4. Click **Save**.
## FAQs
### Is it possible to push the evaluation results out to Asana?
Yes. You need to go Sync section and turn on the [Sync Back Fields](/docs/integrations/asana/two-way-sync-with-asana/).
## Related articles
- [Remove a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/)
## Sync Back
*Send priority rankings and team alignment scores from Ducalis to Asana custom fields automatically on a schedule you control.*
URL: https://help.ducalis.io/docs/integrations/asana/two-way-sync-with-asana/
Sync Back sends your team's prioritization results from Ducalis to Asana custom fields. Your teammates in Asana can see which tasks matter most and the order you plan to tackle them.
```mermaid
flowchart LR
A[Asana] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| A
```
## Prerequisites
:::warning
Limited Access Members in Asana can't activate sync.
To change a user's access level, go to **Asana Admin** → **Members**.
:::
## Activate Sync Back
1. Click the **Asana ↔ Ducalis** connection icon in the bottom right corner.
2. Select **Sync** from the menu.
3. Scroll down to **Sync Back Fields**.
### Choose fields to sync
Before activating sync, select which Ducalis fields to sync to Asana.
1. Review the default fields: **Priority \{emoji\} Ducalis** and **Alignment \{emoji\} Ducalis**.
2. To add more fields, click **Add Sync Back field** and select from the list.
3. Added fields appear below the default fields.
4. To remove a field, click the delete icon next to it.
### Turn on sync
1. After selecting your fields, click **Refresh**.
2. Toggle **Activate Sync Back** on.
:::info
After activating sync, you can't add more fields. To add fields, turn sync off, add the field, then turn sync on again.
:::
3. Ducalis automatically creates custom fields in your Asana project.
### Customize field names
The emoji in custom field names is your Ducalis Board ID. You can change it in Board settings.
:::tip
After changing the Board emoji, turn sync off and on again to apply the change to Asana field names.
:::
## Schedule automatic sync
Choose when to sync priority rankings to Asana.
1. Under **Sync Back Schedule**, select:
- **By sprint end date** - Syncs before your sprint ends
- **By custom period** - Syncs at a specific day and time
2. For immediate sync, click **Manual Sync-Back**.
:::warning
Turning sync off deletes Ducalis custom fields from your Asana library.
:::
## Copy settings to other boards
Apply the same sync schedule to multiple boards at once.
1. Click **Copy sync schedule settings**.
2. Select the boards to apply these settings to.
3. Click **Copy Settings** to confirm.
## Related articles
- [Alignment](/docs/prioritization/results/alignment/) - Understand how team consensus is calculated
- [Connect Asana](/docs/integrations/asana/integrating-asana/) - Set up the initial Asana integration
## Push Issues
*Send Issues created in Ducalis to Asana projects. Push prioritized tasks and convert Voting Board Ideas into Asana tasks instantly.*
URL: https://help.ducalis.io/docs/integrations/asana/push-to-asana/
Push Issues you create in Ducalis directly to your Asana projects. This lets you quickly add prioritized tasks to your Asana backlog without switching between platforms.
```mermaid
flowchart LR
P[Ducalis] -->|Push Issues| A[Asana]
V[Voting Board Ideas] -->|Convert & Push| A
```
## Push from backlog
Send Issues from your Board to Asana in a few clicks.
1. Open the Board connected to Asana.
2. Identify the Issue you want to push:
- Imported Issues show the Asana icon
- Issues created in Ducalis show the Ducalis icon
3. Click the Issue to open its card.
4. Click the ellipsis menu (⋯) in the top right corner.
5. Select **Push to Asana**.
6. Configure the Issue details:
- **Project**: Choose from projects configured during integration
- **Name**: Edit the Issue title if needed
- **Description**: Edit the description if needed
- **Assignees**: Choose from your Asana team members
7. Click **Create issue**.
The Issue now exists in both Ducalis and Asana with synchronized updates.
## Push from Voting Board
Convert customer feedback from your Voting Board directly into Asana tasks.
1. Navigate to the **Voting Board**.
2. Under **All**, select the Idea you want to convert.
Ideas not yet added to your internal backlog display a warning icon.
3. In the Idea card, click the option in the top right corner.
4. Choose **Add as new issue**.
5. From the dropdown, select **In Asana (linked with Ducalis)**.
6. Configure the Issue details:
- **Project**: Choose from projects configured during integration
- **Name**: Edit the Idea title if needed
- **Description**: Edit the description if needed
- **Assignees**: Choose from your Asana team members
7. Click **Create issue**.
The Issue is created in both Ducalis and Asana, maintaining the link between customer feedback and your backlog.
## Related articles
- [Connect Asana](/docs/integrations/asana/integrating-asana)
- [Import from Asana](/docs/integrations/asana/integrating-asana)
## Add Prioritization frameworks
*Add RICE, ICE, WSJF, or custom prioritization frameworks to Asana. Works with free or paid plans. Full setup takes 2 minutes.*
URL: https://help.ducalis.io/docs/integrations/asana/priority-rice-ice-wsjf-framework/
This guide shows you how to add RICE, ICE, WSJF, or any custom prioritization scoring system to Asana. Works with free or paid Asana accounts and takes about 2 minutes for the full integration.
[Setting up prioritization frameworks in Asana](https://www.youtube.com/watch?v=WuCZO08VOeU)
```mermaid
flowchart LR
A[Asana] -->|Import Tasks| B[Ducalis]
B -->|Evaluate & Score| B
B -->|Sync Back Priority| A
```
## Problems with Asana priority
Asana is an excellent tool for project management—it's fast, good-looking, and has a robust feature set. However, creating a prioritization scoring system is nearly impossible without external tools.
Asana's support forum is overwhelmed with requests about prioritization.
Asana limits you to manually changing task priority with only three built-in options.
:::info
This manual prioritization approach offers only three options with no context on "why" tasks are prioritized. You can't sort your backlog by calculated priority scores.
:::
### No calculated custom fields
Every prioritization framework balances values against effort. Building straightforward prioritization scoring requires evaluating and calculating fields. Unfortunately, Asana doesn't support calculated fields—the core requirement for prioritization workflows. That's why Asana users have invented numerous workarounds.
Asana partners like [Bastien Siebman](https://minimalist-work.com/) offer additional tools to work around this limitation with external calculating scripts.
### No workflow rule automation
Asana doesn't provide calculation options in rules or automation. (For comparison, see our [WSJF for Jira tutorial](/guides/tutorials/jira-tutorial-wsjf-score-formula-calculation-with-examples) showing how Jira handles this.)
Even if you add custom fields for prioritization, Asana has no built-in feature to calculate the final priority score.
## Set up Asana prioritization with Ducalis
### Step 1: Create a new Board with a prioritization framework
1. Navigate to your Ducalis [account dashboard](https://hi.ducalis.io) or [create an account](https://hi.ducalis.io/signup) for free.
2. Click **New Board**.
3. Select a Board with pre-built prioritization frameworks (RICE, ICE, WSJF, or custom).
### Step 2: Connect your Asana account
1. Click **Connect** to open Sync settings.
2. Click **Connect Issue Tracker**.
3. Select **Asana** from the list of integrations.
4. Choose the workspace containing your backlog (names should match).
5. Configure sync rules from Asana to Ducalis.
**How sync rules work:**
- Any Asana task meeting your rules automatically appears in Ducalis for evaluation (for example, when you create a task in a particular project or move one from another)
- When synced tasks stop meeting the rules, they automatically disappear from Ducalis (for example, when closed or moved to another section)
- Everything works in real time without page refresh
Your backlog is now synced with Asana and ready for evaluation.
### Step 3: Evaluate tasks
1. Go to the **Evaluation** section.
2. Score your tasks against the prioritization criteria.
3. View the **Backlog** section to see tasks sorted by priority score.
### Step 4: Set up priority Sync Back to Asana (paid Asana plans)
:::info Prerequisites
The Sync Back feature requires Asana's custom fields, which are part of paid subscriptions only.
:::
1. Go to **Sync Settings**.
2. Activate **Sync Back**.
This creates two custom fields in your Asana project. You can now sort and filter your Asana tasks by the calculated priority score in any view.
### Step 5: Schedule priority rank updates
Keep your priorities up to date and prevent them from "jumping" every time a teammate evaluates the backlog.
1. Open **Sprint Planning** settings.
2. Set your planning meeting schedule under the **Start** section.
This controls how often priority scores sync from Ducalis to Asana.
### Step 6: Share Asana priorities from Ducalis (free Asana plans)
If you're using a free Asana account, you can't sync priorities back to Asana due to the lack of custom fields. However, you can share Ducalis's Top Priorities report:
1. Invite all teammates to Ducalis. There are [no user limits](https://hi.ducalis.io/pricing) for free accounts.
2. Share the link from the Backlog report.
After evaluating priorities, you can share this link for your team's next planning meeting.
## Related articles
- [Connect Asana](/docs/integrations/asana/integrating-asana)
- [WSJF for Jira](/guides/tutorials/jira-tutorial-wsjf-score-formula-calculation-with-examples)
## ClickUp
*Prioritize ClickUp tasks and sync rankings back to custom fields automatically with Ducalis.*
URL: https://help.ducalis.io/docs/integrations/clickup/
Prioritize your ClickUp tasks without leaving Ducalis.
### Connect and import
- [**Connect**](/docs/integrations/clickup/integrating-clickup/) — Import tasks and start prioritizing in minutes
### Sync rankings back
- [**Sync Back – Part 1**](/docs/integrations/clickup/two-way-sync-with-clickup/) — Create workspace-wide custom fields to receive priority rankings
- [**Part 2: Space-level fields**](/docs/integrations/clickup/two-way-sync-with-clickup-2nd-option-for-custom-fields/) — Create custom fields for individual spaces instead of workspace-wide
- [**Existing fields**](/docs/integrations/clickup/back-sync-to-clickup-using-existing-fields/) — Map to ClickUp fields you already have
### Push issues
- [**Push issues**](/docs/integrations/clickup/push-to-clickup/) — Create ClickUp tasks from prioritized work or customer ideas
## Connect
*Connect ClickUp to sync tasks with your prioritization board. Import issues automatically with filters and enable real-time updates.*
URL: https://help.ducalis.io/docs/integrations/clickup/integrating-clickup/
Connect ClickUp to Ducalis to import tasks for prioritization. Once connected, you can filter which tasks sync automatically and keep your board updated in real time.
```mermaid
flowchart LR
C[ClickUp] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| C
```
## Connect ClickUp
1. Click **Connect** in the bottom left corner to open **Sync** settings.
2. Under **Sync settings**, go to **Sync** and click **Connect Issue Tracker**.
3. Under **Source**, select **ClickUp** from the list of task trackers.
4. Click **Connect ClickUp** in the bottom right corner.
5. Log in to your ClickUp account when redirected for authorization.
6. Select the workspace to import issues from and click **Connect Workspace**.
You're now ready to import issues.
## Import issues
1. Under **Instance**, select the workspace you connected.
To add another workspace, click **Add new instance**.
2. Click **Import from [Workspace]**.
3. Apply filters to choose which issues to import for prioritization.
Review the preview to verify the filtered issues match your expectations.
4. Click **Start Import**.
Imported issues appear on your board with a ClickUp icon. Any new ClickUp tasks matching your filters will automatically sync to your board in real time.
## Edit import filters
Change filters to add or remove issues from your board.
1. Click the sync icon in the bottom left corner.
2. Click **Edit Sync-In Conditions**.
3. Add or remove filters.
4. Click **Save**.
Your board updates to reflect the new filter criteria.
## Remove the integration
See [Removing a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/) for instructions on disconnecting ClickUp.
## What's next
Enable Sync Back to push your prioritization results back to ClickUp. Learn more about [Sync Back with ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/).
## Related articles
- [Sync Back with ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/)
- [Removing a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/)
## Sync Back – Part 1
*Sync priority rankings and scores back to ClickUp custom fields. Create workspace-wide custom fields or map existing ones.*
URL: https://help.ducalis.io/docs/integrations/clickup/two-way-sync-with-clickup/
Sync Back sends your priority rankings and evaluation scores from Ducalis to ClickUp custom fields. This lets you sort tasks in ClickUp by priority ranking and quickly identify your highest-priority work.
```mermaid
flowchart LR
C[ClickUp] -->|Import Issues| P[Ducalis]
P -->|Prioritize & Score| P
P -->|Sync Back Rankings| C
```
:::info Prerequisites
Sync Back requires unlimited custom fields in ClickUp—not available in the Forever Free plan.
:::
## Step 1: Set up fields
Choose how to receive synced data in ClickUp:
1. **[Field Mapping](#1st-option-mapping-fields)** – Map to existing ClickUp fields
2. **[Custom Fields Creation](#2nd-option-creating-custom-fields-in-clickup-for-the-entire-workspace)** – Create new fields for the entire workspace (this article) or for [individual spaces](/docs/integrations/clickup/two-way-sync-with-clickup-2nd-option-for-custom-fields/) (Part 2)
### 1st Option: Mapping Fields
If you already have custom fields in ClickUp, map them to Ducalis fields instead of creating new ones.
1. In Ducalis, open **Sync settings** to access the 2-way sync configuration.
2. Scroll down to **Sync Back fields** and configure mappings.
3. Use the default Ducalis fields or delete them to add your own.
4. Click the dropdown next to **Tracker field** and select the ClickUp field to receive synced data. You can choose workspace-wide or space-specific custom fields.
5. Click **Save**.
Each time Sync Back runs, data from the Ducalis field syncs to the mapped ClickUp field.
### 2nd Option: Creating Custom Fields in ClickUp For the Entire Workspace
Create new custom fields in ClickUp to receive data from Ducalis.
1. In ClickUp, go to **Everything**.
2. Click **Show** in the upper right corner.
3. From the dropdown menu, select **Columns**.
4. Under **New Column**, select the field type that matches the Ducalis field type. For example, choose **Text** to create a text field.
5. Copy the field name from Ducalis **Sync settings**.
6. Paste the name into the ClickUp field creation popup.
7. Click **Add Column**.
8. Click **Add to every task**.
9. Repeat these steps for all remaining fields.
## Step 2: Make custom fields visible
Custom fields aren't visible in the list view by default—add them manually.
:::tip
If you're using field mapping, verify the mapped fields are visible in the list.
:::
1. Click **Show** in the upper right corner, then select **Columns** from the dropdown.
2. Under **Show/Hide**, scroll to the Ducalis custom fields and click each field name to add it to the list view.
3. The Ducalis custom fields now appear in the list view.
4. In Ducalis, click **Refresh** to detect the new fields.
After your fields are ready, activate Sync Back.
:::tip Alternative
Instead of creating new fields, edit existing ClickUp fields and rename them to match Ducalis field names. [Learn more about using existing fields](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/).
:::
## Step 3: Activate Sync Back
1. After refreshing, switch on the **Activate** toggle to enable Sync Back.
:::warning
After you activate Sync Back, you can't add more fields. To add fields, deactivate Sync Back first, add your fields, then reactivate.
:::
## Step 4: Configure sync schedule
Choose when to sync priority rankings to ClickUp—for example, a day or few days before your sprint planning meeting.
Two schedule options:
- **By sprint end date** – Syncs on your planning day
- **By custom period** – Syncs on a custom schedule
By default, sync runs automatically on your planning day. [Learn more about planning day settings](/docs/sprint-planning/sprint-settings/).
To sync immediately, click **Manual Sync with ClickUp**.
## View synced data in ClickUp
Synced data appears in the **Everything** view, where you can sort tasks by priority rankings, total scores, or criterion scores.
Data also appears inside every task card across your workspace.
## Add custom fields to different views
First, select the space or list where you want to display the fields.
### List view
1. Click the **Plus** icon in the upper right corner.
2. Under **Show/Hide**, scroll down or search for the Ducalis custom field (for example, **Priority Ducalis**).
3. Click the field name to add it.
4. Click the **Sort** icon next to the field name to sort tasks by priority (or other synced data).
### Board view
1. Click **Show** in the upper right corner.
2. Click **Custom Fields**.
3. Click the Ducalis custom field you want to display (for example, **Priority Ducalis**).
4. The priority rank now appears on each task card.
### Calendar view
1. Click **Show** in the upper right corner.
2. Scroll to the bottom of the dropdown and click **Custom fields**.
3. Select the Ducalis custom field you want to add (for example, **Priority Ducalis**). The priority rank appears on each task card.
4. Click **Save** if **Auto Save** is disabled.
### Table view
1. Click **Columns**.
2. Scroll down and enable the toggle for the Ducalis custom field you want to add (for example, **Priority Ducalis**).
3. Click the **Sort** icon next to the field name to sort tasks by priority.
## What's next
Continue to [Part 2: Add custom fields to individual spaces](/docs/integrations/clickup/two-way-sync-with-clickup-2nd-option-for-custom-fields/) to learn how to create space-specific custom fields instead of workspace-wide fields.
## Related articles
- [Connect ClickUp](/docs/integrations/clickup/integrating-clickup/)
- [Use existing fields for Sync Back](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/)
- [Sprint planning in Ducalis](/docs/sprint-planning/sprint-settings/)
## Space-level fields – Part 2
*Create custom fields in individual ClickUp spaces to sync priority data at the workspace level instead of across your entire account.*
URL: https://help.ducalis.io/docs/integrations/clickup/two-way-sync-with-clickup-2nd-option-for-custom-fields/
Add custom fields to individual ClickUp spaces to sync Ducalis data at the space level. This approach keeps synced data isolated to specific workspaces instead of sharing it across your entire ClickUp account.
```mermaid
flowchart LR
C[ClickUp Space] -->|Import Tasks| D[Ducalis]
D -->|Prioritize| D
D -->|Sync Back| C
```
:::info Prerequisites
Complete [Part 1: Workspace-level fields](/docs/integrations/clickup/two-way-sync-with-clickup/) first to understand the workspace-level approach. This article covers the space-level alternative.
:::
:::warning
To sync Ducalis data, you need unlimited use of custom fields in ClickUp. This feature is not available in the Forever Free plan.
:::
## Choose Ducalis fields to sync
Before creating custom fields in ClickUp, select which Ducalis data you want to sync.
1. Go to **Sync settings** in Ducalis.
2. You'll see two default fields: **Priority \{emoji\} Ducalis** and **Alignment \{emoji\} Ducalis**.
3. To remove a field, hover over it and click the trash icon.
## Create custom fields in ClickUp
Add Ducalis custom fields to a specific ClickUp space.
1. Click the **ellipses** (...) next to the space name.
2. Select **Space Settings** from the dropdown.
3. Click **Custom Fields** in the settings menu.
4. Click **New Custom Field**.
5. Select the field type that matches the Ducalis field type. For example, choose **Text** to create a text field.
6. **Copy the field name** from Ducalis Sync settings.
7. **Paste the name** into the ClickUp custom field name box.
8. Click the 📌 **Pin** icon to pin the field.
9. Click **Create**.
10. To add more fields, click **New Custom Field** and repeat steps 5-9.
## Make fields visible in list view
Custom fields are hidden from the list view by default. Add them manually to see synced data.
1. Click **Show** in the upper right corner, then select **Columns**.
2. Under **Show/Hide**, scroll to the Ducalis custom fields and click each field name to add it to the list view.
3. The Ducalis custom fields now appear in the list view.
4. Click **Refresh** in Ducalis Sync settings.
Issue ranking sync is now ready to activate.
:::tip Alternative approach
Instead of creating new fields, you can edit existing ClickUp fields and rename them to match Ducalis field names. Learn more in [Use existing fields for Sync Back](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/).
:::
## Activate Sync Back
Configure when Ducalis syncs priority rankings to ClickUp.
1. After refreshing, the **Activate Sync Back** toggle appears. Switch it on.
:::warning
After activating sync, you can't add more fields. To add fields, turn off sync first, add the fields, then turn sync back on.
:::
2. **Choose the day and time** for automatic syncing. For example, schedule sync one day before your sprint planning meeting. You can change the timezone if needed.
By default, sync happens automatically every planning day. [Read more about Ducalis planning day settings](/docs/sprint-planning/score-expiration/).
3. To sync immediately, click **Manual Sync Back**.
All synced data appears in the space where you added the custom fields. You can sort tasks by any field, including priority rankings, total scores, or criterion scores.
## Add fields to different views
Display Ducalis custom fields in various ClickUp views.
First, select the space or list where you want to see the fields.
The following examples use the **Priority Ducalis** field, but you can add any Ducalis custom field using the same steps.
### List view
1. Click the **Plus** (+) icon in the upper right corner.
2. Under **Show/Hide**, scroll down or search for **Priority Ducalis**.
3. Click the field name to add it to the view.
4. Click the **Sort** icon in the field header to sort tasks by priority.
### Board view
1. Click **Show** in the upper right corner.
2. Select **Custom Fields**.
3. Click **Priority Ducalis** to add it to task cards.
The priority rank appears on each task card.
### Calendar view
1. Click **Show** in the upper right corner.
2. Scroll to the bottom and select **Custom fields**.
3. Click **Priority Ducalis**. The priority rank appears on each task card.
4. Click **Save** if **Autosave** is turned off.
### Table view
1. Click **Columns**.
2. Scroll down and turn on **Priority Ducalis**.
3. Click the **Sort** icon in the field header to sort tasks by priority.
## Related articles
- [Part 1: Workspace-level fields](/docs/integrations/clickup/two-way-sync-with-clickup/)
- [Use existing fields for Sync Back](/docs/integrations/jira-cloud/use-existing-fields-for-back-sync/)
- [Planning day settings](/docs/sprint-planning/score-expiration/)
## Existing fields
*Learn how to sync priority data back to ClickUp using your existing custom fields. Rename fields or map them directly without creating duplicates.*
URL: https://help.ducalis.io/docs/integrations/clickup/back-sync-to-clickup-using-existing-fields/
Sync your priority data to ClickUp using fields you already have instead of creating new ones. This keeps your ClickUp workspace clean and uses your existing field structure.
You can use existing ClickUp custom fields for Sync Back in two ways:
- **Rename existing fields** – Change field names in ClickUp to match Ducalis field names
- **Map fields** – Connect Ducalis fields to existing ClickUp fields without renaming
This guide shows how to rename existing ClickUp fields to match Ducalis field names.
```mermaid
flowchart LR
C[ClickUp] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back to Existing Fields| C
```
## Access field settings
1. In your ClickUp Workspace or Space, click **Show** or **Add column**.
2. Select **Columns** from the dropdown, then click **Show/Hide**.
If you clicked **Add column** instead, go directly to **Show/Hide**.
3. Find the field you want to rename, then click the edit icon.
## Rename the field
1. In Ducalis, copy the name of the field you want to sync back to ClickUp.
2. Paste the copied name into the ClickUp field name box, then click **Save**.
## Activate Sync Back
1. After preparing your fields, click **Refresh** in Ducalis Sync Back settings.
2. Toggle the switch to activate Sync Back for the renamed field.
## Schedule sync
Choose the day and time to sync priority rankings back to ClickUp. For example, schedule sync a day or two before your sprint planning meeting.
You can change the timezone if needed.
## Related articles
- [2-way sync with ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/)
## Push issues
*Send Issues created in Ducalis directly to ClickUp. Push from your Backlog or convert Voting Board Ideas to ClickUp tasks in seconds.*
URL: https://help.ducalis.io/docs/integrations/clickup/push-to-clickup/
Push Issues you create in Ducalis directly to ClickUp to add them to your task backlog. This is useful when prioritizing ClickUp tasks and you need to quickly create new tasks in ClickUp.
```mermaid
flowchart LR
P[Ducalis] -->|Create Issue| P
P -->|Push to ClickUp| C[ClickUp]
C -->|Task appears| C
```
## Push from Backlog
1. Open the Prioritization Board connected to ClickUp.
Issues imported from ClickUp display the ClickUp icon, while Issues created in Ducalis display the Ducalis icon.
2. Click the Issue you want to push to ClickUp to open the Issue card.
3. Click the ellipsis (⋯) in the top right corner to open the dropdown menu.
4. Select **Push to ClickUp** from the menu.
5. Fill in the required information:
- **Project**: Choose from projects selected during ClickUp integration setup.
- **Name and Description**: Edit if needed.
- **Assignees**: Choose from ClickUp users. Board users not in your ClickUp account won't appear in the list.
6. Click **Create issue**.
The Issue now exists in both Ducalis and ClickUp.
## Push from Voting Board
Push customer feedback from your Voting Board to ClickUp by converting Ideas to Issues.
1. Go to the **Voting Board**.
2. Under **All**, select the Idea you want to add to your backlog.
Ideas not yet added to the internal backlog display a warning icon.
3. Open the Idea card and click the **Add as new issue** button in the top right corner.
4. From the dropdown menu, select **In ClickUp (link with Ducalis)**.
5. Fill in the required information:
- **Project**: Choose from projects selected during ClickUp integration setup.
- **Name and Description**: Edit if needed.
- **Assignees**: Choose from ClickUp users. Board users not in your ClickUp account won't appear in the list.
6. Click **Create issue**.
The Issue is created in both Ducalis and ClickUp, with the Idea linked to the new Issue.
## Related articles
- [Connect ClickUp](/docs/integrations/clickup/integrating-clickup/)
- [Sync Back](/docs/integrations/clickup/two-way-sync-with-clickup/)
## Linear
*Prioritize Linear issues, projects, and initiatives alongside your other work.*
URL: https://help.ducalis.io/docs/integrations/linear/
Prioritize your Linear backlog without leaving Ducalis.
- [**Connect**](/docs/integrations/linear/integrating-linear/) — Import issues, projects, or initiatives and start prioritizing
- [**Push issues**](/docs/integrations/linear/push-to-linear/) — Create Linear issues from prioritized work or customer ideas
- [**Real-time updates**](/docs/integrations/linear/webhook-for-private-linear-teams/) — Sync private team issues in real time
- [**Projects and Initiatives**](/docs/integrations/linear/beta-linear-projects-and-initiavies-points/) — Known sync limitations (beta)
## Connect
*Import and sync Linear projects, initiatives, and issues for prioritization in your Board.*
URL: https://help.ducalis.io/docs/integrations/linear/integrating-linear/
Connect Linear to Ducalis to import projects, initiatives, or issues for prioritization. Once connected, data syncs continuously between both systems.
```mermaid
flowchart LR
L[Linear] -->|Import| P[Ducalis]
P -->|Prioritize| P
P -->|Push Back| L
```
## Connect Linear
1. In your Board, go to **Sync** settings.
2. Scroll down to **Sync In** and click **Connect Issue Tracker**.
3. Under **Source**, select **Linear**, then click **Connect Linear**.
4. Choose your Linear instance and click **Import**.
5. Authorize Ducalis to access your Linear account.
After connecting, import projects, initiatives, or issues from Linear.
## Import projects
1. Select **Projects** as the entity level to import.
2. Apply filters to choose which projects to import. Select only required fields.
You can filter projects by:
- **Labels** — workspace-wide labels applied to projects. All labels are shared across the entire workspace, so the filter shows every project label available.
- **Status**, **Team**, and other standard Linear project fields.
:::note
If Labels do not appear in the filter list, refresh the page.
:::
3. Click **Start Import**.
Project sync is real-time. When a label is added to or removed from a project in Linear, the change is reflected in the Board automatically — there is no manual re-import.
## Import initiatives
1. Select **Initiatives** as the entity level to import.
2. Apply filters to choose which initiatives to import. Select only required fields.
3. Click **Start Import**.
## Import issues
1. Select **Issues** as the entity level to import.
2. Apply filters to choose which issues to import.
3. Click **Start Import**.
## Edit sync filters
Edit sync filters to:
- Import more issues from Linear to the same Board
- Remove issues from a Board without disconnecting the integration
To edit sync filters:
1. Go to **Sync** settings.
2. Scroll down to **Sync**, then click **Edit Sync-In Conditions**.
3. Add or remove filters to adjust which issues sync.
4. Click **Save** to apply your changes.
## Disconnect integration
To remove the Linear integration, see [Remove task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/).
## FAQs
### How to sync RICE score back to Linear?
As custom field sync back to Linear is not supported, you cannot send scores to Linear. However, there are other ways to share prioritization results:
* [Share the backlog](/docs/prioritization/boards/share-priority-board/) with your teammates.
* Add your teammates as Viewers so they can see the results. The viewer role is free.
* [Export the results in .csv format](/docs/platform/organization/export-csv/#export-issues).
## What's next
While working in Ducalis, create issues directly in your Linear backlog without switching tools.
Learn more in [Push issues](/docs/integrations/linear/push-to-linear/).
## Related articles
- [Push issues](/docs/integrations/linear/push-to-linear/)
- [Remove task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/)
- [Webhook for private teams](/docs/integrations/linear/webhook-for-private-linear-teams/)
## Push issues
*Create Linear issues directly from your Board or Voting Board Ideas without switching tools.*
URL: https://help.ducalis.io/docs/integrations/linear/push-to-linear/
Create Linear issues directly from Backlog or Voting Board Ideas without leaving your workflow.
:::info Prerequisites
Complete [Connect Linear](/docs/integrations/linear/integrating-linear/) first.
:::
You can push to Linear:
- Issues from Backlog
- Ideas from Voting Boards
## Push Backlog Issues
Issues created in Ducalis display the Ducalis icon, while imported Linear issues show the Linear icon.
1. Select the Issue you want to push to Linear.
2. Click **Details** to open the Issue card.
3. Click the ellipsis button, then select **Push to Linear**.
4. Fill in the Linear fields: Team, Project, Issue title, Description, Status, Assignee, Labels, Cycle, Priority, and Estimate.
5. Click **Create issue**.
The Issue now exists in both Ducalis and Linear.
:::info
If the pushed Issue doesn't match your Import filters, it won't appear in Ducalis. Adjust your Import filters to see it.
:::
## Push Voting Board ideas
Convert Ideas from your Voting Board into Linear issues.
1. Open your Board and go to **Public ideas**.
2. Select the Idea you want to push to Linear.
3. Click **+New**, then select **In Linear (Linked with Ducalis)**.
4. Fill in the Issue details.
5. Click **Create issue**.
The Issue appears in both your Board and Linear backlog.
:::info
If the pushed Issue doesn't match your Import filters, it won't appear in Ducalis. Adjust your Import filters to see it.
:::
## Related articles
- [Connect Linear](/docs/integrations/linear/integrating-linear/)
- [Webhook for private teams](/docs/integrations/linear/webhook-for-private-linear-teams/)
## Projects and Initiatives
*Learn about current limitations when importing Linear Projects and Initiatives during the beta release.*
URL: https://help.ducalis.io/docs/integrations/linear/beta-linear-projects-and-initiavies-points/
Linear Projects and Initiatives import is in beta. This article documents known limitations we're actively working to resolve.
## Projects
### Assignee column shows incorrect name
The **Assignee** column displays in table view, but this name is misleading. Linear calls this field **Lead** for Projects.
**Workaround:** Enable the **Lead** column instead to see project leads.
## Initiatives
### Real-time updates unavailable
Ducalis receives real-time updates from all other task trackers—changes sync automatically. Linear Initiatives don't support real-time updates yet.
**Workaround:** Click **Manual Sync-In** to fetch initiative updates.
### Status auto-update rules don't apply to initiatives
Status auto-update rules currently apply only to issue statuses, not initiative statuses. We're working on adding initiative status support.
## Related articles
- [Connect Linear](/docs/integrations/linear/integrating-linear/)
- [Push issues](/docs/integrations/linear/push-to-linear/)
## Real-time updates
*Create a Linear webhook to receive real-time updates for issues imported from private teams.*
URL: https://help.ducalis.io/docs/integrations/linear/webhook-for-private-linear-teams/
If you've imported issues, projects, or initiatives from private Linear teams, create a webhook to receive real-time updates between Ducalis and Linear.
## Create the webhook
1. In Linear, go to **Settings**.
2. Scroll down to the **API** section and find **Webhooks**.
3. Click **+** to create a new webhook.
4. Fill in the **Label** field with "Ducalis" and the project name. Adding the project name is optional but helps with organization.
5. In the **URL** field, enter `https://hi.ducalis.io/rest/webhooks/linear?team=team_name`, where `team_name` is the name of the private team the imported projects belong to.
6. For **Data Change Events**, select **Issues**, **Projects**, and **Initiatives**.
7. For **Team Selection**, choose the private team that the imported projects belong to.
8. Click **Create Webhook**.
:::warning
Don't remove the previous webhook for "All non-private teams." Both webhooks are needed for proper synchronization.
:::
You're all set! Your private team data now syncs in real time.
## Related articles
- [Connect Linear](/docs/integrations/linear/integrating-linear/)
- [Push issues](/docs/integrations/linear/push-to-linear/)
## Trello
*Prioritize Trello cards and sync rankings back automatically.*
URL: https://help.ducalis.io/docs/integrations/trello/
Prioritize your Trello backlog without leaving Ducalis.
- [**Connect**](/docs/integrations/trello/integration/) — Import cards and start prioritizing in minutes
- [**2-way sync**](/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/) — Auto-update custom fields with priority rankings
- [**Push issues**](/docs/integrations/trello/push-to-trello/) — Create Trello cards from prioritized issues or customer ideas
## Connect
*Connect Trello to import cards as issues and enable real-time sync for prioritization.*
URL: https://help.ducalis.io/docs/integrations/trello/integration/
Connect Ducalis to Trello to import cards as issues and prioritize them alongside your other work. Once connected, you can sync data between systems in real time.
```mermaid
flowchart LR
T[Trello] -->|Import Cards| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back Rankings| T
```
## Connect Trello
1. In your board, click **Connect** to open the **Sync** settings.
2. Under Sync settings, click **Connect Issue Tracker**.
3. Select **Trello** from the list of task trackers.
4. Click **🔌 Connect Trello**.
5. Click **Authorize** to allow Ducalis to access your Trello account.
## Import cards
1. Choose the workspace you want to import from, or add a new workspace by clicking **Add a new instance**. Then click **Connect \[Instance\]**.
2. Apply filters to choose which cards to import.
3. Click **Start Import**.
Your board now shows imported Trello cards as issues:
## Edit import filters
Edit import filters to import additional cards or remove specific cards from your board without disconnecting the integration.
1. Go to **Sync** settings.
2. Scroll to **Sync** and click **Edit Sync-In Conditions**.
3. Add or remove filters to adjust which cards are imported.
4. Click **Save**.
## Related articles
- [2-way sync with Trello](/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/) - Sync priority rankings back to Trello custom fields
- [Push prioritized issues to Trello](/docs/integrations/trello/push-to-trello/) - Create new Trello cards from prioritized issues
- [Remove a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration) - Disconnect Trello integration
## What's next
Enable 2-way sync to send priority rankings back to Trello. Rankings appear in a custom field on your Trello cards, sorted by priority order.
## Back Sync
*Sync issue rankings back to Trello and auto-sort cards by priority using Butler automation.*
URL: https://help.ducalis.io/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/
After you [connect Ducalis to Trello](/docs/integrations/trello/integration/), you can sync issue rankings back to Trello custom fields. You can also auto-sort Trello cards by priority using Butler automation.
```mermaid
flowchart LR
T[Trello] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back Rankings| T
T -->|Butler Sorts Cards| T
```
## Activate 2-way sync
Enable bidirectional sync to push priority rankings from Ducalis back to Trello.
1. Go to **Backlog Management** settings.
2. Scroll to **Sync Back Fields**.
3. Remove default fields if you don't need them. Hover over **Priority \{emoji\} Ducalis** or **Alignment \{emoji\} Ducalis** and click the trash icon.
4. Click **Add Sync Back Fields** and select the fields you want to sync to Trello.
5. Click **Manual Sync with Trello** to refresh the field list.
6. Enable the **Activate Sync** toggle.
Custom fields are automatically created in your Trello board for all imported cards.
:::info
After enabling sync, you can't add more fields. To add fields, disable sync first, add your fields, then re-enable sync.
:::
The emoji in custom field names is your Ducalis Board ID. If you change it, toggle sync off and on to apply the change.
## Schedule sync
Choose when to sync priority rankings back to Trello—for example, before your sprint planning meeting.
1. Select a schedule option:
- **By sprint end date** - Syncs automatically when your sprint ends
- **By custom period** - Syncs on specific days and times you choose
2. To sync immediately instead, click **Manual Sync with Trello**.
## Auto-sort cards with Butler
Use Trello's Butler automation to automatically sort cards by priority rankings synced from Ducalis.
1. Go to your [Trello board](https://trello.com/).
2. Click **Automation** in the top menu.
3. Select **Rules** from the dropdown.
4. Click **Calendar** in the left sidebar, then click **Create Command**.
5. Set when cards should be sorted. Choose a schedule like:
- **Every day**
- Or match your Ducalis sprint schedule (e.g., every Friday)
6. Configure the sort action:
- Select **Sort** as the action
- Choose the **list name** to sort
- Select the **Ducalis custom field** (e.g., Priority Ducalis)
- Set sort order to **ascending**
- Click **+** to add the action
7. Click **Save**.
8. Test the automation to verify it works correctly.
9. Cards are now sorted by priority ranking.
## Apply automation to other lists
Copy the automation to other lists in the same board.
1. Click **Copy** on the automation you created.
2. Under **Action**, select a different list name from the dropdown.
3. Click **Save**.
Your cards will automatically sort by priority on your scheduled dates (e.g., every Friday).
## Related articles
- [Connect Trello](/docs/integrations/trello/integration/)
- [Push issues to Trello](/docs/integrations/trello/push-to-trello/)
- [Import cards from Trello](/docs/integrations/trello/integration/#import-cards)
## Push issues
*Send Issues you create in Ducalis to Trello cards and lists.*
URL: https://help.ducalis.io/docs/integrations/trello/push-to-trello/
Push Issues from Ducalis directly to Trello without switching tools. Create Issues, Ideas and send them to your Trello backlog instantly.
```mermaid
flowchart LR
P[Ducalis] -->|Push Issues| T[Trello]
V[Voting Board Ideas] -->|Convert & Push| T
```
## Push an Issue from Backlog
1. Open the Board connected to Trello.
2. Identify the Issue source:
- Issues imported from Trello show the Trello icon
- Issues created in Ducalis show the Ducalis icon
3. Click the Issue you want to push to Trello.
4. Click the **ellipsis** (**...**), then select **Push to Trello**.
5. Configure the Trello card:
1. Select the target **list** from your connected Trello lists.
2. Edit the Issue name or description if needed.
3. Assign a Trello member (only members from your Trello account appear in the dropdown).
4. Add attachments if needed.
6. Click **Create issue**.
The Issue is now created in Trello as a card in the selected list.
## Push an Ideas from Voting Board
Convert customer feedback from your Voting Board into Trello cards to track them alongside internal work.
1. Navigate to **Voting** and find Ideas not yet added to your internal backlog.
2. Click the Idea to open its card.
3. Click **+ New**.
4. Select **In Trello (Linked with Ducalis)** from the dropdown.
5. Configure the Trello card:
1. Select the target **list** from your connected Trello lists.
2. Edit the Issue name or description if needed.
3. Assign a Trello member (only members from your Trello account appear in the dropdown).
4. Add attachments if needed.
6. Click **Create issue**.
The Idea is now converted to an Issue in Ducalis and a card in Trello.
## Related articles
- [Connect Trello](/docs/integrations/trello/)
- [2-way sync with Trello](/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/)
- [Adding public Ideas to your internal backlog](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/)
## YouTrack
*Prioritize YouTrack issues and sync rankings back to custom fields with Ducalis.*
URL: https://help.ducalis.io/docs/integrations/youtrack/
Prioritize your YouTrack backlog and sync priority rankings back automatically.
- [**Token authentication**](/docs/integrations/youtrack/token-based-authentication-for-youtrack/) — Set up secure token-based access to connect YouTrack
- [**Import issues**](/docs/integrations/youtrack/youtrack-issue-import/) — Import issues and keep them automatically updated with live sync
- [**Sync Back**](/docs/integrations/youtrack/2-way-sync-with-youtrack/) — Send priority rankings to YouTrack custom fields automatically
- [**Push issues**](/docs/integrations/youtrack/push-to-youtrack/) — Create YouTrack issues from prioritized work or customer feedback
## Token authentication
*Learn how to securely connect YouTrack to Ducalis using permanent token authentication, offering simple management and granular access control.*
URL: https://help.ducalis.io/docs/integrations/youtrack/token-based-authentication-for-youtrack/
A permanent token is a secure electronic key that replaces password-based authentication for YouTrack. Token authentication offers several benefits:
- **Secure authorization** without complex OAuth 2.0 implementation
- **Simple management** - revoke and regenerate tokens instantly if compromised
- **Granular access control** - tokens only perform operations they're explicitly granted permission for
:::info Prerequisites
You must have an Admin role in YouTrack to create permanent tokens.
:::
## Create a permanent token in YouTrack
1. In your YouTrack account, click your **avatar**, then select **Profile**.
2. Go to the **Account security** tab.
3. Click **New token**.
4. Name the token with a recognizable label (for example, **ducalis.io**).
5. In the **Scope** field, add **YouTrack** and **YouTrack Administration**. Remove any other services.
6. Click **Create**.
7. Click **Copy token**.
:::warning
Save the token in a secure location immediately. You won't be able to retrieve it once you close this dialog. Never share or distribute the token.
:::
8. In YouTrack, copy your **base URL** from the browser address bar. The base URL starts with `https://` and ends with `/youtrack/`.
## Connect YouTrack to Ducalis
1. Return to Ducalis and paste the **Base URL** from YouTrack.
2. Paste the **Permanent Token** you copied earlier.
3. Click **Connect**.
4. Map YouTrack fields to Ducalis Board fields.
You can change field mappings later by clicking the **cogwheel** icon next to the YouTrack integration.
Your YouTrack integration is now connected. The token is created once - your teammates don't need to repeat this setup to access the integration.
## What's next
Continue to the issue import article to bring your YouTrack data into Ducalis.
## Import issues
*Import YouTrack issues into your board for prioritization. Apply custom filters and enable live sync to keep tasks automatically updated in real time.*
URL: https://help.ducalis.io/docs/integrations/youtrack/youtrack-issue-import/
Import YouTrack issues into Ducalis to prioritize them using your team's custom criteria. Once connected, any new YouTrack task matching your filters automatically appears in your board.
:::info Prerequisites
Complete [token-based authentication](/docs/integrations/youtrack/token-based-authentication-for-youtrack/) before importing issues.
:::
## Connect to YouTrack
1. In your board, click **Connect** to open sync settings.
2. Click **Connect Issue Tracker**.
3. Select **YouTrack** from the list of task trackers.
4. Click **Connect YouTrack**.
5. Enter your YouTrack instance URL and permanent token to authenticate.
See [token-based authentication](/docs/integrations/youtrack/token-based-authentication-for-youtrack/) for detailed steps.
6. Select the fields you want to sync with Ducalis, then click **Save**.
## Import issues
1. Under **Instance**, select the YouTrack instance to import from.
:::info
You must have admin permissions in YouTrack to access instances.
:::
2. Click **Import from [Workspace]**.
3. Apply filters to select which issues to import.
A preview shows issues matching your filters.
4. Click **Start Import**.
Your board now displays imported YouTrack issues, marked with the YouTrack icon.
New YouTrack tasks matching your filters automatically appear in this board.
## Edit import filters
Update filters to add or remove issues from your board.
1. Click the sync icon in the bottom-left corner to open sync settings.
2. Under **Sync**, click **Edit Sync-In Conditions**.
3. Add or remove filters to adjust which issues appear in your board.
4. Click **Save**.
## What's next
After importing issues, enable 2-way sync to send your prioritization scores back to YouTrack custom fields. Learn more in [2-way sync with YouTrack](/docs/integrations/youtrack/2-way-sync-with-youtrack/).
## Related articles
- [Token-based authentication for YouTrack](/docs/integrations/youtrack/token-based-authentication-for-youtrack/)
- [2-way sync with YouTrack](/docs/integrations/youtrack/2-way-sync-with-youtrack/)
- [Remove a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/)
## Sync Back
*Sync priority rankings and scores back to YouTrack custom fields automatically or manually.*
URL: https://help.ducalis.io/docs/integrations/youtrack/2-way-sync-with-youtrack/
Sync Back sends your prioritization results from Ducalis back to [YouTrack](https://www.jetbrains.com/youtrack/). This lets you sort issues in YouTrack by priority ranking, making it easy to find your top priorities.
```mermaid
flowchart LR
Y[YouTrack] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| Y
```
:::info Prerequisites
Complete [issue import](/docs/integrations/youtrack/youtrack-issue-import/) and [token authentication](/docs/integrations/youtrack/token-based-authentication-for-youtrack/) first.
:::
## Field creation methods
Create custom fields in YouTrack using one of two methods:
**Automatic (recommended):** Turn on Sync Back and Ducalis creates fields automatically in YouTrack. No manual setup required.
**Manual:** Create fields in YouTrack yourself, add them to all projects, and map them in Ducalis.
We recommend automatic creation for faster setup.
## Access Sync Back settings
1. Click the **Sync** icon on the bottom of the left sidebar.
2. Scroll down to **Sync Back Fields**.
## Method 1: Automatic field creation
Automatic creation is enabled when the toggle is on.
### Select fields to sync
1. Choose which Ducalis fields to sync to YouTrack.
2. Two default fields appear: **Priority \{emoji\} Ducalis** and **Alignment \{emoji\} Ducalis**.
3. To delete a field, hover over it and click **Delete**.
### Activate sync
Switch on the toggle to activate Sync Back.
Custom fields are created automatically for all issues in the YouTrack projects you selected during [issue import](/docs/integrations/youtrack/youtrack-issue-import/).
**Board ID emoji:** The emoji in custom field names is your Ducalis Board ID. If you change it, turn sync off and on again to apply the change.
:::warning
After enabling sync, you can't add more fields. To add fields, turn sync off first, add your fields, then turn it back on.
:::
## Schedule sync
Choose the day and time to sync priority rankings to YouTrack. Schedule it before sprint planning meetings for best results.
To sync immediately, click **Manual Sync with YouTrack**.
## Method 2: Manual field creation
Manual creation is enabled when the auto-creation toggle is off.
### Create fields in YouTrack
1. Go to **Settings** and select **Custom Fields**.
2. Go to **Fields List** and click **New Custom Field...**.
3. Configure the field:
- Enter a field name.
- Choose the field type. Check the field type in Ducalis first to ensure they match. For example, if you want to sync the Ducalis 'Score' field, check its type in Ducalis and select the same type in YouTrack.
4. Check the option that allows the field to be empty, then save.
5. Add this field to all YouTrack projects used in your Ducalis board. Find this option in Backlog Management settings.
6. Click **Add Fields to project...**, then:
- Choose the project
- Select **Use Existing**
7. Find the created field and add it to the project.
8. Repeat for all projects used in your Ducalis board.
9. Return to Ducalis and click **Refresh**.
10. The field appears and you can select it.
### Activate sync
Ensure there are no red fields (delete them if not needed), then switch on the toggle to activate sync.
To sync immediately, click **Manual Sync with YouTrack**.
## Sort YouTrack issues by priority
After Sync Back runs, sort your YouTrack issues using synced data (priority rankings, total scores, criterion scores).
1. In your project, click **sorted by [sorting attribute]**.
2. Click the current sorting attribute.
3. From the dropdown, select **Priority Ducalis**.
4. Select **ascending order**.
5. Click **Apply**.
6. Issues are now sorted by priority, with top priorities at the top.
## Related articles
- [Token authentication](/docs/integrations/youtrack/token-based-authentication-for-youtrack/)
- [Import issues](/docs/integrations/youtrack/youtrack-issue-import/)
- [Push issues](/docs/integrations/youtrack/push-to-youtrack/)
## Push issues
*Send Issues created in Ducalis to YouTrack projects. Push prioritized feedback from Voting Boards or new Issues directly to your development tracker.*
URL: https://help.ducalis.io/docs/integrations/youtrack/push-to-youtrack/
Create Issues in Ducalis and send them to YouTrack to add them to your development backlog. This is useful when you're prioritizing alongside imported YouTrack tasks and need to quickly add new items to your tracker.
## Push from Backlog
Push Issues you created in Ducalis to YouTrack.
1. Open your prioritization Board connected to YouTrack.
Issues have different source indicators:
- **YouTrack** icon: Imported from YouTrack
- **Ducalis** icon: Created in Ducalis
2. Select the Issue you want to send to YouTrack.
3. Click **Push to YouTrack** on the Issue card.
4. Choose the YouTrack project from the dropdown.
Available projects are those you selected during integration setup.
5. Review or edit the Issue name and description.
6. Select an assignee from the dropdown.
:::info
Only YouTrack users appear in the assignee list. Board Users not in YouTrack won't be available.
:::
7. Click **Create issue**.
The Issue is created in YouTrack and linked to your Ducalis Issue.
## Push from Voting Board
Send customer feedback from your Voting Board directly to YouTrack.
1. Open the Idea under **Public Ideas**.
2. Click **+ New** on the Idea card.
3. Select **In YouTrack (Linked with Ducalis)** from the dropdown.
4. Choose the YouTrack project from the dropdown.
Available projects are those you selected during integration setup.
5. Review or edit the Issue name and description.
6. Select an assignee from the dropdown.
:::info
Only YouTrack users appear in the assignee list. Board Users not in YouTrack won't be available.
:::
7. Click **Create issue**.
An Issue is created in both Ducalis and YouTrack, linked together.
## Related articles
- [Import issues](/docs/integrations/youtrack/youtrack-issue-import/)
- [Sync Back](/docs/integrations/youtrack/2-way-sync-with-youtrack/)
- [Token authentication](/docs/integrations/youtrack/token-based-authentication-for-youtrack/)
## Kaiten
*Articles about Kaiten*
URL: https://help.ducalis.io/docs/integrations/kaiten/
Articles about Kaiten
## Integrating
*Learn how to connect Kaiten using an API key and import issues for prioritization. Step-by-step guide to authenticate and sync your Kaiten boards.*
URL: https://help.ducalis.io/docs/integrations/kaiten/connect-kaiten-and-import-issues/
You have to connect Kaiten with an **API Key**.
A key is an electronic token used instead of a password. Kaiten permanent tokens give you security and have the following benefits:
- Secure authorization without implementing complex OAuth 2.0 flows.
- Simple to manage: If you suspect your connection has been compromised, you can revoke the token at any moment and generate a new one.
- Granular access to operations: A permanent token lets you perform operations it has permission to only.
## Connecting Kaiten
1. On your board, go to the bottom left corner and click **Connect**.
2. Then under the Sync settings page, click **Connect Issues Tracker**.
3. On the integration page choose **Kaiten** and click **Connect Kaiten**.
Follow the instructions provided to **authenticate** your Kaiten account.
## How To Get The Base URL And API Key
1. In Kaiten, **copy your base URL** from the browser tab. The base URL starts with _https://_ and ends with _kaiten.ru_/
2\. Go back to **Ducalis** and **paste the Base URL**.
3\. Go to Kaiten account.
4\. Click on your **avatar**, then **Profile** **Settings**.
5. Go to **API key**, then click **CREATE API KEY**.
6. **Copy** the generated API key.
7. Go back to Ducalis and **paste** API Key.
8. Click **Connect**.
9. Kaiten \<\> Ducalis integration is ready. Select the **Instance** you want to import issues from and proceed.
## What's Next?
After successfully integrating Kaiten with Ducalis, you can start importing your issues.
## Sync Issues
*How to import issues for issue prioritization from Kaiten.*
URL: https://help.ducalis.io/docs/integrations/kaiten/importing-issues-from-kaiten/
After successfully [integrating Kaiten with Ducalis](/docs/integrations/kaiten/connect-kaiten-and-import-issues/), you import issues from Kaiten.
## Sync Issues
### Select Filters
1. Under the Import page, select your filters.
2. If you do not see a filter you want, click **Refresh**.
### Preview
A preview of the issues falling under your selected filters is on the right.
### Import
Click **Start Import** to proceed.
A board with issues imported from Kaiten.
## Editing Import-Filters
Editing import-filters helps to:
- Import more issues from Kaiten to the same board.
- Remove issues from a board without removing the integration.
To edit import-filters:
1. Go to **Sync** settings.
2. Under these settings, scroll down to Sync, then click **Edit Sync-In Conditions**.
3. Add or remove some filters to add more or remove some issues, respectively.
5. Click **Save** to keep your changes.
## Removing the Integration
Check out this article on [how to delete an integration between Ducalis and Kaiten](/docs/prioritization/boards/removing-a-task-tracker-integration/).
## What’s Next?
Learn how you can add issues you create in Ducalis to Kaiten **[here](/docs/integrations/kaiten/push-to-kaiten/)**.
## Push issues
*How to send Issues you create in Ducalis to Kaiten.*
URL: https://help.ducalis.io/docs/integrations/kaiten/push-to-kaiten/
Integrating Kaiten with Ducalis does not only allow you to import tasks from Kaiten for prioritization, but it also enables you to add issues you create in Ducalis to Kaiten
## Push from Backlog
- In the Prioritization board that you connected with Kaiten:
- the issues you imported from Kaiten have the Kaiten icon,
- and the ones you created in Ducalis have the Ducalis icon.
- Select the issue you want to send to Kaiten and open its issue card.
- On the issue card, click the ‘**Push to Kaiten**’ icon.
- Fill in the needed information.
- When you are done, click Create issue.
## Push a Public Idea
You can also quickly add feedback from your customers that is on your Voting board to your Kaiten backlog.
- Under the **Voting board**, find the idea you want to add to your backlog and open its card.
- On the card, click on **\+ New**.
- From the dropdown, select **In Kaiten (Linked with Ducalis)**.
- Fill in the needed information.
- When you are done, click **Create issue**. An issue will be created both in Ducalis and Kaiten.
## GitHub
*Prioritize GitHub issues and sync rankings back to your projects automatically with Ducalis.*
URL: https://help.ducalis.io/docs/integrations/github/
Prioritize your GitHub backlog and sync rankings back automatically.
### Connect and import
- [**Organization integration**](/docs/integrations/github/integrating-github-organization/) — Install the app and import issues from organization repositories
- [**Connect personal account**](/docs/integrations/github/integrate-and-import-issues-from-github-personal-account/) — Import issues from personal repositories and apply filters
### Sync rankings back
- [**Sync Back**](/docs/integrations/github/back-sync-with-github/) — Auto-update GitHub project fields with priority scores and rankings
### Push issues
- [**Push issues**](/docs/integrations/github/push-to-github/) — Create GitHub issues from prioritized work or customer feedback
## Connect Organization
*Connect your GitHub organization to Ducalis to import issues for prioritization. Install the app, select repositories, and apply filters.*
URL: https://help.ducalis.io/docs/integrations/github/integrating-github-organization/
Connect your GitHub organization to Ducalis to import issues for prioritization and feedback collection.
This guide shows how to connect Ducalis to your GitHub organization and import issues for prioritization.
## Connect GitHub organization
1. In the Board, click **Connect** in the bottom left corner.
2. Click **Connect Issue Tracker**.
3. Select **GitHub** from the list of task trackers.
4. Click **Connect GitHub**.
5. Choose the organization you want to connect.
6. Install the Ducalis app.
You can install it for all repositories or select specific ones.
7. Click **Install**.
After installation, you'll be redirected to Ducalis to import issues.
## Import issues
1. Choose the instance you want to import from.
To add a new instance, click **Add a new instance**.
2. Click **Connect [Instance]**.
3. Apply filters to select which issues to import.
4. If filters don't appear, click **Refresh**.
5. To change instances, click **Change Instance**.
6. Click **Start import**.
Your Board now contains issues imported from GitHub.
## Edit import filters
Edit import filters to:
- Import additional issues from GitHub
- Remove issues from the Board without disconnecting the integration
To edit filters:
1. Go to **Backlog Management** settings.
2. Go to **Sync** and click **Edit Sync-In Conditions**.
3. Add or remove filters to adjust which issues appear.
4. Click **Save**.
## Remove the integration
See [Delete an integration](/docs/prioritization/boards/removing-a-task-tracker-integration/) to disconnect GitHub from Ducalis.
## Related articles
- [Push to GitHub](/docs/integrations/github/push-to-github/) - Create GitHub issues directly from Ducalis
- [Personal account integration](/docs/integrations/github/integrate-and-import-issues-from-github-personal-account/) - Connect a personal GitHub account instead
## Connect personal account
*Integrate GitHub personal account with your Board to import issues for prioritization and sync changes bidirectionally.*
URL: https://help.ducalis.io/docs/integrations/github/integrate-and-import-issues-from-github-personal-account/
Integrate your GitHub personal account to import issues and keep them synchronized with your task tracker. Changes you make in Ducalis sync back to GitHub automatically.
```mermaid
flowchart LR
G[GitHub Personal Account] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
P -->|Sync Back| G
```
## Connect GitHub personal account
1. In the Board, go to the bottom left corner and click **Connect**.
2. Click **Connect Issue Tracker**.
3. Select **GitHub** from the list of task trackers.
4. Click **Connect GitHub**.
5. Select the personal account you want to connect.
6. Install the Ducalis app by selecting repositories:
- **All repositories** – Install for all current and future repositories
- **Only select repositories** – Choose specific repositories to connect
7. Click **Install**.
After installation, you'll be redirected to Ducalis to import issues.
## Import issues
1. Select the instance you want to import issues from.
2. Click **Connect [Instance]**.
3. Filter the issues you want to import.
4. If filters don't appear, click **Refresh** to reload them.
5. To change the instance, click **Change Instance**.
6. Click **Start import**.
Your GitHub issues now appear in the Board and are ready to prioritize.
## Edit import filters
Change import filters to add more issues or remove issues from the Board without disconnecting the integration.
1. Open **Backlog Management** settings.
2. Go to **Sync** and click **Edit Sync-In Conditions**.
3. Modify filters:
- Add filters to import more issues
- Remove filters to exclude issues from the Board
4. Click **Save**.
The Board updates to reflect your new filter criteria.
## Remove integration
See [Remove task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/) to disconnect GitHub from your Board.
## Related articles
- [Push to GitHub](/docs/integrations/github/push-to-github/) – Create GitHub issues directly from Ducalis
- [Connect GitHub organization](/docs/integrations/github/integrating-github-organization/) – Import from organization repositories
## Sync Back
*Sync prioritization scores and voting results from your boards back to GitHub custom fields automatically or manually.*
URL: https://help.ducalis.io/docs/integrations/github/back-sync-with-github/
Sync Back sends your prioritization scores and voting results from Ducalis to GitHub custom fields. This keeps your GitHub projects updated with the latest priority rankings.
There are two ways to create fields in GitHub:
- Automatically (recommended). Just turn on the back sync, and fields will be created automatically in GitHub. No manual creation is needed.
- Manually. Create fields in GitHub, add them to all projects, and map them in Ducalis.
:::tip[Recommended approach]
Use automatic field creation. Ducalis creates the necessary custom fields in GitHub for you—no manual setup required.
:::
## Access Sync Back settings
1. Go to **Backlog Management** section.
2. Scroll down to **Sync Back Fields**.
## Method 1: Automatic field creation
Automatic field creation is enabled by default.
:::info[Prerequisites]
Your GitHub issues must be added to a GitHub project. Projects have custom fields that Ducalis uses to sync data.
:::
### Choose fields to sync
1. Select which Ducalis fields you want to sync to GitHub.
By default, you'll see two fields: **Priority \{emoji\} Ducalis** and **Alignment \{emoji\} Ducalis**.
2. Click **Add Sync Back Field** to sync additional data from Ducalis to GitHub.
3. To remove a field, hover over it and click the **Remove** button.
### Activate Sync Back
1. Switch on the toggle to activate sync.
2. Custom fields are automatically created in the GitHub project you selected during import configuration.
3. The emoji in custom field names represents your Ducalis Board ID. You can change it in your board settings. After changing the emoji, turn sync off and on again to apply the change.
:::warning
After activating sync, you can't add more fields. To add fields, turn sync off first, add your fields, then turn it back on.
:::
## Method 2: Manual field creation
Turn off automatic field creation to use manual mapping.
### Create custom fields in GitHub
1. In your GitHub project, go to **Settings** and choose **Custom Fields**.
2. Create the custom fields you need.
3. Configure the field:
- Enter a field name.
- Choose the field type. Check the field type in Ducalis first to ensure they match. For example, if you want to map the Ducalis field "Evaluation Progress" to GitHub, check its type in Ducalis and select the same type in GitHub.
4. Return to Ducalis and click **Refresh**.
5. The field appears in the dropdown. Select it and click **Save**.
### Activate Sync Back
Ensure there are no unmapped fields (shown in red) before activating sync. Delete any unmapped fields you don't need.
Switch on the toggle to activate sync.
The field and its data now appear in GitHub.
## Sync schedule
Sync Back runs automatically once a week or on your custom schedule.
1. Choose the day and time to sync data to GitHub. For example, schedule it a few days before your sprint planning meeting.
2. To sync immediately, click **Manual Sync with GitHub**.
## Copy schedule to other boards
You can copy sync schedule settings to multiple boards at once.
1. Click **Copy sync schedule settings**.
2. Select the boards you want to copy settings to.
3. Click **Copy Settings**.
## Related articles
- [Connect GitHub](/docs/integrations/github/integrating-github-organization)
- [Push to GitHub](/docs/integrations/github/push-to-github)
## Push issues
*Create GitHub issues directly from your prioritization board or voting board without leaving your workflow. Push issues or Ideas to GitHub.*
URL: https://help.ducalis.io/docs/integrations/github/push-to-github/
Create GitHub issues directly from Ducalis without leaving your workflow. You can push issues you created in a prioritization board or Ideas submitted to your voting board.
You can add to GitHub backlog:
1. Issues you created in Backlog.
2. Ideas added to your voting board.
## Push an Issue from Backlog
In the prioritization board connected with GitHub, imported issues display the GitHub icon, while issues you created in Ducalis display the Ducalis icon.
1. Click the issue you want to push to GitHub to open the issue card.
2. In the issue card, click the ellipsis in the top right corner to open the dropdown menu.
3. From the dropdown menu, select **Push to GitHub**.
4. Fill in the issue information:
- Choose the repository. Available repositories are the ones you selected when integrating GitHub with this board.
- Edit the title or description if needed.
- Select assignees. Available assignees come from GitHub. Users on your board who aren't in your GitHub account won't appear in the dropdown list.
- Add labels if you've created any in GitHub.
5. Click **Create issue**.
## Push an Idea from voting board
Quickly add customer feedback from your voting board to your GitHub backlog.
1. Go to the voting board.
2. Under **All**, select the Idea you want to add to your backlog to open its card. Ideas not added to the internal backlog display a warning icon.
3. In the top right corner of the card, choose the option to add the Idea as a new issue or link it with an existing issue.
4. Choose the option to add it as a new issue, then from the dropdown menu select **In GitHub (link with Ducalis)**.
5. Fill in the issue information:
- Choose the repository. Available repositories are the ones you selected when integrating GitHub with this board.
- Edit the title or description if needed.
- Select assignees. Available assignees come from GitHub. Users on your board who aren't in your GitHub account won't appear in the dropdown list.
- Add labels if you've created any in GitHub.
6. Click **Create issue**. An issue is created in both Ducalis and GitHub.
:::info
If the GitHub issue you created doesn't match your import filters, it won't appear in Ducalis. To see it, adjust your import filters.
:::
## Related articles
- [Connect GitHub](/docs/integrations/github/integrating-github-organization)
- [Sync back with GitHub](/docs/integrations/github/back-sync-with-github)
## Discord
*Capture customer feedback from Discord and turn messages into votable ideas.*
URL: https://help.ducalis.io/docs/integrations/discord/
Turn Discord messages into actionable ideas on your voting board.
- [**Capture ideas**](/docs/integrations/discord/capture-ideas/) — Convert Discord messages into voting board ideas
## Capture Ideas
*Learn how to convert Discord messages from customers and teammates into public ideas.*
URL: https://help.ducalis.io/docs/integrations/discord/capture-ideas/
Ducalis allows you to turn the messages in the product-feedback channels of your Discord server into public ideas for your voting board.
[Video](https://www.youtube.com/watch?v=NGpy62M1bSA)
## Connect Ducalis with Discord
1. Head over to **Settings**.
2. Under Settings, go to **All Voting Boards** settings
4. Scroll down to **Capture Ideas** and open the Discord block.
4. Switch on the toggle to receive a message of the created idea in Discord.
6. Then click **Connect**.
6. Authorize Ducalis to access your Discord server.
7. Choose **Add to Server.**
8. Choose the Server and click **Continue**.
9. Make sure all the permissions are selected and then click **Authorize**.
10. Go to the Discord server.
## Creating an Idea
1. Hover over the message from which you want to create an idea and click **… More**.
3. On the drop-down menu, scroll down to **Apps**, then select **Create Idea**.
3. You can see a preview of the idea — name, description, organization and board it will be added to, and the idea's author.
4. You can **switch the organization or the board** the idea will be added. Click **Continue** when you're done selecting.
5. After you click **Create Idea**, the idea will be added as a draft on the board you chose.
6. You will receive a message of the idea created if you switch on the option. You can find it in the thread under the message you converted into an idea.
7. Draft idea on the board. You can edit it before publishing it – adding labels or rewriting it using [Ducalis AI](/docs/platform/ai/create-public-ideas-using-ai/).
## Voice Messages
You can also capture ideas from voice messages sent in Discord. See [Create Ideas from Voice Messages](/docs/feedback-voting/public-ideas/create-ideas-from-voice-messages/) to learn how to convert spoken feedback into formatted ideas using AI.
## Disconnecting Discord
To disconnect, head back to **Capture Ideas** under **All Voting Boards** settings > open the Discord block> Click **Disconnect**.
## Mattermost
*Connect Mattermost to capture ideas and receive notifications.*
URL: https://help.ducalis.io/docs/integrations/mattermost/
Capture feedback from Mattermost and stay updated with notifications.
- [**Capture ideas**](/docs/integrations/mattermost/capture-ideas/) — Turn Mattermost messages into voting board ideas
- [**Notifications**](/docs/integrations/mattermost/notifications/) — Receive personal and team notifications in Mattermost
## Capture Ideas
*Turn Mattermost messages into public ideas for your Voting board. Set up slash commands to capture product feedback directly from your team channels.*
URL: https://help.ducalis.io/docs/integrations/mattermost/capture-ideas/
If you have product-feedback channels in your Mattermost account, you can turn the feedback into public ideas for your Voting board. Ducalis' integration with Mattermost allows you to create a public idea from a Mattermost channel.
## Enable Integration
1\. Go to All Voting boards > Capture Ideas > Create Ideas From Mattermost Bot.
2\. Click to 'enable Mattermost Integration'.
3\. Turn on the tumbler.
4\. Click Connect Mattermost Server and follow the instructions in Ducalis or [here](/docs/integrations/mattermost/notifications/#connect-mattermost-bot-my-notifications).
5\. After your Integration is ready return to All Voting boards and follow the instructions.
6\. To create ideas from Mattermost you have to set up slash commands.
Main Menu (Upper Left Corner) > Integrations > Slash Commands > Add Slash Commands.
7\. Fill in the fields:
1. Set **Title** to **Create Idea**
3. Set **Description** to **Create Idea from messages**
5. Set **Command Trigger Word** to **create\_idea**
7. Set **Request URL** to 'find the url below' in Ducalis account.
9. Set **Request Method** to **POST**
11. Set **Autocomplete** to **Enabled**
13. Set **Autocomplete Description** to **Create Idea in hi.ducalis.io**
15. Click **Save**
17. Copy **Token**
8\. Click **Add Token** in Ducalis.
9\. Select **Team** and paste the **token**. Click Save.
**If no team is selected, add the created bot to the desired team and then to the relevant channels.**
Now you can create ideas.
## Creating Ideas
- Go to your Mattermost channel and start typing the command you've setup earlier.
- Choose the message you want to create an idea from.
- Choose an organization when creating an idea, if you have multiple organizations.
- Choose the board you want to create an idea in.
- Then click Create. Idea is ready.
- Follow the idea link to the Ducalis board. You'll need to give the idea a title, edit it if needed, and then publish it.
Capture ideas from even more channels:
- [Create ideas from Email](/docs/feedback-voting/public-ideas/email-to-idea-conversion/)
- [Create ideas from Telegram](/docs/integrations/telegram/capture-ideas/)
- [Create ideas from Discord](/docs/integrations/discord/capture-ideas/)
## Notifications
*Set up Mattermost notifications for prioritization and Voting board updates. Configure personal direct messages and team-wide channel notifications.*
URL: https://help.ducalis.io/docs/integrations/mattermost/notifications/
You can connect Mattermost to get:
- [personal (found in My Notifications)](/docs/platform/notifications/my-notifications/)
- [team-wide (found in Team Notifications).](/docs/platform/notifications/team-notifications/)
To receive **personal direct notifications**, you need to connect the **Mattermost Bot**.
To receive **team notifications** in any public channel, you need to connect the **Mattermost Channel**.
## Connect Mattermost Bot (My Notifications) {#connect-mattermost-bot-my-notifications}
To receive personal notifications in your Mattermost direct messages, you need to connect the Mattermost Bot.
- Go to **Integrations > Mattermost Bot**. Activate the tumbler.
- The status of integration will be Not configured. Click **Connect Mattermost Server**.
- Follow the instructions to connect Mattermost.
- Check if there is access to add new bots in Mattermost. Go to **System Console**.
- Scroll down to **Integrations > Bot Accounts**. Check if it is True for Enable Bot Account Creation.
### Step By Step Instructions
1\. **Your Mattermost Server URL**.
In app click on Title bar, click Edit.
Copy URL from the window.
In the browser version, you can get it from the URL placement.
Paste the URL in the Ducalis form.
2\. **Create New Bot**
In Mattermost go to **Integrations > Bot Accounts > Add Bot Account**.
- User Name – **Ducalis\_bot**
- Display Name to **hi.ducalis.io Bot**
- **Bot Icon** – [download](https://hi.ducalis.io/images/icons/ducalis@l.png)
- Description – **Sends personal and channel notifications from hi.ducalis.io**
- Role – **Member**
- post:all – **Enabled**
Click **Create Bot Account**.
If you don't see the "Bot Accounts" option in your Integrations settings. Please ask your system admin to enable "Bot account creation" in Mattermost System Console > Integration Management > Bot accounts [Official Docs](https://developers.mattermost.com/integrate/reference/bot-accounts/).
3\. **Add Ducalis\_bot Token**
- Go to Main Menu (Upper Left Corner) > Integrations > Bot Accounts > Choose previously created Bot > click Create New Token.
- Copy **Access Token** (not Token ID) and paste it in the form in Ducalis.
Then you'll see the tumbler that is turned on. If you are allowed and able to grant the bot Admin access, users will be matched when connecting to the bot without needing to set up OAuth. To do this, go to the bot and change its role to 'System Admin', and click Update.
Then go to Ducalis and click Save Configuration.
Your integration is ready to work.
4\. If you are NOT able to give the 'System Admin' role to the bot, turn off the tumbler and continue to set the configuration.
**Create a new OAuth 2.0 Application**.
In Mattermost go to **Integrations > OAuth 2.0 Applications > Add OAuth 2.0 Application**.
- Trusted – **No**
- Display Name – **hi.ducalis.io**
- Description – **Sends personal and channel notifications from hi.ducalis.io**
- Homepage – copy from the form
- Icon URL – copy from the form
- Callback URLs – copy from the form
Click **Save** and **Done**.
NOTE: check if it is allowed to add OAuth 2.0.
Go to System console > Integrations > Integration Management > Enable OAuth 2.0 Service Provider: True
5\. **Add OAuth 2.0 Application Client ID and Secret**
Go to **Integrations > OAuth 2.0 Applications > Add OAuth 2.0 Application** and choose Ducalis bot.
Copy Client ID and Secret and paste it in Ducalis form.
Click **Save** and allow **hi.ducalis.io** access.
Now you can configure your [personal notifications](/docs/platform/notifications/my-notifications/).
### Configure 'My Notifications' to Mattermost
1\. Go to **My Notifications**.
2\. Disable notifications you don't want to receive in your direct messages on Mattermost.
3\. Choose boards you need to get notifications.
## Connect Mattermost Channel (Team Notifications)
To receive team notifications in your Mattermost channels, connect the Mattermost Channel.
- Go to **Integrations > Mattermost Webhook**. Activate the tumbler.
- Go to **Team Notifications**.
- Choose any notification you need.
- The window will appear.
- Choose a team you want to receive notifications in.
- Manually put the name of the channel you want to receive notifications in.
- Repeat for other notifications.
## Edit or Delete Channel Integration
You can change the channel or delete this channel integration.
Choose the notification. Click Edit pencil icon.
## Disable Mattermost Integration
Go to Integrations > Enabled.
### For Mattermost Bot
Click Edit Configuration
Scroll down to **Remove Integration** button.
### For Mattermost Channel
Find Mattermost Channel. Click **Remove Integration**.
## More Options: Idea Creation From Mattermost
You can also [capture ideas from Mattermost messages](/docs/integrations/mattermost/capture-ideas/) and turn them into voting board ideas.
## Slack
*Connect Slack to capture feedback, receive notifications, and get daily digests.*
URL: https://help.ducalis.io/docs/integrations/slack/
Capture customer feedback from Slack and receive team notifications.
- [**Capture ideas**](/docs/integrations/slack/capture-ideas/) — Turn Slack messages into voting board ideas
- [**Notifications**](/docs/integrations/slack/notifications/) — Set up personal and team notifications
- [**Daily digest**](/docs/integrations/slack/daily-digest/) — Get daily voting board activity summaries
## Capture Ideas
*Learn how to convert Slack messages from customers and teammates into public ideas.*
URL: https://help.ducalis.io/docs/integrations/slack/capture-ideas/
If you have product-feedback channels in your Slack account, you can turn the feedback into public ideas for your Voting board. Ducalis' integration with Slack allows you to create a public idea from a Slack Channel.
[Watch video](https://www.youtube.com/watch?v=2Bw\_HjR7aM8)
## Overview
- Ideas can be created or edited using Slack on [any hi.ducalis.io plan](/docs/platform/organization/billing-plans-and-trial-period/).
- You must **individually** [enable and authorize](/docs/integrations/slack/capture-ideas/#authorize-to-access-your-slack-workspace) your connection with Slack before you can create ideas from Slack.
- Admins and Members can enable the integration using a personal connection.
## Authorize Ducalis to Access your Slack Workspace {#authorize-to-access-your-slack-workspace}
1. Head over to **Settings**.
2. Under Settings, go to **All Voting Boards** settings.
4. Scroll down to **Capture Ideas** and open the Slack block.
4. Click **Connect**.
5. You will be redirected to the authorization page. The bot must be added to any channel; it's required.
If you forward the idea to Ducalis from a channel where the Bot hasn't been added, the bot will be added automatically during the idea creation process.
5. Click **Allow** to authorize Ducalis to access your Slack workspace.
- Then go to **Integrations > Slack Bot** and activate the tumbler.
- Afterward, you'll be directed to the Slack Ducalis bot, where you'll see the welcome message. You can start!
The connection works for the entire organization and applies to all your boards, so you don't need to connect the Slack bot every time you want to forward an idea.
## Creating an Idea
1. Hover over the message from which you want to create an idea and click **⋮ More Actions**.
2. Click **Create Idea hi.ducalis.io**.
3. Choose the Organization and select the Voting board.
5. Fill in the details.
- The name of the idea.
- The description – format it using your idea creation template.
6. Any available attachments will be added as well only from Public Slack channels. [Check available ones.](/docs/integrations/slack/capture-ideas/#available-media-attachments)
8. When all is set, click **Create**.
- A message about the created idea will be sent. You can find it in the thread under the message you converted into an idea.
- You can see the link to the idea in the voting board, the user assigned as the author, and the progress status. Also there is an information about [user's subscription status](/docs/integrations/slack/capture-ideas/#idea-update-notifications-for-users).
- The idea will be added to the voting board as a draft. You can edit the idea further before publishing it – adding labels or rewriting it using [Ducalis AI](/docs/platform/ai/create-public-ideas-using-ai/).
## Available Media Attachments {#available-media-attachments}
When creating an idea from Slack, you can use the following media attachments:
- Images and screenshots
- Voice messages (read how you can [create idea via voice](/docs/feedback-voting/public-ideas/create-ideas-from-voice-messages/) and re-write it with AI)
- Video files (Note: To use video files, you need to contact us via chat. By default, this option is turned off.)
## Different Handling of Attachments Between Channel Types
In Slack, there are three types of channels: public, private, and direct messages. The idea creation workflow will differ depending on the channel type.
- Attachments from **public channels** will be included when creating ideas.
- Attachments from **private channels** cannot be included when creating ideas.
- Attachments from **direct messages** cannot be included when creating ideas.
## Idea Update Notifications for Users {#idea-update-notifications-for-users}
The message you want to convert into an idea and forward to Ducalis can come from various authors, such as a teammate from your internal chats or a customer from external support chats. For each user, opt-in permissions are required. Here's how the process works when creating an idea from Slack to Ducalis:
### **If the Idea Author Is a Voting Board Subscriber**
1. If the author is already a subscriber to the voting board (either a Ducalis admin or an external customer), he will receive a notification that they will get email updates about future status changes.
3. You will also receive a notification in the Slack thread about it, as shown in the screenshot below.
### **If the Idea Author Is Not a Voting Board Subscriber**:
1. If the idea author isn't an admin or a subscriber of your voting board, they'll receive a Slack message asking if they want to subscribe and share their email with the subscribers list.
- You'll receive a message in the Slack thread that we're awaiting the user's confirmation of their subscription.
- If the author confirms, they will receive update notifications about this idea.
- If not, the author's email will be deleted from the database, and the admin who created the idea will be credited as the author. The original author won't receive any notifications.
## Disconnecting Slack
To disconnect, head back to **Capture Ideas** under **All Voting Board** settings > open the Slack block> Click **Disconnect**.
## Notifications
*How to start receiving Slack notifications about your voting board activities.*
URL: https://help.ducalis.io/docs/integrations/slack/notifications/
Stay up-to-date with activities happening on your prioritization processes and on Voting Board by receiving notifications in your Slack workspace.
You can connect Slack to get:
- [personal (found in My Notifications)](/docs/platform/notifications/my-notifications/)
- [team-wide (found in Team Notifications).](/docs/platform/notifications/team-notifications)
To receive **personal direct notifications**, you need to connect the **Slack Bot**.
To receive **team notifications** in any public channel, you need to connect the **Slack Webhook**.
## Connect Slack Bot for Direct Notifications
To receive personal notifications in your Slack direct messages, you need to connect the Slack Bot.
1. Go to **My Notifications**, choose **My Notifications**, find **Slack Bot**. Click on it.
2. You are redirected to Integrations, find Slack bot and activate tumbler.
3. Return to **My Notifications** and hover over the Slack icon next to the any notification and click it.
4. Follow the permission process, click Allow.
5. You will now receive notifications in your direct channel. Choose the notifications you want to receive and disable the ones you don't–click on Slack icon to disable current notification.
## Connect Slack Webhook For Team Channel Notifications
- Go to **Integrations > Slack Webhook**.
- Enable **Allow Integration for managing** tumbler.
- Authorize Ducalis to access your Slack workspace, and also choose the channel you want the notifications to be received in. Then Click Allow to proceed.
- Return to **Team Notifications** to choose which notifications you want to receive in the team Slack channel.
## Choose boards To Get notifications
You can choose which boards you want to receive notifications from and use different channels for different boards.
Learn more about all possible team notifications [here](/docs/platform/notifications/team-notifications).
## More Options: Idea Creation From Slack
You can also [capture ideas from Slack messages](/docs/integrations/slack/capture-ideas/) and turn them into voting board ideas.
## Daily Digest
*Get Voting board activity updates in Slack.*
URL: https://help.ducalis.io/docs/integrations/slack/daily-digest/
Instead of having notifications of every individual activity that goes on the voting board, you can have a summary of everything that would have occurred in a day via the Slack Digest sending to the Slack channel.
The digest is sent daily at 10 in the morning according to the company's timezone. To set up your company's timezone, go to organization settings.
## Connect Slack to the Voting Board
To start receiving the digest, connect your Slack account with the voting board.
1. Go to **Integrations > Slack Webhook**.
2. Activate the tumbler **Allow Integration for managing**
3. Give Ducalis access to the Slack channel you want the digest sent to.
4. Then click **Allow**.
5. Then go to **Team Notifications**.
6. Now Slack Bot connected and you can set up Daily Digest.
## Structure of the Digest
The digest consists of four blocks. If any of this block doesn't have new information to show, it will not be included in the digest.
### Subscribers Block
The first block is the subscribers' block. Under this block, you get info like the total number of subscribers, the number of new subscribers, and the number of unsubscribes.
### Upvotes Block
The following block is the new upvotes block. This block will contain information like the list of the ideas with new upvotes. Indicated next to the idea will be the number of current upvotes, the number of new upvotes, and the idea's author
The ideas are sorted by the number of upvotes.
### New Ideas Block
The third block will contain all the new ideas added in the past 24 hours. The idea's upvotes and the author wrote the idea.
### New Comments Block
The last block is the new comments block. All the new comments added in the past 24 hours are under this block.
They are sorted by the number of upvotes the idea they were added to has.
You can also see the author of a comment.
## Real-time Notifications
You still have the option to receive instant notifications about the events on your voting board. This helps to take action on events that require immediate response. The events that you can get instant notifications about include new comments, new ideas, new votes, and new subscribers.
Set up the additional notifications, go to **Team Notifications > Voting Boards Notifications.**
## What's Next?
Learn how to inform your customers about voting board activities via [the voting board auto-release notes](/docs/release-notes/voting-board-auto-digest/).
## Telegram
*Connect Telegram to capture feedback and receive notifications.*
URL: https://help.ducalis.io/docs/integrations/telegram/
Forward Telegram messages to create ideas and receive personal notifications.
- [**Capture ideas**](/docs/integrations/telegram/capture-ideas/) — Forward Telegram messages to create voting board ideas
- [**Notifications**](/docs/integrations/telegram/notifications/) — Receive personal notifications in Telegram
## Capture Ideas
*Learn how to convert Telegram messages from customers into public ideas.*
URL: https://help.ducalis.io/docs/integrations/telegram/capture-ideas/
You can seamlessly convert messages received via Telegram that contain customer feedback and requests into public ideas on your Voting boards.
[Video](https://www.youtube.com/watch?v=zzEZA69Ycc4)
By enabling users to forward messages from Telegram to a Ducalis Telegram bot directly, we eliminate the need for manual data entry, streamlining the process of capturing and implementing valuable feedback.
## Steps to follow
### Link Ducalis with Telegram
1. Head over to **Settings**.
2. Under Settings, go to **All Voting Boards** settings
4. Scroll down to **Capture Ideas** and open the Telegram block.
4. Click **Connect** and you will be redirected to Telegram.
5. In Telegram, click **Start** to activate the bot.
### Create an Idea
#### 1\. Forward Messages
Forward the message received via Telegram to the Ducalis Telegram bot.
Users can streamline the process by bulk-creating ideas when forwarding multiple messages to the Ducalis Telegram bot.
#### 2\. Confirm Addition
From the provided options, select Yes to add the forwarded message as an idea to the designated Voting board.
Before confirming, you can switch the Voting board if needed.
If you have forwarded multiple messages at once, you can merge the messages into one idea or add them as separate ideas.
#### 3\. Access Created Idea
Click on the provided link to access the newly created idea within the admin view of the Voting board.
#### 4\. Review And Edit Idea
The idea will be available as a draft, allowing you to make any necessary tweaks or adjustments. Edit the idea's name, and refine the description or formatting.
#### 5\. Rewrite Idea Using Ducalis AI
You can rewrite the idea using the assistance of the [Ducalis AI](/docs/platform/ai/create-public-ideas-using-ai/).
#### 6\. Idea Author
By default, you are assigned as the author of the idea. However, you can [change the author](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/) to reflect the customer who sent the original message via Telegram.
#### 7\. Version History
Changes to the idea are logged in the Version History for reference and backup restoration.
#### 8\. Publish Idea
Once satisfied with the idea, publish it on the Voting board so that people on the voting board can read and possibly vote for the idea.
## Voice Messages
You can also capture ideas from voice messages sent in Telegram. See [Create Ideas from Voice Messages](/docs/feedback-voting/public-ideas/create-ideas-from-voice-messages/) to learn how to convert spoken feedback into formatted ideas using AI.
## What's Next?
You can add the idea to your internal backlog. Read more about adding ideas to your internal backlog [here](/docs/feedback-voting/public-ideas/adding-public-ideas-to-your-internal-backlog/).
## Notifications
*Receive prioritization and Voting board notifications in Telegram. Connect the Telegram bot to get real-time updates in your direct messages.*
URL: https://help.ducalis.io/docs/integrations/telegram/notifications/
Stay up-to-date with activities happening on your prioritization processes and on Voting Board by receiving notifications in your Telegram direct messages.
To receive **personal direct notifications**, you need to connect the **Telegram Bot**.
## Connect Telegram
- Go to **Integrations**, find **Telegram** **bot**, activate the tumbler.
- Click on **My Notifications**.
## Enable Notifications
- Hover over the Slack icon next to the any notification and click it.
- Start Bot.
- Now you are able to receive notifications.
## Choose Notifications you want to receive
As you able Telegram bot, you can choose the notifications you want to receive and disable the ones you don't.
- Go to My Notifications.
- Click on Telegram icon to disable current notification.
## More Options: Idea Creation From Telegram
You can also [capture ideas from Telegram messages](/docs/integrations/telegram/capture-ideas/) and turn them into voting board ideas.
## Yandex.Tracker
*Prioritize Yandex.Tracker issues and sync rankings back to custom fields with Ducalis.*
URL: https://help.ducalis.io/docs/integrations/yandex-tracker/
Prioritize your Yandex.Tracker backlog and sync priority rankings back automatically.
- [**Connect**](/docs/integrations/yandex-tracker/connecting-yandex-tracker/) — Import issues from queues with OAuth authentication
- [**Sync Back**](/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/) — Send priority rankings to custom fields
- [**Push issues**](/docs/integrations/yandex-tracker/push-to-yandex-tracker/) — Create issues from prioritized work
## Connect
*Connect Yandex.Tracker to import issues from queues for prioritization. Set up OAuth authentication and configure import filters.*
URL: https://help.ducalis.io/docs/integrations/yandex-tracker/connecting-yandex-tracker/
Connect Yandex.Tracker to Ducalis to import issues from your queues for prioritization. Once connected, data syncs continuously between both systems.
```mermaid
flowchart LR
A[Yandex.Tracker] -->|Import Issues| P[Ducalis]
P -->|Prioritize| P
```
## Before you start
Yandex.Tracker can be used with two different Yandex platforms. Before connecting, determine which one your organization uses:
- **Yandex.360 for Business** — Your organization and users are managed through Yandex.360
- **Yandex.Cloud** — Your tracker runs on Yandex Cloud infrastructure
The connection process is the same for both, but you'll need to select the correct option during setup.
## Connect Yandex.Tracker
1. Go to **Sync settings** by clicking the **Connect** button in the lower left corner of your board.
2. Click **Connect Issue Tracker**.
3. Under **Source**, select **Yandex.Tracker** from the list.
4. Click **Connect Yandex.Tracker**.
5. The connection form appears. Follow the instruction on the screen, or read it below:
### Get your OAuth token
1. Click the link in the connection form to open the Yandex OAuth page.
2. Yandex displays your OAuth token. Copy the token.
3. Return to Ducalis and paste the token into the **OAuth Token** field.
### Enter your Organization ID
1. Click the link and follow your Yandex.Tracker administration settings. Find the **Organization ID** on the administration page. Click to copy it.
2. Return to Ducalis and paste the Organization ID into the **Organization ID** field.
### Enter your Organization Name
Enter the organization name. You can choose any name you want. This is for your internal reference in Ducalis.
### Select your Yandex platform
1. Under **Yandex Tracker Type**, select which platform your organization uses:
- **Yandex.360** — If your organization uses Yandex.360 for Business
- **Yandex.Cloud** — If your tracker runs on Yandex Cloud
:::warning
Selecting the wrong platform type will cause the connection to fail. Verify which platform your organization uses before proceeding.
:::
2. Click **Connect**.
3. Ducalis validates your credentials and establishes the connection. Wait for the confirmation.
## Import issues
After connecting, configure which issues to import from Yandex.Tracker.
1. Click **Import from** to start issues import.
2. Apply filters to choose which issues to import.
3. Click **Start Import**.
4. Ducalis begins importing issues that match your filters. The import progress displays on screen.
Your Yandex.Tracker integration is ready. Issues appear in your Ducalis board for prioritization.
## Edit Sync-In Conditions
After the initial import, modify your filters at any time.
1. Go to **Sync settings** and click **Edit Sync-In Conditions**.
2. Adjust your queue selection or filters.
3. Click **Save** to apply changes.
New issues matching your updated filters sync automatically. Issues that no longer match the filters remain in Ducalis but stop receiving updates.
## Understanding queues vs projects
Yandex.Tracker uses terminology differently than other trackers:
- **Queues** — The primary container for issues, similar to Jira projects. Each queue has its own key prefix for issue identifiers.
- **Projects** — A secondary grouping that can include issues from multiple queues, similar to epics or initiatives.
## What's next
After connecting and importing issues, set up two-way sync to send prioritization results back to Yandex.Tracker:
- [Sync Back to Yandex.Tracker](/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/)
## Related articles
- [Sync Back to Yandex.Tracker](/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/)
- [Push to Yandex.Tracker](/docs/integrations/yandex-tracker/push-to-yandex-tracker/)
- [Remove a task tracker integration](/docs/prioritization/boards/removing-a-task-tracker-integration/)
## Sync Back
*Send priority rankings from your prioritization board to Yandex.Tracker custom fields. Configure field mapping and sync schedules.*
URL: https://help.ducalis.io/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/
Sync Back sends your prioritization results from Ducalis to Yandex.Tracker. Your team sees priority rankings directly in their tracker without switching tools.
```mermaid
flowchart LR
P[Ducalis] -->|Priority Rankings| A[Yandex.Tracker]
A -->|Custom Fields| A
```
:::info[Prerequisites]
Complete the [Connect Yandex.Tracker](/docs/integrations/yandex-tracker/connecting-yandex-tracker/) setup first.
:::
Ducalis uses **field mapping**. You select existing fields in Yandex.Tracker to receive Ducalis data. This gives you full control over your tracker's field structure.
## Setting up fields
- [Field Mapping](/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/#fields-mapping) – Use existing Yandex tracker fields. No new fields needed.
- [Custom Fields Creation](/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/#create-fields-in-yandextracker) – Create new fields in Yandex tracker specifically for Ducalis data.
Choose the approach that works best for your setup:
### Fields Mapping
If you already have custom fields in Yandex tracker and don't want to create more, you can map Ducalis fields to your existing fields.
1. Go to the Sync settings and scroll down to Sync-Back fields.
2. Review the default Ducalis fields. You can keep or delete them.
3. To add a different field, click Add Sync Back field and select the Ducalis field you want to sync.
4. Next to Tracker field, click the dropdown and select the existing Yandex tracker field to map to.
:::info[Important]
To see existed fields they have to be visible in the Queues.
:::
:::warning
Field types must match. The existed field type must be the same as the destination field in Ducalis.
:::
5. Click Save.
### Create fields in Yandex.Tracker
Instead of mapping to existing fields, you can create new custom fields in Yandex tracker specifically for Ducalis data.
:::info
If you have one Queue in Ducalis board filter, create either global or local fields. If you have two and more Queues in Ducalis board filter create ONLY global fields.
:::
1. In Yandex.Tracker, go to **Administration** > **Fields**. Click **Create Field**.
2. Choose the field type during creation in Yandex tracker. Note that the field type must be the same as the destination field in Ducalis.
3. Cope the field name from Ducalis and paste it in field creation form in Yandex tracker.
4. Make fields available to the Queues you're syncing with Ducalis.
5. The field appears in Ducalis.
## Make fields visible
To see both mapped and newly created fields in Ducalis, you need to make them visible in the queues used in the board filter.
Go to Queues, select the queues, and make the fields visible in each queue used in the Ducalis board.
## Activate Sync Back
After you create or map fields, activate the sync.
1. In the **Sync-Back Fields** section, toggle **Activate Sync Back** to on.
2. Sync back is active now.
3. Ducalis immediately syncs current prioritization data to Yandex Tracker.
## Schedule automatic sync
Configure when Ducalis sends updated prioritization data to Yandex Tracker.
1. In **Sync settings**, find the **Sync Back Schedule** section.
2. Choose your sync timing:
**By sprint end date** — Syncs when your sprint concludes. Useful if you only want final priorities sent after evaluation.
**By custom period** — Set a specific interval (daily, weekly, etc.) for automatic syncs.
### Manual Sync Back
Trigger a sync anytime without waiting for the schedule.
1. Go to **Sync settings**.
2. Click **Manual Sync with Yandex**.
3. Ducalis sends current prioritization data to Yandex.Tracker immediately.
## Disable Sync Back
To stop syncing prioritization data to Yandex.Tracker:
1. Go to **Sync settings**.
2. Toggle **Activate Sync Back** to off.
3. Existing data in Yandex.Tracker fields remains. No further updates are sent.
## Related articles
- [Connect Yandex.Tracker](/docs/integrations/yandex-tracker/connecting-yandex-tracker/)
- [Push to Yandex.Tracker](/docs/integrations/yandex-tracker/push-to-yandex-tracker/)
- [Sync Prioritization Results to a Task Tracker](/guides/getting-started-prioritization/two-way-sync-overview/)
## Push Issues
*Create issues directly in Yandex.Tracker from your prioritization board. Configure default values and push new work items to your queues.*
URL: https://help.ducalis.io/docs/integrations/yandex-tracker/push-to-yandex-tracker/
Create Yandex issues directly from Backlog or Voting Board Ideas without leaving your workflow.
```mermaid
flowchart LR
P[Ducalis] -->|Push Issues| A[Yandex.Tracker]
A -->|Team Backlog| A
```
:::info[Prerequisites]
Complete the [Connect Yandex.Tracker](/docs/integrations/yandex-tracker/connecting-yandex-tracker/) setup first.
:::
You can push to Yandex Tracker:
- Issues from Backlog
- Ideas from Voting Boards
## Push Backlog Issue
Create a new issue in Yandex.Tracker from your Ducalis board.
1. Select the Issue you want to push to Linear.
2. Click Details to open the Issue card.
3. Click the ellipsis button, then select Push to Yandex.
4. Fill in the Yandex tracker fields.
5. Click Create issue.
6. Ducalis creates the issue in Yandex.Tracker and adds it to your board.
## Push Voting board idea
Convert Ideas from your Voting Board into Yandex tracker issues.
1. Open your Board and go to Public ideas. Select the Idea you want to push to Yandex.
2. Click **+New**, then select **In Yandex** (Linked with Ducalis).
3. Fill in the Issue details.
4. Click Create issue.
5. The Issue appears in both your Board and Yandex backlog.
:::info
If the pushed Issue doesn't match your Import filters, it won't appear in Ducalis. Adjust your Import filters to see it.
:::
## Related articles
- [Connect Yandex.Tracker](/docs/integrations/yandex-tracker/connecting-yandex-tracker/)
- [Sync Back to Yandex.Tracker](/docs/integrations/yandex-tracker/two-way-sync-with-yandex-tracker/)
## Platform & Settings
*Manage your organization, users, notifications, and platform settings*
URL: https://help.ducalis.io/docs/platform/
Manage your organization, users, notifications, and platform settings. Configure Ducalis to fit your team's workflow.
## Organization
*Explore Organization management to control member access, configure settings, manage billing, and secure your team's data.*
URL: https://help.ducalis.io/docs/platform/organization/
Manage your entire Ducalis account—from team access and billing to security and integrations.
### Team management
- [**Signup mode**](/docs/platform/organization/members-signup-mode/) — Control how new members join via domain-based signup or invitations
- [**Invite teammates**](/docs/platform/organization/inviting-teammates-and-user-roles/) — Share access links or send email invitations to collaborate
- [**Invite from task tracker**](/docs/platform/organization/invite-teammates-from-your-task-tracker-to-your-ducalis-organization/) — Add teammates from your connected tracker with assigned issues
- [**User roles**](/docs/platform/organization/users-roles/) — Understand Owner, Admin, Member, Viewer, and Voter permissions
### Organization settings
- [**Settings**](/docs/platform/organization/organization-settings/) — Configure name, timezone, member access, and security
- [**Account settings**](/docs/platform/organization/account-settings/) — Update your personal avatar, email, and theme preferences
- [**Billing and plans**](/docs/platform/organization/billing-plans-and-trial-period/) — Choose a plan, manage billing, and understand trial periods
- [**Integrations**](/docs/platform/organization/managing-integrations/) — View all task tracker connections from one central page
### Advanced management
- [**Delete data**](/docs/platform/organization/account-or-tracker-complete-removal/) — Permanently remove tracker integrations, members, or your entire account
- [**Board ownership transfer**](/docs/platform/organization/change-the-board-owner/) — Transfer Board ownership to change who manages integrations
- [**Export data**](/docs/platform/organization/export-csv/) — Extract Issues, Users, Ideas, and Voters as CSV files
### Security & compliance
- [**Data security & privacy**](/docs/platform/organization/data-security-privacy/) — Encryption, role-based access, and privacy controls
- [**Data protection**](/docs/platform/organization/data-protection/) — GDPR compliance and your data rights
- [**Enterprise features**](/docs/platform/organization/for-enterprises/) — VPN tunnels, dedicated hosting, SSO, and custom pricing
## Signup mode
*Learn how new members can join your organization via domain-based signup or invitations. Configure registration settings to control team access.*
URL: https://help.ducalis.io/docs/platform/organization/members-signup-mode/
Control how people join your Ducalis Organization. You can allow automatic signup for users with your company domain or restrict access to invitations only.
## Signup modes
Two options are available:
- **Open to anyone with a certain domain** — Users with specified email domains can join automatically
- **Invitation only** — Users can join only through personal invitation links
### Default setting
The default mode depends on the Organization owner's email domain:
- **Public email domain** (Gmail, Outlook, etc.) → **Invitation only**
- **Corporate email domain** (company.com) → **Open to anyone with a certain domain**
You can change this setting anytime.
## Invitation only
In this mode, teammates can join your Organization only through personal invitation links you send them. See [Inviting teammates and user roles](/docs/platform/organization/inviting-teammates-and-user-roles/) for invitation options.
:::warning
If someone with your corporate domain tries to sign up without an invitation, they'll create a new Organization instead of joining yours.
:::
### Configure invitation-only mode
1. On the Dashboard, click **Settings** in the left sidebar.
2. Under **Security**, scroll to **Account users signup mode**.
3. Select **Invitation only**.
## Open to anyone with a certain domain
In this mode, anyone with your specified email domains can join your Organization during registration.
When someone with your domain tries to sign up, they'll see:
1. A prompt asking if they want to join your existing Organization
2. Two options:
- **Yes, join [YourOrgName]** — They become a Member immediately
- **No, skip** — They create a new Organization instead
You can still [send personal invitations](/docs/platform/organization/inviting-teammates-and-user-roles/) to people with other email domains.
### Configure domain-based signup
1. Under **Settings**, scroll to **Account users signup mode**.
2. Select **Open to anyone with a certain domain**.
3. Enter the corporate email domains your teammates use (e.g., `company.com`).
4. Choose the role new members receive automatically.
## Related articles
- [Inviting teammates and user roles](/docs/platform/organization/inviting-teammates-and-user-roles/)
- [User roles](/docs/platform/organization/users-roles/)
## Invite teammates
*Learn how to invite teammates to your organization, share access links or send email invitations, and manage user roles effectively.*
URL: https://help.ducalis.io/docs/platform/organization/inviting-teammates-and-user-roles/
Prioritization works best when done collaboratively. Invite teammates to your organization to involve them in the evaluation process.
## Invite users
1. On your Dashboard, click **Users** in the left sidebar.
2. Click **Invite**.
### Share access link
1. Click **Copy Link**.
2. Share the link with the users you want to invite.
3. Ask them to sign up or sign in via the link.
Users who join via the link will appear as Admins in your organization. You can change their role after they accept the invitation.
### Send email invitations
1. Enter the email addresses of the users you want to invite.
2. If you've integrated a task tracker, choose from the list of tracker users.
3. Choose their role: **Admin** or **Member**.
4. Click **Send Email Invitations**.
Users will receive an email with a link to sign up or sign in to your organization.
## Join an organization
Ask the Owner or an Admin to share an invitation link with you. When you follow the link, you'll join the organization as an Admin.
## Switch between organizations
1. On the Dashboard, click the arrow in the left sidebar.
2. Select the organization you want to switch to from the dropdown.
## Pending invitations
All invitations you've sent that haven't been responded to appear under **Pending**.
You can change the user's role before they accept the invitation.
## Filter users by role
Use the filters at the top to view users by role. The number of users in each role appears next to the filter.
## Delete users from an organization
1. Click **Users** in the left sidebar.
2. Click the **Bin icon** next to the user you want to remove.
:::warning
Users removed from the organization can't log in to it with the same email.
:::
## Related articles
- [User roles and permissions](/docs/platform/organization/users-roles)
- [Invite teammates from your task tracker](/docs/platform/organization/invite-teammates-from-your-task-tracker-to-your-ducalis-organization/)
- [Members signup mode](/docs/platform/organization/members-signup-mode)
## Invite from task tracker
*Learn how to invite teammates from your connected task tracker to collaborate on prioritization and assign them Board roles.*
URL: https://help.ducalis.io/docs/platform/organization/invite-teammates-from-your-task-tracker-to-your-ducalis-organization/
After importing Issues from a connected task tracker, invite assigned users who aren't on the Board yet. This enables collaborative prioritization where everyone working on the backlog sees top priorities and understands how decisions are made.
## Invite notification
When you import Issues with assignees who aren't Board Users, a banner appears suggesting you invite them.
1. Click **Invite** in the notification banner.
2. Click **Invite** again on the confirmation prompt.
The invitation popup opens, showing the number of users working on the backlog compared to current Board Users.
## Select users to invite
Scroll to the bottom of the popup to see all users who need invitations. Select the users you want to invite.
## Assign roles
Each invited user needs a [role](/docs/platform/organization/users-roles/) (Admin, Member, or Viewer). Roles determine permissions for Board actions.
## Bulk invite
To invite multiple users at once:
1. Click **Select All**.
2. Choose a role to assign to all selected users.
## Send invitations
Click **Send Invite** to send all invitations.
Sent invitations appear under **Pending** in **Users** settings until recipients respond.
## Related articles
- [User roles](/docs/platform/organization/users-roles/)
- [Inviting teammates and user roles](/docs/platform/organization/inviting-teammates-and-user-roles/)
- [Integrating and importing Issues from a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
## User roles
*Explore user roles and permissions in Ducalis: Owner, Admin, Member, Viewer, and Voter capabilities for boards, settings, and organization management.*
URL: https://help.ducalis.io/docs/platform/organization/users-roles/
Each user in your organization has a role that determines their permissions. Roles control what users can access and modify, from board management to billing settings. When you [invite teammates](/docs/platform/organization/inviting-teammates-and-user-roles/), you assign them a specific role.
## Available roles
- **Owner** – The user who creates the Ducalis account. To change the Owner, contact us in the chat below.
- **Admin** – Full access to settings, Boards, billing, and user invitations.
- **Member** – Can evaluate Issues, create Issues and Ideas, but can't edit settings or add users.
- **Viewer** – Read-only access. Useful for teammates who occasionally need to check priorities but don't participate in prioritization.
- **Voter** – External users (like customers) who participate on your Public Roadmap (example: [https://feedback.ducalis.io/Ducalis-roadmap](https://feedback.ducalis.io/ducalis-roadmap)). Voters can post and upvote Ideas. There's **no limit** to the number of Voters, and you **never incur charges for them**.
- **Subscribers** – External users with an attributed Ideas, votes, or comments—but they **do receive notifications** from the Voting Board. You charged for Subscribers.
## Permissions by role
| Permissions | Owner | Admin | Member | Viewer | Voter |
| --- | --- | --- | --- | --- | --- |
| **_Boards_** |
| Create Boards | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage Board privacy | ✓ | ✓ | ✗ | ✗ | ✗ |
| Activate toggle to share a Board | ✓ | ✓ | ✗ | ✗ | ✗ |
| Restore/delete Boards | ✓ | ✓ | ✗ | ✗ | ✗ |
| Duplicate Boards | ✓ | ✓ | ✗ | ✗ | ✗ |
| View public Boards | ✓ | ✓ | ✓ | ✓ | ✗ |
| View Backlog page | ✓ | ✓ | ✓ | ✓ | ✗ |
| View Matrix page | ✓ | ✓ | ✓ | ✓ | ✗ |
| | | | | | |
| **_Issues_** |
| Create Issues in Boards | ✓ | ✓ | ✓ | ✗ | ✗ |
| Edit Issues in Boards | ✓ | ✓ | ✓ | ✗ | ✗ |
| Delete Issues in a Board | ✓ | ✓ | ✓ | ✗ | ✗ |
| Evaluate Issues (asking questions included) | ✓ | ✓ | ✓ | ✗ | ✗ |
| Comment on existing questions | ✓ | ✓ | ✓ | ✓ | ✗ |
| Move/Copy Issues between Boards | ✓ | ✓ | ✓ | ✗ | ✗ |
| Mark an Idea as blocks/blocked by/relates to | ✓ | ✓ | ✓ | ✗ | ✗ |
| | | | | | |
| **_Board settings_** |
| Access Board settings | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage Evaluation Criteria | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage Board formulas | ✓ | ✓ | ✗ | ✗ | ✗ |
| Customize table columns | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage custom filters | ✓ | ✓ | ✓ | ✗ | ✗ |
| Manage Board Users | ✓ | ✓ | ✗ | ✗ | ✗ |
| Integrate and import Issues from a task tracker | ✓ | ✓ | ✗ | ✗ | ✗ |
| Activate 2-way sync | ✓ | ✓ | ✗ | ✗ | ✗ |
| Delete Boards | ✓ | ✓ | ✗ | ✗ | ✗ |
| Reset scores | ✓ | ✓ | ✗ | ✗ | ✗ |
| Prioritization habit settings | ✓ | ✓ | ✗ | ✗ | ✗ |
| Limit the number of votes per Idea | ✓ | ✓ | ✗ | ✗ | ✗ |
| | | | | | |
| **_Voting Boards_** |
| Publish Voting Boards | ✓ | ✓ | ✗ | ✗ | ✗ |
| Vote on behalf of a Voter | ✓ | ✓ | ✗ | ✗ | ✗ |
| Reply to customer public comments | ✓ | ✓ | ✓ | ✗ | ✓ |
| Change the progress status of public Idea | ✓ | ✓ | ✓ | ✗ | ✗ |
| View Voting Boards | ✓ | ✓ | ✓ | ✓ | ✗ |
| | | | | | |
| **_Public Ideas_** |
| Create public Ideas from the internal Backlog | ✓ | ✓ | ✓ | ✗ | ✗ |
| Add public Ideas to the internal Backlog | ✓ | ✓ | ✓ | ✗ | ✗ |
| Create Ideas from email | ✓ | ✓ | ✗ | ✗ | ✗ |
| Create Ideas from Telegram | ✓ | ✓ | ✗ | ✗ | ✗ |
| Change an Idea's author | ✓ | ✓ | ✗ | ✗ | ✗ |
| Merge similar Ideas | ✓ | ✓ | ✓ | ✗ | ✗ |
| Unpublish Ideas | ✓ | ✓ | ✓ | ✗ | ✗ |
| Permanently delete Idea | ✓ | ✓ | ✓ | ✗ | ✗ |
| Manage Organization sign-up modes | ✓ | ✓ | ✓ | ✗ | ✗ |
| Create Ideas on Public Roadmap | ✓ | ✓ | ✓ | ✓ | ✓ |
| | | | | | |
| **_Voting Board settings_** |
| Access settings | ✓ | ✓ | ✗ | ✗ | ✗ |
| Customize Voting Boards | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage Voting Boards' signup mode | ✓ | ✓ | ✗ | ✗ | ✗ |
| Set up Auto-status update rules | ✓ | ✓ | ✗ | ✗ | ✗ |
| Switch on/off AI assistant | ✓ | ✓ | ✗ | ✗ | ✗ |
| Set up Voting Idea templates and voting options | ✓ | ✓ | ✗ | ✗ | ✗ |
| Set up Slack notifications | ✓ | ✓ | ✗ | ✗ | ✗ |
| Set up Voting Board access rules | ✓ | ✓ | ✗ | ✗ | ✗ |
| Set up Voting Board email domain | ✓ | ✓ | ✗ | ✗ | ✗ |
| | | | | | |
| _**Release Notes**_ | | | | | |
| Compose Release Notes | ✓ | ✓ | ✓ | ✗ | ✗ |
| Create a Release Notes template | ✓ | ✓ | ✓ | ✗ | ✗ |
| | | | | | |
| _**Release Notes settings**_ | | | | | |
| Configure Release Notes settings | ✓ | ✓ | ✗ | ✗ | ✗ |
| Edit Auto-digest schedule | ✓ | ✓ | ✓ | ✗ | ✗ |
| | | | | | |
| **_Reports_** |
| Create or delete Reports | ✓ | ✓ | ✗ | ✗ | ✗ |
| Edit/update Reports | ✓ | ✓ | ✗ | ✗ | ✗ |
| Activate 2-way sync | ✓ | ✓ | ✗ | ✗ | ✗ |
| | | | | | |
| **_Organization settings_** |
| Access Organization settings | ✓ | ✓ | ✓ | ✗ | ✗ |
| Manage the Organization's profile | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage Organization sign up modes | ✓ | ✓ | ✓ | ✗ | ✗ |
| Manage Organization Users | ✓ | ✓ | ✗ | ✗ | ✗ |
| Manage Users' roles | ✓ | ✓ | ✗ | ✗ | ✗ |
| Set CSV export restrictions | ✓ | ✗ | ✗ | ✗ | ✗ |
| Set up Webhooks | ✓ | ✓ | ✓ | ✗ | ✗ |
| Manage account billing | ✓ | ✓ | ✗ | ✗ | ✗ |
| Delete account | ✓ | ✗ | ✗ | ✗ | ✗ |
## Related articles
- [Invite teammates and assign roles](/docs/platform/organization/inviting-teammates-and-user-roles/)
- [Manage sign-up modes](/docs/platform/organization/members-signup-mode/)
- [Pricing details](https://hi.ducalis.io/pricing)
## Settings
*Learn how to configure organization settings including name, timezone, member sign-up mode, security, and billing options.*
URL: https://help.ducalis.io/docs/platform/organization/organization-settings/
Configure organization-wide settings including name, timezone, member access, security permissions, and billing details.
## Access organization settings
On the Dashboard, click **Settings** in the left sidebar.
:::info
You must be in the organization you want to configure. Switch organizations from the Dashboard to manage a different one.
:::
## Organization name and timezone
1. Change the **organization name** to update how it appears across the platform.
2. Change the **timezone** to match your team's location. Use the search filters to find your timezone quickly.
3. View the **Delete organization** option (irreversible action).
## Security settings
Under **Security** settings, configure access controls and permissions:
1. Grant the hi.ducalis.io team access to your organization for setup assistance.
2. Select the **Organization Users sign-up mode** to control how teammates join your organization. See [Members sign-up mode](/docs/platform/organization/members-signup-mode/) for details.
3. Set restrictions on who can export organization data to CSV.
## Billing
Under **Billing** settings, view your organization's current [plan](https://hi.ducalis.io/pricing) and subscription details.
## Related articles
- [Members sign-up mode](/docs/platform/organization/members-signup-mode/)
- [Account settings](/docs/platform/organization/account-settings/)
- [Invite teammates](/docs/platform/organization/inviting-teammates-and-user-roles/)
## Account settings
*Update your personal account settings including avatar, name, email address, and theme preferences.*
URL: https://help.ducalis.io/docs/platform/organization/account-settings/
Update your personal account settings anytime after creating your account. Change your avatar, name, email address, and theme preferences.
Access settings from **Avatar** in the navigation.
## Avatar
1. Click your avatar.
2. Choose a file from your device.
## Name
1. Click your username below the avatar image.
2. Enter a new name.
## Email address
1. Click **Change email**.
2. Enter your new email address or sign in with Google.
3. Click **Continue with Email**.
4. Enter the verification code sent to your new email address.
## Theme
Choose between Dark classic, Dark, or Light themes.
## Related articles
- [Organization settings](/docs/platform/organization/organization-settings/)
## Billing and plans
*Learn how to choose a plan, manage billing, and understand trial periods for your account.*
URL: https://help.ducalis.io/docs/platform/organization/billing-plans-and-trial-period/
When you create your Ducalis account, you're automatically enrolled in a free Business trial for 14 days with access to all features.
## Free trial
Your trial countdown appears at the top of the screen, showing days remaining.
Upgrade anytime by clicking **Upgrade** or navigating to **Billing** settings.
Choose the plan that fits your needs.
Contact us for custom pricing or enterprise options.
## After trial expiration
When your trial ends, you have two options:
1. Upgrade to a paid plan
2. Continue with the Free plan
## Choose a plan
1. Go to **Plans & Billing**.
2. Select your plan.
3. Adjust the number of users (plans are charged per user).
4. Choose billing frequency (monthly by default, or switch to yearly).
5. Click **Pay** to proceed.
For custom pricing, contact us.
## Complete payment
After clicking **Pay**, you'll be redirected to the payment page.
1. Verify or edit your email address, organization name, and name (auto-filled).
2. Enter your card details.
3. Click **Subscribe**.
View detailed plan features at [https://hi.ducalis.io/billing-plan](https://hi.ducalis.io/billing-plan).
## Edit billing details
1. Go to **Plans & Billing**.
2. Click **Edit billing details**.
## Cancel subscription
Navigate to **Billing** and select the cancellation option. Admin permissions are required to cancel subscriptions.
## Related articles
- [Organization settings overview](/docs/platform/organization/)
- [Invite teammates](/docs/platform/organization/inviting-teammates-and-user-roles/)
## Manage Integrations
*Learn how to manage all task tracker integrations from one central page. Connect new trackers, view instances, and remove integrations.*
URL: https://help.ducalis.io/docs/platform/organization/managing-integrations/
Manage all your task tracker integrations from one central page—the **Integrations** page. View connected trackers, add new connections, and manage existing instances.
## Access the Integrations page
1. Open your Dashboard.
2. Click **Integrations, Billing** in the left sidebar.
3. Select **Integrations**.
The page displays available task trackers in alphabetical order. Connected trackers appear at the top of the list.
## Connect a new task tracker
1. Find the task tracker you want to connect.
2. Click **Connect [task tracker]**.
3. Follow the setup instructions for that specific integration.
## Manage connected integrations
Each connected tracker displays its instances below the tracker name.
From this page, you can:
- **Remove an integration** – Deletes all boards connected to this tracker instance along with their data.
- **Create new boards** – Set up additional boards using the connected tracker.
## Related articles
- [Integrate and import Issues from a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
- [Jira Cloud integration](/docs/integrations/jira-cloud/)
- [Linear integration](/docs/integrations/linear/)
## Delete data
*Learn how to permanently delete tracker integrations, organization members, or your entire account with all data completely erased.*
URL: https://help.ducalis.io/docs/platform/organization/account-or-tracker-complete-removal/
Permanently delete tracker integrations, organization members, or your entire organization account.
## Delete a tracker integration
:::danger
Deleting a tracker integration permanently removes all data from Ducalis—all Boards, Issues, scores, teams, and Criteria. If you reconnect the tracker, you'll have to set everything up from scratch.
:::
1. Go to **Integrations** > **Billing**.
2. Hover over the tracker name and click the bin icon.
3. Confirm the removal in the browser notification.
4. In the pop-up window, type **DELETE**.
5. Click **Erase**.
## Remove an organization member
1. Go to **Users**.
2. Hover over the user you need to remove.
3. Click the bin icon and confirm the removal in the browser notification.
The user will be blocked from your Organization and cannot log in. They'll remain on the list of Organization members as blocked.
You can restore their access anytime.
:::info
To delete the user completely, contact us in the chat.
:::
## Delete the entire organization
:::danger
Deleting your Organization permanently removes all data—all Workspaces, Boards, Users, Voters, Criteria, scores, and integrations. This action cannot be undone.
:::
1. Go to **Organization settings**.
2. Click **Delete this account**.
3. Confirm the removal in the browser notification.
4. In the pop-up window, type **DELETE**.
5. Click **Erase**.
## Related articles
- [Organization settings](/docs/platform/organization/organization-settings/)
- [Invite teammates](/docs/platform/organization/inviting-teammates-and-user-roles/)
## Board ownership transfer
*Learn how to transfer Board ownership to another user for managing task tracker integrations and sync settings.*
URL: https://help.ducalis.io/docs/platform/organization/change-the-board-owner/
Transfer Board ownership to change which user manages the task tracker integration and sync settings for a Board.
:::info Prerequisites
Only required for [Boards connected to a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/).
:::
## When to transfer ownership
Transfer Board ownership when:
- The current owner leaves the team
- Integration management responsibilities change
- A different user needs admin access to the task tracker
The new owner must have admin access to the connected task tracker to manage Sync Back.
## Transfer ownership
Only the user who will become the new Board owner can complete this process.
1. Go to **Sync Settings**.
2. Scroll down to **Sync** and open the Board owner section.
3. Click **Change Owner**.
4. Authorize Ducalis to access your task tracker account.
The Board owner has been updated. The new owner can now manage integration settings and Sync Back configuration.
## Related articles
- [Integrating and importing Issues from a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
- [User roles](/docs/platform/organization/users-roles/)
## Data security & privacy
*Learn how we protect your data with encryption, role-based access, privacy controls, and GDPR compliance to keep your information secure.*
URL: https://help.ducalis.io/docs/platform/organization/data-security-privacy/
We protect your data with encryption, role-based access controls, and privacy settings to prevent unauthorized access and data breaches.
## Data encryption & storage
All communication between our servers and task trackers uses encrypted connections. We store only the data that matches your board filters—everything else is excluded.
All authentication tokens and API keys are encrypted on our servers and never stored in plain text.
hi.ducalis.io cannot access your backlog unless you share it with us. You control exactly how and when you share data.
## Board privacy controls
Ducalis restricts all Boards to invited teammates by default. Board Owners and Admins can [share Boards with others using a link](/docs/prioritization/boards/public-and-private-boards/).
We back up our servers regularly to protect against data loss.
## Role-based access
Access levels vary based on user roles, responsibilities, and data sensitivity. Ducalis provides Admin, Member and Viewer roles, plus Workspace-level permissions for enterprise accounts.
Read more about [user roles](/docs/platform/organization/users-roles/).
## Board privacy settings
Board privacy determines who can view, evaluate, or modify a Board. You can configure Boards as public or private.
Read more:
- [Prioritization Board privacy](/docs/prioritization/boards/public-and-private-boards/)
- [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
## Signup & domain claiming
Control who joins your Organization with two signup options:
- **Domain registration** — Users can register with your domain name. Add security by claiming a domain to keep teammates in the right Workspace.
- **Invitation only** — Users can join only when invited.
Read about [signup modes](/docs/platform/organization/members-signup-mode/).
## Account & data deletion
Under GDPR, any user can delete their account. All data—including Issues, task tracker connections, emails, votes, names, and comments—is permanently deleted.
## Payment security
We don't store credit card information (except billing email and name) on our servers. All payments are processed through our partner Stripe.
## GDPR compliance
Ducalis adheres to Europe's General Data Protection Regulation (GDPR). We've implemented technical and organizational security measures to protect customer personal data and help you meet your GDPR requirements.
## Related articles
- [Connect your task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
- [User roles & permissions](/docs/platform/organization/users-roles/)
- [Start prioritizing](/docs/prioritization/issues/creating-issues/)
## Data protection
*Learn how we protect your data under GDPR, including your rights to access, rectification, erasure, and portability. Understand data protection principles and request procedures.*
URL: https://help.ducalis.io/docs/platform/organization/data-protection/
We protect your sensitive data according to GDPR (General Data Protection Regulation)—a set of rules designed to give you more control over your personal data. It simplifies the regulatory environment so both citizens and businesses can fully benefit from the digital economy.
## Data protection principles
We process your data according to seven protection and accountability principles outlined in [GDPR Article 5.1-2](https://gdpr.eu/article-5-how-to-process-personal-data/):
- **Lawfulness, fairness, and transparency** — Processing is lawful, fair, and transparent to you.
- **Purpose limitation** — We process data only for the legitimate purposes specified explicitly to you when we collect it.
- **Data minimization** — We collect and process only as much data as absolutely necessary for the purposes specified.
- **Accuracy** — We keep your personal data accurate and up to date.
- **Storage limitation** — We store personally identifying data only for as long as necessary for the specified purpose.
- **Integrity and confidentiality** — We process data in a way that ensures appropriate security, integrity, and confidentiality.
- **Accountability** — We're responsible for demonstrating GDPR compliance with all of these principles.
## Your data protection rights
You're entitled to the following rights:
- **Right to access** — Request copies of your personal data. We may charge a small fee for this service.
- **Right to rectification** — Request that we correct any information you believe is inaccurate, or complete information you believe is incomplete.
- **Right to erasure** — Request that we erase your personal data under certain conditions.
- **Right to restrict processing** — Request that we restrict the processing of your personal data under certain conditions.
- **Right to object to processing** — Object to our processing of your personal data under certain conditions.
- **Right to data portability** — Request that we transfer the data we've collected to another organization, or directly to you, under certain conditions.
## Reasons for erasure request
Given the sensitive nature of erasing personal data, [GDPR Article 17(1)](https://gdpr.eu/article-17-right-to-be-forgotten/) requires certain conditions to be met before a request may be considered.
Supply us with the reason you want your data erased:
- Your personal data is no longer necessary for the purposes for which we originally collected it.
- You no longer consent to our processing of your personal data.
- You object to our processing of your personal data as is your right under Article 21 of the GDPR.
- Your personal data has been unlawfully processed.
- We're subject to a legal obligation of the EU or Member State that requires the erasure of your personal data.
- You're a child, you represent a child, or you were a child at the time of the data processing, and your personal data was used to offer you information society services.
## Contact us
To exercise any of these rights, contact us at hello@ducalis.io.
## Related articles
- [Data security and privacy](/docs/platform/organization/data-security-privacy)
- [For enterprises](/docs/platform/organization/for-enterprises)
## Enterprise features
*Discover enterprise features including VPN tunnels, dedicated hosting, SSO with ADFS or Keycloak, custom pricing, and dedicated onboarding to scale securely.*
URL: https://help.ducalis.io/docs/platform/organization/for-enterprises/
Build a single source of truth that connects your data, workflows, and teams so you can all move faster together.
## Enterprise-grade security integrations
### Network integration via VPN tunnel
Create a secure site-to-site (network-to-network) VPN tunnel between our server and your server.
- Encryption ensures data can't be intercepted or read by unauthorized parties
- All data in the tunnel is protected from outsiders
Contact us to set up a VPN tunnel.
### Dedicated data hosting server
Deploy a separate server for your organization with its own database and specific URL.
When combined with a VPN tunnel and whitelisted access for employees, the server is completely shielded from the outside world.
Use dedicated hosting if you need:
- To restrict access from a specific country
- Access from a certain IP address
- Your own database
Contact us to set up dedicated hosting.
### Server region selection
Select your server region during instance setup. Choose the region closest to your target audience or with the best performance for your specific use case.
Contact us to configure server region selection.
### Single Sign-On (SSO) with ADFS or Keycloak
Enterprise Admins can securely deploy Ducalis to their organizations with Single Sign-On (SSO) using ADFS or Keycloak.
- **SSO via ADFS** lets users access multiple applications with a single set of login credentials. This improves security by reducing the number of passwords users need to remember and lets organizations centrally manage and enforce password policies.
- **SSO via Keycloak** lets users authenticate and access multiple applications with a single set of login credentials using the Keycloak authentication server.
Contact us to configure SSO.
### Personal Access Tokens (Jira Server)
Personal access tokens (PATs) are a secure way to use scripts and integrate Ducalis with your Jira Server application.
Personal access tokens are a safe alternative to using a username and password for authentication with various services.
Contact us to set up Personal Access Tokens.
## Payment options
Key details for enterprise subscription:
- Only annual subscription available
- Ducalis accepts bank transfers, invoices, and credit cards (contact us if these methods aren't suitable)
- You'll get all features
Payment options for Ducalis:
- **Custom pricing:** We offer custom pricing based on your organization's specific needs and requirements. This can include additional features or integrations not available in standard pricing plans.
- **One-time purchase:** In some cases, enterprise customers can purchase Ducalis for a one-time fee.
**Have questions?** Contact us via chat. We usually reply within minutes.
## Data security
Secure sensitive data from unauthorized access with data loss prevention and other security measures.
- We back up our servers regularly to guarantee against information loss
- All traffic between our servers and task trackers is encrypted
- We retrieve from task trackers only the information that fits Board filters. Everything else isn't stored
- All tokens and keys are encrypted on the server and aren't stored in clear form
- Ducalis doesn't have access to your backlog unless you share it with us
Learn more about [Security and protection](/docs/platform/organization/data-security-privacy/).
## Dedicated training sessions
Book unlimited remote training sessions for your collaborators to help your organization succeed.
## Enterprise-level onboarding
Get started with speed and focus with a dedicated product management specialist and use case-specific onboarding.
Get priority customer support. Our team provides all the technical guidance and industry expertise you need.
Ask any questions you have.
## Book a demo
Book a call to get a personalized and detailed understanding of Ducalis.
1. **Learn more about the service:** Ask questions, see the service in action, and get a better sense of how it can meet your needs.
2. **Get personalized recommendations:** Get tailored advice to make a more informed decision about whether Ducalis is the right fit for you.
3. **Save time and effort:** Get the information you need in a more efficient and interactive way.
## Related articles
- [Data security and privacy](/docs/platform/organization/data-security-privacy/)
- [Data protection](/docs/platform/organization/data-protection/)
## Export data
*Learn how to export Issues, Users, Ideas, and Voters from your account as CSV files for analysis.*
URL: https://help.ducalis.io/docs/platform/organization/export-csv/
Export data from Ducalis as CSV files to analyze your backlog, user lists, Ideas, and Voters in external tools.
## What you can export
- [**Issues**](/docs/platform/organization/export-csv/#export-issues) from your Backlog
- [**Users**](/docs/platform/organization/export-csv/#export-users) from your Organization
- [**Ideas**](/docs/platform/organization/export-csv/#export-ideas) from your Voting Board
- [**Voters**](/docs/platform/organization/export-csv/#export-voters) from your All Voters
## Export Issues
1. Open the **Backlog** page.
2. Click the table customization icon, then select **CSV export**.
3. A window will pop up giving you options to choose the **Format of export**.
**Excel-friendly CSV**
Optimized specifically for opening in Microsoft Excel.
Uses formatting that Excel recognizes automatically (for example, separators and encoding).
Reduces issues with incorrect column separation, broken characters, or formatting when opened in Excel.
Best if you plan to open the file directly in Excel.
**Standard CSV**
Uses a universal CSV format following common standards.
Designed for compatibility with many tools, systems, and data processing pipelines.
Best if the file will be imported into other software, databases, or scripts.
4. Click **Generate new export file**.
5. And then **Download CSV**.
The CSV file includes Alignment scores, total scores, votes, and all visible table columns.
## Export Users
1. From the Dashboard, navigate to **Users**.
2. Click the **CSV icon** at the top right above the users list.
3. A window will pop up giving you options to choose the Format of export.
**Excel-friendly CSV**
Optimized specifically for opening in Microsoft Excel.
Uses formatting that Excel recognizes automatically (for example, separators and encoding).
Reduces issues with incorrect column separation, broken characters, or formatting when opened in Excel.
Best if you plan to open the file directly in Excel.
**Standard CSV**
Uses a universal CSV format following common standards.
Designed for compatibility with many tools, systems, and data processing pipelines.
Best if the file will be imported into other software, databases, or scripts.
4. Click **Generate new export file**.
5. After generation completes, click **Download**.
The CSV file includes user names, email addresses, [roles](/docs/platform/organization/users-roles/), dates added to the Organization, active status, and other details.
## Export Ideas
1. Open your Voting Board.
2. Click the table customization icon, then click the **CSV icon**.
3. A window will pop up giving you options to choose the **Format of export**.
**Excel-friendly CSV**
Optimized specifically for opening in Microsoft Excel.
Uses formatting that Excel recognizes automatically (for example, separators and encoding).
Reduces issues with incorrect column separation, broken characters, or formatting when opened in Excel.
Best if you plan to open the file directly in Excel.
**Standard CSV**
Uses a universal CSV format following common standards.
Designed for compatibility with many tools, systems, and data processing pipelines.
Best if the file will be imported into other software, databases, or scripts.
4. Click **Generate new export file**.
5. After generation completes, click **Download CSV**.
The CSV file includes Idea names, creation dates, authors, vote counts, Voter lists, and other details.
## Export Voters
1. From the Dashboard open **All Voters**.
2. Click the CSV icon at the top right above the voters list.
3. A window will pop up giving you options to choose the Format of export.
**Excel-friendly CSV**
Optimized specifically for opening in Microsoft Excel.
Uses formatting that Excel recognizes automatically (for example, separators and encoding).
Reduces issues with incorrect column separation, broken characters, or formatting when opened in Excel.
Best if you plan to open the file directly in Excel.
**Standard CSV**
Uses a universal CSV format following common standards.
Designed for compatibility with many tools, systems, and data processing pipelines.
Best if the file will be imported into other software, databases, or scripts.
4. Click **Generate new export file**.
5. After generation completes, click **Download CSV**.
The CSV file includes Voter names, email addresses, Companies, Changelog subscription status, and other details.
## Restrict export permissions
Control who can export data from your Organization.
1. Open **Settings** → **Security** → **CSV Export Restrictions**.
2. Select one of the following options:
- **Account owner** only
- **All Admins and Members**
- **All Admins**
## Export history
View export history under **Export log**.
Each entry shows who exported data and when.
## Related articles
- [Users and roles](/docs/platform/organization/users-roles/)
- [Import Issues from CSV](/docs/prioritization/issues/importing-issues-from-a-csv-file/)
- [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
## Filters and Search
*Explore filter creation, sharing, and search tools to find specific issues and ideas across Ducalis boards quickly.*
URL: https://help.ducalis.io/docs/platform/filters/
Find specific issues and ideas across your boards using filters, labels, and search.
- [**Create and manage filters**](/docs/platform/filters/how-to-create-and-use-filters/) — Build one-board and all-boards filters to focus on specific data
- [**Filter options**](/docs/platform/filters/filter-ideas-under-the-voting-board-admin-view/) — Explore filter types by Voter data, Alignment, Criteria, and task tracker fields
- [**Duplicate a filter**](/docs/platform/filters/duplicate-a-filter/) — Copy existing filters to create variations quickly
- [**Share via URL**](/docs/platform/filters/how-to-share-a-filter-using-its-url-link/) — Send filter links to teammates with board access
- [**Filters and search**](/docs/platform/filters/filters-labels-and-quick-search/) — Navigate Voting Boards using filters, tags, and quick search
- [**Board navigation**](/docs/platform/filters/switching-between-boards-and-boards-filters/) — Switch between boards using keyboard shortcuts and filters
## Create and manage filters
*Learn how to create, save, and manage filters to quickly find specific issues and ideas across your boards. Control filter visibility and access.*
URL: https://help.ducalis.io/docs/platform/filters/how-to-create-and-use-filters/
Filters narrow down data to help you focus on specific issues or ideas. You can create filters for the current board (**One-Board Filter**) or across all boards (**All-Boards Filter**).
## Create a one-board filter
One-board filters apply only to the current board you're viewing.
1. Click the **filter icon** in the top right corner of the table.
2. Select **One-Board Filters** and click **New**.
3. Search or select the filter field you want to create. Available filters include Ducalis fields, Public idea fields, Criteria alignment, Alignment fields, and task tracker fields (if connected).
4. Choose parameters for the selected filter field.
5. To add another filter field, click **+**.
6. Name your filter and click **Save**.
Saved filters are visible to everyone on the board. If you don't save a filter, it disappears when you finish using it.
### Add a filter to favorites
When you create and save a filter, it's automatically added to your favorites. Favorite filters (marked with a star) appear on the panel above for easy access. These favorites are visible only to you.
You can also add a filter created by a teammate to your favorites.
## Create an all-boards filter
All-boards filters apply across all boards. Use them to track specific issues or ideas from multiple boards simultaneously, or to reuse the same filters without creating them on each board.
1. Click the **filter icon**, select **All-Boards Filter**, and click **New**.
2. Search or select the filter field you want to create. Available filters include Ducalis fields, Public idea fields, Criteria alignment, Alignment fields, and task tracker fields (if connected).
3. To add another filter field, click **+**.
4. Name your filter and click **Save**.
5. A warning message states that this filter will be applied to all boards. Click **Confirm**.
The filter appears in your dropdown menu.
:::info
Saved filters are visible to everyone on all boards.
:::
### Pin a filter
Pin a filter to make it appear on the panel above for easy access.
Pinning a filter makes it visible for all users on all boards in the panel.
## Reorder filters
Reorder filters to make frequently used filters easier to find.
1. Click the filter dropdown arrow to display the list of available filters.
2. Hover over the filter you want to move, then click and drag it to the desired position.
3. The new position is applied to the filter panel and displays in your preferred order.
:::warning
Reordering applies to all users on all boards.
:::
## Edit a filter
1. Click the **filter icon**, hover over the filter you want to edit, and click the **edit icon**.
2. Change parameters, add or remove filter fields as needed.
3. Click **Save** when you're done editing.
:::info
All-boards filter changes apply to all boards and all users. One-board filter changes apply to the current board only, but for all users.
:::
## Delete a filter
To delete a filter, click the **trash icon**, then click **Confirm**.
:::warning
Deleting a filter removes it for all users on all boards (for both one-board and all-boards filters).
:::
By effectively using filters, you can enhance productivity and stay on top of critical tasks across all your boards.
## Related articles
- [Filter options](./filter-ideas-under-the-voting-board-admin-view.mdx)
- [Duplicate a filter](./duplicate-a-filter.mdx)
- [Share via URL](./how-to-share-a-filter-using-its-url-link.mdx)
## Filter options
*Explore all filter types for Ideas and Issues—by Voter data, Alignment, Criteria, linked Issues, and task tracker fields.*
URL: https://help.ducalis.io/docs/platform/filters/filter-ideas-under-the-voting-board-admin-view/
Filter Ideas and Issues to find specific items using multiple filter types—by Voter data, Alignment, Criteria, linked Issues, and task tracker fields.
## Available filter types
You can filter by:
- **Voting Board data** — Voter email, Company, number of Voters, number of votes
- **Linked Issue data** — Labels, assignees, progress status, scores, Issue type, source
- **[Alignment](/docs/prioritization/results/alignment/)** — Criteria Alignment metrics
- **[Criteria](/docs/prioritization/setup/criteria/)** — Evaluation Criteria used to score linked Issues
- **Task tracker data** — Fields from connected task trackers (Jira Cloud, Linear, etc.)
## Access filters
1. Click the filter icon.
2. Select a filter from the dropdown list.
## Voting Board data
Filter by Voter email, Company, number of Voters, votes, and other Voting Board-specific data. These filters display a voting board icon.
## Linked Issue data
Filter by data from Issues linked to Ideas—labels, assignees, progress status, scores, Issue type, source, and more.
## Alignment data
Filter by Criteria Alignment metrics from the [Alignment page](/docs/prioritization/results/alignment/).
## Criteria
Filter by [Criteria](/docs/prioritization/setup/criteria/) from your prioritization framework.
## Task tracker data
Filter by fields from connected task trackers (Jira Cloud, Linear, ClickUp, etc.) when your Board has an integration enabled.
## Current User filter
Use the **Current User** filter to display Issues assigned to whoever is viewing the filter. This works across Ducalis and connected task trackers, regardless of username differences.
Instead of creating a separate filter for each team member, one filter dynamically shows each user's assigned Issues. This keeps table views clean and minimal.
## Related articles
- [Create and manage filters](./how-to-create-and-use-filters.mdx)
- [Duplicate a filter](./duplicate-a-filter.mdx)
- [Share via URL](./how-to-share-a-filter-using-its-url-link.mdx)
## Duplicate a filter
*Learn how to duplicate a filter to create variations quickly without starting from scratch. Copy filters on your board to reuse and customize them.*
URL: https://help.ducalis.io/docs/platform/filters/duplicate-a-filter/
Duplicate a filter to create a copy with the same settings. This saves time when you need similar filters with small variations.
## To duplicate a filter
1. From the dropdown menu, select the filter you want to duplicate and click the icon.
2. A copy of the filter will appear on the page.
3. Edit the filter as needed.
4. Click **Save Filter**.
5. Enter a new filter name and click **Confirm**.
6. The filter is now ready and added to **Favorites**.
## Related articles
- [Create and manage filters](./how-to-create-and-use-filters.mdx)
- [Filter options](./filter-ideas-under-the-voting-board-admin-view.mdx)
- [Share via URL](./how-to-share-a-filter-using-its-url-link.mdx)
## Share via URL
*Learn how to share filter settings with teammates by copying the URL. Anyone with the link and permissions can view your filtered view.*
URL: https://help.ducalis.io/docs/platform/filters/how-to-share-a-filter-using-its-url-link/
Sharing a filter via URL link is a simple way to ensure others can view the specific filter settings you've created. Follow the steps below to generate and share the filter link.
## Step-by-step instructions
### Apply the filter
1. First, navigate to the board where you've set up your filter.
2. Select or configure the filter you want to share.
### Copy the URL
1. Once the filter is applied, your browser's URL will update to reflect the filter parameters.
2. Simply copy the URL from the address bar.
3. Or copy the link from the filter dropdown list.
### Share the URL
1. Paste the copied URL into an email, chat, or document to share it with others.
2. The recipient can click the link to access the filtered view with the same settings you applied.
This method allows anyone with the link and the right permissions to see the exact filtered view you've created.
## Related articles
- [Create and manage filters](./how-to-create-and-use-filters.mdx)
- [Filter options](./filter-ideas-under-the-voting-board-admin-view.mdx)
- [Duplicate a filter](./duplicate-a-filter.mdx)
## Filters and search
*Learn how to use filters, labels, and quick search to navigate Voting Boards and locate ideas quickly.*
URL: https://help.ducalis.io/docs/platform/filters/filters-labels-and-quick-search/
Use filters, tags, and quick search to navigate the Voting Board and locate ideas quickly.
## Filter ideas
Filter ideas at the top of the Voting Board to view specific subsets:
- **My Ideas** – Ideas you created
- **My votes** – Ideas you voted for
- **Labels** – Ideas with specific labels
## Add labels to ideas
Add labels when creating an idea or to existing ideas on the Voting Board.
1. Go to the Voting Board and select an idea.
2. Open the card, go to **Add Labels**, and click to create or choose an existing label.
## Quick search
Search for ideas by clicking the **search icon** in the top right corner, or press `/` on your keyboard.
## Related articles
- Learn how you and customers can [configure Voting Board notifications](/docs/integrations/slack/notifications/) to stay updated on the activities happening on the Voting Board
## Global Search
*Learn how to quickly navigate between Boards, issues and ideas.*
URL: https://help.ducalis.io/docs/platform/filters/switching-between-boards-and-boards-filters/
Quickly search Boards, Ideas and Issues using keyboard shortcuts or the search feature.
## Issues and Ideas Search
Global workspace search using Cmd+K now lets you find tasks and ideas across your entire workspace instead of searching within individual boards, so you can quickly locate any task without remembering which board it's on.
## Board search and switching
Use the search icon to open the board searcher. Type to search for any Board you have access to.
The list shows all Boards you have access to with helpful status indicators.
### Report board indicators
Report boards show the number of prioritization Boards included in the report.
### Prioritization board indicators
Prioritization Boards display several status indicators:
**1. Issues to evaluate**
If you're an Estimator, you'll see the number of Issues awaiting your evaluation.
**2. Voting Board status**
An icon indicates whether the Board has a Voting Board published on the web.
**3. Board sharing status**
Shows whether the prioritization Board is shared with other users.
**4. Task tracker connection**
Displays which task tracker (if any) the Board is connected to.
## Dashboard filters
Use Dashboard filters to narrow down the Board list by type, permission level, or status.
### All Boards
View all Boards in your Organization.
### My estimations
Shows prioritization Boards with Issues you need to evaluate.
### Can view
Lists prioritization Boards you can view but aren't an active participant on.
### Reports
Shows all Report Boards in your Organization.
### Voting
Displays all prioritization Boards with active Voting Boards.
## Related articles
- [Create and manage filters](./how-to-create-and-use-filters.mdx)
- [Filter options](./filter-ideas-under-the-voting-board-admin-view.mdx)
- [Duplicate a filter](./duplicate-a-filter.mdx)
## AI
*Explore AI features to generate announcements, create public Ideas, and write backlog issue descriptions automatically with Ducalis.*
URL: https://help.ducalis.io/docs/platform/ai/
Use AI to automate content creation across Ducalis.
- [**Create Announcements Using AI**](/docs/platform/ai/create-announcements-using-ai/) — Generate release announcements automatically when Ideas reach Done status
- [**Create Public Ideas Using AI**](/docs/platform/ai/create-public-ideas-using-ai/) — Transform internal Issues into detailed, public-facing Ideas for your Voting Board
- [**Create Backlog Issues Using AI**](/docs/platform/ai/create-backlog-issues-using-ai/) — Rewrite brief notes into clear, detailed issue descriptions with one click
## Create Public Ideas Using AI
*Learn how to use AI to create detailed, public-facing Ideas for your Voting Board from internal backlog Issues automatically.*
URL: https://help.ducalis.io/docs/platform/ai/create-public-ideas-using-ai/
When creating public Ideas for your [Voting Board](/docs/feedback-voting/voting-boards/voting-board/) from internal backlog Issues, you can use AI to generate detailed, easy-to-understand descriptions automatically.
Save tons of time when you have a lot of Issues in your backlog that you want to create public versions of to add to your Voting Board.
```mermaid
flowchart LR
I[Internal Issue] -->|AI Generates| P[Public Idea]
P -->|Review & Edit| V[Voting Board]
```
## Switch the AI on
By default, the feature is on. In case it is not, you can switch it under the **Voting Board settings** found on the **Voting Board admin page**.
Go to **Automation** then scroll down to **Ducalis AI**.
## Creating Idea
In the Issue card, click **Create Public Idea with AI**.
The AI will generate a public Idea.
You can go through it. If you like it, click **Create Idea**, and if you do not, you can click **Rewrite Idea** for the AI to generate another Idea.
Once you click the **Create Idea** button, the Idea will be created. You can add labels, and then publish the Idea.
Generated Idea on the Voting Board.
## Related articles
- [Create Announcements Using AI](/docs/platform/ai/create-announcements-using-ai)
- [Create Backlog Issues Using AI](/docs/platform/ai/create-backlog-issues-using-ai)
- [Voting Board overview](/docs/feedback-voting/voting-boards/voting-board/)
## Create Announcements Using AI
*Learn how to create release announcements using AI for completed features. Generate, edit, and publish announcement drafts automatically when Ideas reach Done status.*
URL: https://help.ducalis.io/docs/platform/ai/create-announcements-using-ai/
Use Ducalis AI to create announcements for your releases. Save the time needed to create an announcement manually each time you release a feature you want your users to know about.
## Switch the AI On
By default, the feature is on. If it is off, you can switch it on under the **Automation settings**.
## Creating an Announcement in Advance
In the idea card, click **Announcement**.
Ducalis AI will generate an announcement.
Go through the announcement description, if you like it, click **Save Announcement**, and if you do not, click **Rewrite Announcement** for the AI to generate another announcement description.
**Approve** the announcement so that when the idea is moved to done, the announcement will be posted on the [Changelog page](/docs/release-notes/the-changelog-page/) when you move the idea to Done status.
## Automatic Announcement Creation
When you move an idea to the Done status the announcements will be automatically created. You must approve it so it is posted on your changelog page.
## Announcements in Release Notes
Announcements created are also added to [Release notes](/docs/release-notes/what-are-release-notes/).
You can prompt the AI to rewrite the announcement.
If the announcement has not been approved, you can do so as you are creating the Release note.
If you add an idea without announcement, you can quickly generate one with Ducalis AI.
## Related articles
- [Changelog page](/docs/release-notes/the-changelog-page/)
- [Release Notes](/docs/release-notes/what-are-release-notes/)
- [Create Public Ideas Using AI](/docs/platform/ai/create-public-ideas-using-ai/)
- [Create Backlog Issues Using AI](/docs/platform/ai/create-backlog-issues-using-ai/)
## Create Backlog Issues Using AI
*Learn how to use AI to generate clear, detailed issue descriptions from brief notes with one click. Save time writing and improve team clarity.*
URL: https://help.ducalis.io/docs/platform/ai/create-backlog-issues-using-ai/
When creating issues for your backlog, you can use AI to rewrite the descriptions. It helps you create detailed and easy-to-understand descriptions for your backlog issues with just a single click.
AI rewrites your issue descriptions using simple, clear language—making them easier for your team to understand and act on. Whether you're working with vague input or just want a more polished version, AI can help you:
- Add missing context
- Clarify vague statements
- Improve readability
- Save time on writing
## How to use the AI rewrite feature
### On Issue Card
1. Go to your backlog. Navigate to the **Backlog** section where your issues are listed.
2. Select an issue. Click on an issue you'd like to improve.
3. Click "Rewrite Issue". You'll see a button labeled **Rewrite Issue** near the description field. Click it.
4. Review the new description. AI will rewrite the description instantly.
You can:
- Accept it as is—click **Update Issue**
- Rewrite one more time—click **Try again**
- Or discard and keep your original version—click **Cancel**
### On Voting Idea Card
1. Go to Voting board.
2. Select an Idea that not in a backlog and click **+New**.
3. Click **Generate issue by AI**.
AI uses the [Issue Description Template](/docs/prioritization/issues/issue-description-template/) to generate the issue. To create without a template, click **In Ducalis only**.
4. The issue description will be created.
5. Review the new description.
You can:
- Accept it as is—click **Create Issue**
- Rewrite one more time—click **Try again**
- Or discard and keep your original version—click **Cancel**
## Tips for best results
- Edit the [Issue Description Template](/docs/prioritization/issues/issue-description-template/) to rewrite issue using it.
- Include as much relevant information as possible before hitting "Rewrite Issue".
- Use bullet points or short notes—AI will expand them into complete, readable descriptions.
## Related Articles
- [Create Announcements Using AI](/docs/platform/ai/create-announcements-using-ai/)
- [Create Public Ideas Using AI](/docs/platform/ai/create-public-ideas-using-ai/)
## Notifications
*Explore notification settings to stay informed about Issues, Ideas, votes, and team updates via email, Slack, or Mattermost.*
URL: https://help.ducalis.io/docs/platform/notifications/
Stay informed about prioritization progress, Voting Board activity, and team updates through email and chat notifications.
- [**Personal notifications**](/docs/platform/notifications/my-notifications/) — Control your own email and chat alerts for tasks and Ideas
- [**Team Notifications**](/docs/platform/notifications/team-notifications/) — Set up shared Slack or Mattermost channels for team-wide updates
- [**Voter notifications**](/docs/platform/notifications/voting-board-notifications-for-voters/) — Configure email alerts for Voters about status changes and comments
- [**Email digest**](/docs/platform/notifications/voting-board-email-digest/) — Receive daily Voting Board activity summaries in your inbox
## Personal notifications
*Manage personal email and chat notifications for tasks, Ideas, and account updates in your workspace.*
URL: https://help.ducalis.io/docs/platform/notifications/my-notifications/
Where to find personal notifications in Ducalis and how to manage them.
Notifications can be:
- personal (found in My Notifications)
- [team-wide (found in Team Notifications).](/docs/platform/notifications/team-notifications/)
Notification are categorized into their functionality: Prioritization Notifications, Voting Board Notifications, Account Updates.
You can receive **personal notifications via email (by default) and Mattermost.**
A green icon next to a notification will signify this method is enabled an a gray icon color will signify it is disabled.
## Accessing to My Notifications
Go to **Settings** > **My Notifications** to manage your personal notifications.
## Prioritization Notifications
They are alerts that inform users personally about updates, changes, or actions related to the prioritization of tasks.
### Evaluation Reminder
Daily new tasks require evaluation when a sprint has fewer than 30 days left. You will receive a reminder about how many issues each you should evaluate before the sprint ends.
### Team Sprint Reports
Weekly status of evaluation tasks per team member.
You can set the sending day in Board Sprint Settings.
### Personal Ping
You can get notifications when a user nudges you to evaluate tasks.
You also can ping your teammates to evaluate backlog in Evaluation Progress:
### Manual Score Reset
Receive notifications when teammates [reset scores](/docs/sprint-planning/score-expiration/) and you need to re-evaluate.
You can reset all scores in **Sprint Planning > Score Expiration**:
### Issue Watcher
For issues that you are watching, you can get email notifications on any updates for those issues.
### Questions
Questions and comments on the issues a user is discussing with their teammates.
### Data Import Status
If the manual sync between Ducalis and your task tracker takes more than one minute, you'll receive this notification if you have this sync enabled.
## Voting Boards Notifications
They are alerts that inform users personally about updates, changes, or actions related to the voting ideas from Voting boards.
### Daily Digest
Get a daily email with a summarized report of voting board activities. The summary will be the latest information as of the previous day. Information in the email included new ideas, subscribers, comments, and upvotes.
### Comments
Get notifications about new comments for any idea.
### Voting Ideas
Receive notifications about new ideas created in the voting board.
### Voting Inbox Reminder
Receive notifications about the reminder to cleanup your ideas' Inbox.
## Account Updates
The types of updates that don't belong to boards, ideas, or tasks, but depend on account settings activities.
### Onboarding Help
You will get emails with any settings tips, special offers, questions about your needs and your account.
### Resend Invite
In cases where you send invites that don't get responded to on time, you can receive reminder notifications to resend those invites.
### Board Invitation
You'll receive a notification when any of your teammates invites you to a board.
### Invite accepted by domain
If you or your teammate set up that new users can join into your organization via the [company's domain](/docs/platform/organization/members-signup-mode/), you can choose to get notified when a user joins.
### Invite accepted by email invitation
Get notified about users who accept your email invitations and join your organization.
## Configuring Notifications
You can configure the email notifications according to your liking.
1. Activate or disable notifications
2. Choose which boards you want to receive notifications from: all boards or specific ones.
3. Unsubscribe from all notifications in one click.
## Related articles
- [Team Notifications](/docs/platform/notifications/team-notifications/)
- [Email Digest](/docs/platform/notifications/voting-board-email-digest/)
- [Slack Notifications](/docs/integrations/slack/notifications/)
- [Mattermost Notifications](/docs/integrations/mattermost/notifications/)
- [Telegram Notifications](/docs/integrations/telegram/notifications/)
## Team Notifications
*Learn how to set up team-wide notifications via Slack or Mattermost for sprint reports, voting board activity, new ideas, comments, and votes.*
URL: https://help.ducalis.io/docs/platform/notifications/team-notifications/
Team notifications keep your entire team informed about prioritization progress, voting board activity, and account updates through Slack or Mattermost. Unlike [personal notifications](/docs/platform/notifications/my-notifications/), team notifications are sent to shared channels where everyone can see them.
## Available integrations
You can receive team notifications through:
- **Slack** – See [Slack Notifications](/docs/integrations/slack/notifications/)
- **Mattermost** – See [Mattermost Notifications](/docs/integrations/mattermost/notifications/)
A green icon indicates an enabled notification method. A gray icon indicates it's disabled.
## Notification categories
Team notifications are organized into three categories:
- **Prioritization Notifications** – Updates about evaluation progress
- **Voting Board Notifications** – Activity from your voting boards
- **Account Updates** – Changes to your organization
## Prioritization Notifications
### Team Sprint Reports
Receive a weekly summary of evaluation tasks per team member, showing who has completed their assessments and what remains pending.
## Voting Board Notifications
Track feedback and engagement from external voters on your voting boards.
### Daily Digest
Receive a daily summary of voting board activity from the previous day, including:
- New ideas submitted
- New subscribers
- Comments posted
- Votes received
### New Ideas
Get notified when voters submit new ideas to your voting board.
### Comments
Receive alerts when voters comment on any idea.
### Votes
Get notified when voters upvote ideas on your voting board.
### New Subscribers
Receive alerts when new voters subscribe to your voting board updates.
## Configure team notifications
Customize which notifications your team receives and where they're sent.
### Enable or disable notifications
1. Toggle any notification on or off using the switch next to it.
### Filter by board
1. Choose which boards trigger notifications:
- **All boards** – Receive notifications from every board
- **Specific boards** – Select individual boards to monitor
### Unsubscribe from all notifications
1. Click **Unsubscribe from all** to disable all team notifications at once.
## Related articles
- [My Notifications](/docs/platform/notifications/my-notifications/) – Configure personal email notifications
- [Slack Notifications](/docs/integrations/slack/notifications/) – Set up Slack integration
- [Mattermost Notifications](/docs/integrations/mattermost/notifications/) – Set up Mattermost integration
## Email digest
*Learn how to receive daily Voting Board activity summaries via email, including new Ideas, upvotes, comments, and subscriber updates.*
URL: https://help.ducalis.io/docs/platform/notifications/voting-board-email-digest/
Receive a comprehensive summary of all the key activities and engagements happening within your voting board to your email.
## Contents of the digest
The digest provides users with a quick overview of the latest updates. It includes essential information such as:
### Subscribers
The total number of subscribers on your voting board and also new subscribers.
### Customer unsubscribes
Information about users you unsubscribe from the voting board.
### New upvotes
The list of the ideas with new upvotes. Indicated next to the idea will be the number of current upvotes, and the number of new upvotes.
### New Ideas
All the new ideas added in the past 24 hours. Their upvotes and the author wrote the idea.
### New comments
All the new comments added in the past 24 hours under this block. They are sorted by the number of upvotes the idea they were added to has. You can also see the author of a comment.
## How does it work?
Enabling the Daily Voting Board Digest is simple and hassle-free. Once activated in your account settings, you'll receive a daily email summary of your voting board activities.
### Enable digest
Go to **Team Notifications** → **Voting Boards Notifications** → **Daily Digest**.
Choose the boards you want to get notifications from.
### Receive daily updates
You will start to receive a daily summary of the activities that would have happened in the previous 24 hours.
## What's next?
Check out this [article](/docs/integrations/slack/daily-digest/) on how you can receive a daily voting board digest to a Slack channel.
## Voter notifications
*Learn how Voters receive email notifications for Voting Board activity including status updates, comments, mentions, and merges.*
URL: https://help.ducalis.io/docs/platform/notifications/voting-board-notifications-for-voters/
Voters receive email notifications to stay updated on [Voting Board](/docs/feedback-voting/voting-boards/voting-board/) activity. Notifications are sent when changes occur to Ideas they created, voted for, or commented on. Voters typically receive notifications within 30 minutes of the activity.
## Configure notification settings
Voters can manage their notification preferences directly from the Voting Board.
1. Click your username in the top-right corner of the Voting Board.
2. Select **Notifications** from the left menu.
Voters can disable any notification by clicking the envelope icon.
## Notification types {#notifications-users-get}
### Status changes
When an Idea's [progress status](/docs/feedback-voting/public-ideas/public-idea-statuses/) updates, Voters who created or voted for the Idea receive email notifications.
### Comments
When a [comment](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/) is added to an Idea, email notifications are sent based on who commented and where:
**Admin general comments:**
When an Admin leaves a general comment under an Idea, everyone who upvoted and all mentioned Voters are notified.
**Voter general comments:**
When a Voter leaves a general comment, only Admins and mentioned Voters are notified.
**Admin thread replies:**
When an Admin replies to a comment thread, everyone in the thread and all mentioned Voters are notified.
**Voter thread replies:**
When a Voter replies to a comment thread, everyone in the thread, all Admins, and all mentioned Voters are notified.
### Idea merges
When two Ideas are [merged](/docs/feedback-voting/public-ideas/merge-duplicated-ideas/), everyone who voted for the merged Idea receives an email notification.
### Idea removal
When an Idea is removed from the Voting Board, only the author receives an email notification.
### Mentions
When a Voter is [mentioned](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/) in a comment, they receive an email notification.
### Proxy voting
When an Admin [votes on behalf of a Voter](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#vote-on-behalf-of-your-customers), the Voter receives an email notification.
### Author assignment
When a Voter is [assigned as the author](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/) of an Idea, they receive an email notification.
## Release notes
Voters receive release notes if they're subscribed. Voters are [automatically subscribed](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/#auto-subscription-to-release-notes) when they create or vote on an Idea. They can also subscribe manually using the subscribe button.
These two types of newsletters are sent according to the schedule you set up.
## Disable notifications
All notifications are enabled by default. Voters can disable them individually or completely.
1. Click your profile, then select **Notifications** from the dropdown menu.
2. View all enabled notifications on the settings page.
3. Toggle individual notifications off to stop receiving specific updates.
You can also disable all notifications at once using the master toggle.
## Related articles
- [Get Voting Board notifications via Slack or email](/docs/integrations/slack/notifications/)
- [Voting Board email digest](/docs/platform/notifications/voting-board-email-digest/)
- [Voting Board overview](/docs/feedback-voting/voting-boards/voting-board/)
## FAQs
*Find quick answers to common questions about Ducalis pricing, user roles, issue import, and account settings.*
URL: https://help.ducalis.io/docs/platform/faqs/
Get quick answers to common questions about using Ducalis.
### Pricing and users
- [**Pricing**](/docs/platform/faqs/what-is-the-price/) — View current plan pricing and feature details
- [**Paying for Voters**](/docs/platform/faqs/should-i-pay-for-voters/) — Understand why Voters are free on all plans
- [**Users vs Voters**](/docs/platform/faqs/what-is-the-difference-between-account-users-and-voters/) — Learn the difference between internal Users and external Voters
### Import and filters
- [**Are all issues imported automatically?**](/docs/platform/faqs/are-all-issues-imported-automatically/) — Control which issues sync using filters
- [**Issue types to import**](/docs/platform/faqs/what-types-of-issues-should-i-choose-for-import/) — Focus imports on Stories and Tasks for prioritization
- [**Missing Jira filters**](/docs/platform/faqs/dont-see-my-filter/) — Fix filter visibility with correct Jira permissions
### Account settings
- [**Notification timing**](/docs/platform/faqs/why-do-notifications-come-at-the-wrong-time/) — Fix timing issues by checking timezone settings
- [**Rename organization**](/docs/platform/faqs/can-i-change-the-name-of-my-organization/) — Update your organization name anytime
## Free for open source and non-profits
*Get free access to prioritization, roadmaps, and feedback tracking for open source projects and non-profit organizations. Apply for 100% discount today.*
URL: https://help.ducalis.io/docs/platform/faqs/free-for-open-source-and-non-profits/
We all rely on open-source tools. As a way of giving back to the community, we offer Ducalis for free for open source projects.
Apply by creating an account, then send us an email and link us to your open-source repository. We will then provide the "Open Source" 100% discount for your account.
## How Ducalis can be helpful for your open source product
### Share beautiful roadmaps with user request tracking
Nice design for any screen. Customize the look and feel to reflect your band. Connect custom domain.
Customize public roadmap
### Connect your public feedback with your internal tasks
There are at least two idea buckets: what your team is planning to do (product backlog) and what your users are demanding.
Connect public ideas with internal roadmap
You can manage your backlog at Ducalis or sync with your task tracker like Jira, Asana, Trello, ClickUp, YouTrack, etc.
#### Task trackers for open source and non-profits:
- **Jira** is free upon request for [Open Source](https://www.atlassian.com/software/views/open-source-license-request). And a [form](https://www.atlassian.com/software/views/community-license-request) for non-profit organizations that are non-government, non-academic, non-commercial, non-political, and have no religious affiliation.
- **Asana** has a [50% discount](https://asana.com/nonprofit) for non-profits
- **ClickUp** has robust features for a free plan and offers a [non-profit discount](https://clickup.com/teams/non-profit)
- **Trello** has a free plan. And you can request [Open Source](https://www.atlassian.com/software/views/open-source-license-request) and [Non-Profits](https://www.atlassian.com/software/views/community-license-request).
- **YouTrack** is free for non-commercial open-source projects by [request](https://www.jetbrains.com/community/opensource/#support).
### Prioritize your ideas and requests
It's not easy to choose what to do next. Prioritize all types of ideas you have. Apply any popular prioritization framework to your backlog and customer requests. Use our prebuilt templates like RICE, ICE, WSJF, REAN, and AARRR, or build your own.
Apply any prioritization framework
### Keep in the loop with your project updates
Never miss a new request or comment. Update users with how it's going on particular feature development.
Keep in the loop with your customers
### Free for open source eligibility {#eligibility}
In addition to fitting into one of the above categories, eligible projects must satisfy these criteria:
- Non-commercial The project cannot be used to promote a product or service; it has to provide something of value to the community at no cost. Applications for non-commercial projects backed by commercial entities will be reviewed on a case-by-case basis.
- Publicly available The project must be publicly usable and, if applicable, include documentation or instructions on how the community can use it.
## Apply for Ducalis free for open source plan
**We'd love to give you a free Ducalis account for your open-source of non-profit account if you have a qualifying project.**
Please fill in the form below. We reply in one business day.
## Pricing
*Find current pricing and plan information. Visit our pricing page for the latest details on features and subscription costs.*
URL: https://help.ducalis.io/docs/platform/faqs/what-is-the-price/
For the latest pricing information, visit our [Pricing page](https://hi.ducalis.io/pricing).
## Related articles
- [Should I pay for Voters?](/docs/platform/faqs/should-i-pay-for-voters)
- [What is the difference between Account Users and Voters?](/docs/platform/faqs/what-is-the-difference-between-account-users-and-voters)
## Should I Pay for Voters?
*Learn why Voters are free on all plans. Voters submit feedback on your public Voting Board without accessing your account.*
URL: https://help.ducalis.io/docs/platform/faqs/should-i-pay-for-voters/
No—Voters are free on all plans.
A Voter is an external user who participates on your public Voting Board by commenting, voting, or posting Ideas. Voters don't have access to your full account.
Each plan includes **unlimited** Voters at no additional cost.
For example, Voters have access only to this board view:
## Users vs Voters
*Learn the difference between Users and Voters. Users prioritize roadmaps internally. Voters submit feedback externally. You only pay for Users, never for Voters.*
URL: https://help.ducalis.io/docs/platform/faqs/what-is-the-difference-between-account-users-and-voters/
**Users** are internal team members who prioritize roadmaps and manage work. They have full access as Owners or work as teammates with [Admin, Member, or Viewer roles](/docs/platform/organization/users-roles/).
**Voters** are external people who submit feedback on the Public Roadmap. They can post Ideas, submit feature requests, and upvote.
:::tip Pricing
You only **pay for Users**—never for Voters, no matter how many you have. But you pay for **Subscribers** – voters who receive notifications from your Voting Boards.
:::
## Related articles
- [Should I pay for Voters?](/docs/platform/faqs/should-i-pay-for-voters/)
- [What is the price?](/docs/platform/faqs/what-is-the-price/)
- [What types of issues should I choose for import?](/docs/platform/faqs/what-types-of-issues-should-i-choose-for-import/)
## Are all issues imported automatically?
*Learn how issue import filters work in task tracker integrations. Control which issues (tasks, stories, bugs) sync to your board by status, assignee, and more.*
URL: https://help.ducalis.io/docs/platform/faqs/are-all-issues-imported-automatically/
No, you control which issues are imported to your Ducalis Board. You can filter by issue type (tasks, stories, bugs), status, assignee, and many other criteria—it all depends on your task tracker filter settings.
## Related articles
- [Import issues from a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/)
- [Don't see my filter](/docs/platform/faqs/dont-see-my-filter/)
- [What types of issues should I choose for import](/docs/platform/faqs/what-types-of-issues-should-i-choose-for-import/)
## Missing Jira filters
*Fix missing Jira import filters by setting correct permissions. Learn how to make filters Public in Jira Cloud or set Any logged-in user access in Jira Server.*
URL: https://help.ducalis.io/docs/platform/faqs/dont-see-my-filter/
If you already have a filter in Jira but don't see it on the Import page, the filter permissions need to be updated.
## Jira Cloud
For Jira Cloud, the filter must be **Public**.
1. Open your filter in Jira Cloud.
2. Click **Details**.
3. Click **Edit permissions**.
4. Change access to **Public**.
5. Click **Add**.
6. Verify the access status appears in the list.
7. Click **Save**.
## Jira Server
For Jira Server, the filter must have **Any logged-in user** access and be added to **Favorites (starred)**.
1. Open your filter in Jira Server.
2. Click **Details**.
3. Click **Edit permissions**.
4. Add the filter to **Favorites** by clicking the star icon.
5. Set viewers to **Any logged-in user**.
6. Click **Add**.
7. Verify the access status appears in the list.
8. Click **Save**.
## Refresh filters
After changing filter permissions in Jira, click **Refresh** on the Import page in Ducalis to update the filter list.
If you still don't see your filter after refreshing, contact support through the chat (bottom right).
## Related articles
- [Are all Issues imported automatically?](/docs/platform/faqs/are-all-issues-imported-automatically)
- [What types of Issues should I choose for import?](/docs/platform/faqs/what-types-of-issues-should-i-choose-for-import)
## Issue types to import
*Learn which issue types to import for prioritization. Focus on Stories and Tasks with To Do or In Progress status. Exclude Done, In Review, and Test items.*
URL: https://help.ducalis.io/docs/platform/faqs/what-types-of-issues-should-i-choose-for-import/
Which issues you import depends on your project's prioritization needs.
## Issue types
**Stories and Tasks** are the best candidates for prioritization. These represent work that requires evaluation and ranking.
**Bugs** are typically treated as must-fix items rather than prioritized work. However, some teams do prioritize bugs—include them if that fits your workflow.
**Epics** aren't typically prioritized directly. Use them to organize issues into different boards through filters.
## Issue statuses
**To Do** issues are the primary candidates for prioritization—they represent upcoming work that needs ranking.
**In Progress** issues can also be useful to evaluate. Priorities may shift during implementation, or work may take longer than expected. You might decide to pause current work in favor of higher-priority items.
**Exclude these statuses:**
- **Done** - Already completed
- **In Review** - Nearing completion
- **Test** - Already implemented
These statuses no longer need prioritization.
## Related articles
- [Are all issues imported automatically?](/docs/platform/faqs/are-all-issues-imported-automatically)
- [Why don't I see my filter?](/docs/platform/faqs/dont-see-my-filter)
## Notification timing
*Fix notification timing issues by checking your timezone settings. Incorrect timezone is the most common cause of notifications arriving at the wrong time.*
URL: https://help.ducalis.io/docs/platform/faqs/why-do-notifications-come-at-the-wrong-time/
Notifications arrive at the wrong time when your timezone is set incorrectly.
## Check your timezone
1. Click the **Organization menu** in the top right.
2. Find the **Timezone** field.
3. Select the correct timezone from the dropdown menu.
If your timezone is correct but notifications still arrive at the wrong time, contact us in the chat (bottom right).
## Rename organization
*Learn how to rename your organization. Navigate to Organization Settings to update the organization name at any time.*
URL: https://help.ducalis.io/docs/platform/faqs/can-i-change-the-name-of-my-organization/
Yes, you can rename your organization at any time.
## Rename your organization
1. Go to **Organization, Billing** (bottom left).
2. Select **Settings**.
3. Find **Organization Name** and update it.
## Related articles
- [Organization settings](/docs/platform/organization/)
- [Delete organization data](/docs/platform/organization/account-or-tracker-complete-removal/)
---
# Frameworks
## Prioritization Frameworks
*Explore prioritization frameworks including RICE, WSJF, ICE, and weighted decision matrices. Download free templates for Google Sheets and Notion.*
URL: https://help.ducalis.io/frameworks/
Choose the right framework to evaluate and rank your backlog based on impact, effort, and business value.
### Popular frameworks
- [**RICE Framework**](/frameworks/rice-framework-reach-impact-confidence-effort/) — Evaluate features by Reach, Impact, Confidence, and Effort
- [**WSJF Agile Framework**](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/) — Prioritize by business value, time criticality, and job size
- [**ICE Framework**](/frameworks/ice-framework-impact-confidence-ease-of-implementation-prioritization/) — Score ideas by Impact, Confidence, and Ease for rapid growth
- [**Weighted Decision Matrix**](/frameworks/weighted-decision-matrix-prioritization/) — Evaluate tasks against custom business metrics
- [**Eisenhower Matrix**](/frameworks/how-to-optimize-the-eisenhower-matrix-for-maximum-potential/) — Prioritize by urgency and importance
- [**Value vs Effort Prioritization**](/frameworks/value-vs-effort-prioritization-framework/) — Complete guide with quadrants, use cases, and implementation
### Free templates
- [**RICE Google Sheets Template**](/frameworks/free-rice-scoring-prioritization-template-for-google-sheets/) — Calculate RICE scores in a ready-to-use spreadsheet
- [**RICE Notion Template**](/frameworks/rice-framework-notion-template/) — Score projects with RICE in Notion databases
- [**WSJF Google Sheets Template**](/frameworks/wsjf-agile-framework-google-sheets-template/) — Apply SAFe methodology with Fibonacci scales
- [**Weighted Decision Matrix Template**](/frameworks/weighted-decision-matrix-sheets-template/) — Customize criteria and collaborate with your team
### Specialized frameworks
- [**Technical Debt Prioritization**](/frameworks/technical-debt-prioritization/) — Evaluate debt by code knowledge, severity, dependency, and cost
- [**5 Tips for Prioritizing Technical Debt**](/frameworks/5-tip-prioritizing-technical-debt/) — Balance tech debt with product backlogs using poker estimation
- [**Cross-Functional Prioritization**](/frameworks/cross-functional-prioritization-framework-for-enterprise/) — Align enterprise teams across departments
- [**Product-Led Growth Framework**](/frameworks/product-leg-growth-hypothesis-prioritization-framework/) — Prioritize growth hypotheses for B2B PLG companies
## RICE Framework
*Learn how to use the RICE Framework formula to prioritize projects. Calculate scores for Reach, Impact, Confidence, and Effort. Download free templates.*
URL: https://help.ducalis.io/frameworks/rice-framework-reach-impact-confidence-effort/
RICE Framework is a scoring model that helps you prioritize projects, features, and hypotheses by evaluating four factors: Reach, Impact, Confidence, and Effort.
[RICE Framework tutorial](https://www.youtube.com/watch?v=kz7AHlsdlG4)
## What is RICE Score
RICE Framework scores projects based on four criteria:
- **Reach** - How many people will this affect within a defined period
- **Impact** - How much will this impact your objective when customers encounter it
- **Confidence** - How confident are you in your Reach and Impact estimates
- **Effort** - How much time will this require from your team
The framework helps you identify the most valuable solutions to work on next.
## Calculate RICE Score
To calculate the RICE score:
1. Multiply **Reach × Impact × Confidence**
2. Divide the result by **Effort**
Sort your projects by total score in descending order. Higher scores indicate more value per time invested, helping you focus on impactful work while understanding who you'll affect, why, how, and when.
## Reach
**How many people will this feature affect within a defined period?**
Estimate the number of people or events per period using any positive number.
Reach measures how many leads and users your idea will affect. A registration page affects every potential customer, while an advanced feature affects only experienced users.
## Impact
**How much will this feature impact your objective when a customer encounters it?**
Score using:
- **0.25** = Minimal
- **0.5** = Low
- **1** = Medium
- **2** = High
- **3** = Massive
Impact measures influence on a specific goal. Focus on one objective when scoring. Comparing "increases conversion by 2" with "increases adoption by 3" and "maximizes delight by 2" creates meaningless comparisons.
## Confidence
**How confident are you in your Reach and Impact estimates?**
Score using:
- **20%** = Moonshot
- **50%** = Low Confidence
- **80%** = Medium Confidence
- **100%** = High Confidence
Confidence reflects the strength of your data. Score 100% only when you have solid backup data. This criterion makes prioritization more data-driven and less emotional.
## Effort
**How much time will this feature require from the whole team: product, design, and engineering?**
Estimate using any positive number representing "person-months."
Effort measures time required for implementation. This completes the Value/Effort balance and helps surface Quick Wins.
[Create a free Ducalis account](https://hi.ducalis.io/fw/features_rice)
## Download free RICE template
**Download free RICE template:**
## 8 tips to improve RICE Framework
These recommendations are simple and actionable. You can implement a few or all of them—implementing all delivers maximum benefits.
### 1. Specify criteria meaning for your product
RICE criteria descriptions are intentionally general. Impact asks "How much will this impact the objective?" but doesn't specify which objective. Without customization, you must constantly remember your goal, slowing estimation. Your mind will wander, and you'll assign high or low Impact scores to tasks affecting different objectives.
If you have formulated OKRs or business metrics, add them to the description. For customer retention focus:
> How much will this feature impact customer retention? Will it increase the percentage of leads converting to regular customers? Will users return to the product more often?
You can rename Impact to "Retention"—no one will judge you.
The same applies to Effort. "Person-months" suits massive projects, but rapid-growth teams benefit from "person-days," "person-weeks," or "person-hours."
**Templates:**
[**Customizable RICE template for feature prioritization**](https://hi.ducalis.io/fw/features_rice)
[**Customizable RICE template for marketing prioritization**](https://hi.ducalis.io/fw/marketing_rice)
### 2. Add custom factors for your objectives
You likely have multiple objectives, not just one metric to push. Impact alone can't capture all business dimensions.
Add other values for comprehensive evaluation:
- **Business metrics** - Revenue, Customer Acquisition Cost
- **Product metrics** - Activation, Retention
- **Negative metrics** - Risks, Promotion Costs
Frameworks provide an excellent starting basis. Customization doesn't break prioritization—it makes prioritization work better.
### 3. Unify score scales to prioritize faster
RICE criteria use inconsistent scales:
- Reach - Actual user metrics
- Impact - Subjective numbers
- Confidence - Percentages
- Effort - Development days
This diversity slows estimation and creates inconsistency.
Gathering data for Reach takes time, and the numbers remain approximate anyway. Prioritization should help you decide quickly, adding velocity to decision-making. Perfect accuracy won't guarantee perfect priorities.
Use the same scale for all criteria. Popular sequences include:
- **0-3** scale
- **0-10** scale
- **Fibonacci** - 1, 2, 3, 5, 8
- **Exponential** - 1, 2, 4, 6, 8
Choose one sequence and stick to it. Scoring all criteria with the same numbers repeatedly, then seeing results, develops reliable intuition for estimation.
To build reliability faster and reduce subjectivity, add score meanings to criteria descriptions:
> **Reach** - How many people will this feature affect within a defined period?
>
> - 1 = less than 100 people
> - 2 = 100-300 people
> - 3 = 300-600 people
> - 5 = 600-900 people
> - 8 = ~1,000+ people
### 4. Collect diverse opinions for expert assessment
Solo estimation has drawbacks.
First, you miss expert input. Engineers accurately estimate development time. PMs better predict user impact. Stakeholders understand business impact.
Second, having teammates estimate criteria makes them more conscious about their tasks. Understanding user and business needs affects daily decision-making, creating team clarity and shared experience.
Divide criteria among team members according to their expertise. Evaluate some criteria collaboratively.
### 5. Check score scatter for estimation clarity
After collaborative scoring, compare teammates' scores. You may discover someone:
- Has a unique perspective other team members haven't considered
- Doesn't understand the project or the objective behind the criteria
Sometimes all scores differ, indicating the team doesn't understand the project or criteria. This exercise reveals gaps in team alignment around goals. You need shared understanding—when building a rocket, you want a missile, not a flying saucer.
Discuss only projects or criteria with scattered scores to spot problems. No need to discuss the entire backlog together. This saves time on coordination work.
Ducalis highlights tasks and criteria with wide score variation for discussion.
### 6. Use matrix to visualize project influence
A 2×2 matrix helps visualize your product backlog when deciding what to develop next. Ranked lists are useful, but where do Quick Wins end and Major Projects begin? Distributing projects into four quadrants improves sprint planning by visually dividing the backlog into four categories based on speed and significance of results.
Use both list and matrix priority views to find the best projects.
Estimating multiple positive criteria and using matrix filters helps you surface low-hanging fruit for different objectives. This is useful when juggling and growing multiple metrics simultaneously. You can pick Quick Wins for Activation and Retention while ensuring they also benefit Revenue.
Evaluate all essential criteria and filter those needing the most focus at a particular time or when finding tasks that push a specific metric.
### 7. Discuss priorities for informed decision-making
When your team knows their OKRs, has scored future projects, resolved disagreements, and the priorities list is ready, it's time to decide what to work on next. This doesn't mean simply taking top projects and moving forward.
During sprint planning, review priorities again and state which projects are best to ship. Each team member should explain: "I'm implementing the X project because the results will impact Y customers and influence Z objective"—not just "I'll do this because it's at the top."
Understanding what the team is doing, who for, and why is the key to making the right decisions—and thus, solid growth and development.
### 8. Re-evaluate projects to update relevance
We once heard of a task that's been backlogged for nine years. Don't want to repeat the story? Re-evaluate your backlog regularly.
Priorities change quickly, sometimes overnight. A project may not reach the top initially but becomes valuable in a few sprints. If you don't want to lose great ideas at the bottom of your backlog, reassess them over time according to new circumstances.
Set up automatic score clearing after several development sprints.
Re-evaluation also helps find backlog trash. If a project gets low scores cycle after cycle, that's a red flag—rethink the idea to make it more valuable or delete it.
> [**Sign up at Ducalis**](https://hi.ducalis.io/signup)**, connect 2-way sync with your task tracker, automate your prioritization process, and create a team evaluation habit.**
## Related resources
- [RICE Framework Google Sheets template](https://hi.ducalis.io/templates/rice-google-sheets)
- [RICE Framework Notion template](https://hi.ducalis.io/templates/rice-notion)
- [Value vs Effort prioritization](/frameworks/value-vs-effort-prioritization-framework/)
## WSJF Agile Framework
*Learn how to calculate WSJF scores and prioritize backlogs using business value, time criticality, and job size. Apply ready-to-use templates with Fibonacci scales.*
URL: https://help.ducalis.io/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/
Weighted Shortest Job First (WSJF) helps you prioritize work by balancing cost of delay against job size. This framework delivers maximum value with limited resources in fast-changing environments.
[WSJF Framework Overview](https://www.youtube.com/watch?v=ciYkQ24qyJY)
## WSJF prioritization in a nutshell
[Create a free Ducalis account](https://hi.ducalis.io/fw/features_wsjf)
### WSJF calculation
**WSJF score = (Business Value + Time Criticality + Risk Reduction) / Job Size**
### Criteria {#criterion}
**User/Business Value** ranks jobs by their importance to users and potential revenue impact.
**Time Criticality** ranks jobs by urgency—how value decays over time or how many customers you may lose by delaying.
**Risk Reduction and Opportunity Enablement** highlights jobs that may not bring immediate revenue but benefit long-term outcomes. Some solutions eliminate technical or legal risks and save money later.
**Job Duration** (also called story points, feature points, effort, or relative size) measures implementation complexity. With this estimation, smaller numbers are better.
### Evaluation
1. Evaluate each criterion on the Fibonacci scale: 1 (no impact), 2, 3, 5, 8, 13, 21 (highest impact).
2. Run collaborative prioritization sessions with teams of five to eleven people.
3. Evaluate tasks before each iteration planning event (sprint).
4. Normalize different scores through discussion with teammates.
5. Cut initiatives with '21' and '13' Job Sizes into smaller projects (backlog refinement).
6. Reset evaluation scores every five iterations (Program Increment) to reflect the fast-changing environment.
### Apply the ready-to-go Ducalis prioritization template
No need to customize criteria, formulas, and scales. Use them as a boilerplate to kick off the meeting.
:::info Note
WSJF is not just a formula—it's part of an extensive workflow framework for enterprises. The magic happens when you change your decision-making approach: run collaborative prioritization sessions, set score expiration, specify criteria, and explain task descriptions to teammates. This article provides tools to create that prioritization habit and shift your mindset.
:::
## WSJF definition
WSJF stands for **Weighted Shortest Job First**—a prioritization framework to prioritize backlogs by calculating the relative Cost of Delay (CoD) and job size (a proxy for duration). CoD calculates as a sum: **User/Business value + Risk Reduction and Opportunity Enablement + Time Criticality.** It's part of the SAFe methodology.
Backlog priorities are continuously updated based on WSJF priority scores. The framework conveniently and automatically ignores sunk costs, a fundamental principle of Lean economics.
In a flow-based system, continuous task prioritization for updating priorities provides the best economic outcomes for:
- Job sequencing by pushing quick wins forward
- Balance of the highest financial result while lowering invested resources
- Regular updating of CoD and Job Sizes to reflect the fast-changing environment
### What is SAFe?
The Scaled Agile Framework (SAFe), according to [ScaledAgile.com](https://scaledagile.com/what-is-safe/), is a system for implementing Agile, Lean, and DevOps practices at scale. It takes the best ideas from agile product delivery and expands them to the whole enterprise to provide business agility. SAFe is the most popular framework for leading enterprises because it works: it's trusted, customizable, and sustainable.
It updates constantly and has versions. In 2022 the latest version is 5.1, and SAFe covers seven main areas of enterprise:
- Team and Technical Agility
- Agile Product Delivery
- Enterprise Solution Delivery
- Lean Portfolio Management
- Organization Agility
- Continuous Learning Culture
- Lean-Agile Leadership
**Promised results:**
- +50% faster time-to-market
- +50% defect reduction
- +35% increase in productivity
- +30% happier, more engaged employees
In this article, we'll focus on the foundation—the WSJF decision-making framework.
**Download free WSJF template:**
## How to calculate WSJF
### WSJF formula
The Weighted Shortest Job First (WSJF) framework helps you decide what task to choose next to deliver the most value with limited resources by finding a balance between **Cost of Delay (CoD) and Job Size** in a fast-changing world.
### Calculate WSJF score
**WSJF Score = Cost of Delay / Job Size**
Calculate **CoD**, which defines three types of product development issues you should watch.
**Cost of Delay = User-Business Value + Time Criticality + Risk Reduction | Opportunity Enablement Value**
Evaluate each criterion with a scale of 1, 2, 3, 5, 8, 13, 21.
**Estimation principles:**
- WSJF estimation aims to understand the level of uncertainty, not calculate hours or money (which is nearly impossible). That's why we estimate probability rather than exact time for accomplishing a particular task. It's called relative evaluation.
- As the main goal is to deliver value in each iteration, the median of the sequence will be "one iteration."
- One iteration = two weeks. Our planning baseline. We calculate story point numbers for a two-week iteration.
- Program Increment (PI) = five iterations (ten weeks). According to SAFe, PI is a timebox during which an Agile Release Train (ART) delivers incremental value in the form of working, tested software and systems. The whole team realizes something large for the product. In other words, the organization releases a big update, after which they should re-evaluate their backlog, think, and discuss priorities once again.
:::tip Customization
This is only a recommendation, and you're free to customize the approach in any way that is comfortable for your team. Later in this article, we cover how to better understand and customize the criteria precisely for your business needs.
:::
### User-Business Value (UBV)
New features and innovations that drive your product forward. For example, enterprise security login options help avoid complaints from large customers, which leads to sales.
User/Business value (UBV) ranks your jobs by their relative importance to the user (Prioritizing Desirability) and potential impact on revenue (Financial Prioritization). At this point, you estimate how effective this solution is at promoting your North Star Metric. As many factors may influence UBV, start thinking about business impact and increase your confidence that it will all work out.
**Questions to answer:** What's a vital product metric you can update? How important is this for users? What is the impact on revenue?
#### User-Business Value evaluation with Fibonacci sequence
- **1 point:** no user-business value at all; this task is related to something else
- **2 points:** the lowest business impact and confidence
- **3 points:** low business impact and confidence
- **5 points:** moderate business impact, moderate confidence
- **8 points:** high business impact and confidence
- **13 points:** very high business impact and confidence
- **21 points:** the highest business impact and confidence
### Time Criticality (TC)
Evaluate urgency. Initiatives have justified deadlines like new regulations, tax reporting, seasonal promotions, etc.
Time Criticality ranks the jobs by urgency. You estimate how the value will decay over time or how many customers you may lose if you linger.
Our estimation timeframe is from one iteration (two weeks) to one Program Increment (PI) (ten weeks). Each PI cycle, we run a new re-evaluation session (after score expiration) and decide how the urgency changed.
**Questions to answer:** How urgent is it for the business? Will users wait or move to another solution? Is there a fixed deadline?
#### Time Criticality evaluation with Fibonacci sequence
- **1 point:** not a time-critical task at all
- **2 points:** it can wait until the next estimation cycle (after score expiration every five iterations)
- **3 points:** it can wait for four sprints (about eight weeks)
- **5 points:** moderate urgency, it can wait for three sprints (about six weeks)
- **8 points:** it can wait for two sprints (about four weeks)
- **13 points:** it can wait for one sprint (about two weeks)
- **21 points:** the highest urgency, you must take that issue to the next sprint
### Risk Reduction | Opportunity Enablement Value (RR | OE)
Tasks to avoid or reduce technological or business risks. Examples include code refactoring, database update, security, or tax audit—something you must do to ensure the healthy operating of a product.
Risk Reduction and Opportunity Enablement help you highlight jobs that may not bring revenue immediately but benefit the long run. Some solutions eliminate technical or legal risks and save you money later. Others may open doors for further improvements that will significantly increase the number of potential customers.
**Questions to answer:** If the task starts with some risk description, how big of an impact will that risk be? What probability?
#### Risk Reduction evaluation with Fibonacci sequence
- **1 point:** doesn't provide any risk reduction at all
- **2 points:** reduce the likelihood of a lowest risk, lowest severity probability
- **3 points:** reduce the likelihood of a low-risk, low severity probability
- **5 points:** reduce the likelihood of moderate risk moderate severity probability
- **8 points:** reduce the likelihood of a moderate-high risk, high severity probability
- **13 points:** reduce the likelihood of a very high-risk, very high severity probability
- **21 points:** can reduce the risk of a highly impactful event, a disaster that is most likely to happen
### Job Size (Job Duration)
Job Size is the only negative factor and ranks the jobs by the realization complexity. It's impossible to achieve the highest ROI without considering the costs of person-hours required. Duration is also called story points, feature points, effort, or relative size.
**Questions to answer:** How long will implementation take? Are there dependencies that can make it more time-consuming?
#### Job Size evaluation with Fibonacci sequence (story points)
- **1 point:** no effort at all is required. We can't divide by zero, so our Job Size estimation should start from 1.
- **2 points:** the estimation baseline. 80% probability that one day is enough to code and one day to test and validate for a two-week iteration.
- **3 points:** a task about a quarter of your sprint efforts
- **5 points:** something half of your iteration. 80% probability that the task will take 5 workdays to code and one day to test and validate for a two-week iteration.
- **8 points:** 80% probability that a task will be developed and tested within two weeks (one iteration/sprint)
- **13 points:** between one and two iterations
- **21 points:** "Buzz Lightyear estimations," something that takes two sprints or even more ("to infinity and beyond"). From my practical experience working with teams, you'll be evaluating lots of ideas that exceed one iteration and should be divided into smaller chunks.
**The final formula for calculating the WSJF score:**
**WSJF score = (Business Value + Time Criticality + Risk Reduction | Opportunity Enablement) / Job Size**
### Customize criteria for your team
In the standard Scrum framework, each team's story point estimating—and the resulting velocity—is a local and independent concern. Here is a starting point for your evaluation process. You can apply it from the [Ducalis WSJF template](https://hi.ducalis.io/fw/features_wsjf) and modify the criteria descriptions.
There is no single right definition for a scale. If you and your team are confused by any term—change it! Ducalis is quite flexible in that regard.
## Iterations
Agile processes' core is the basic building blocks called **iterations** or **sprints**. Each iteration is a standard fixed-length timebox where Agile Teams deliver incremental value.
### Iteration planning event (Product Increment)
Each iteration should start from a clear list of priorities. Before that planning, you should have an evaluated backlog. Teams may often spend the whole week between development cycles for evaluation, prioritization, and planning. Then, deploy value in short iterations (sprints).
Ducalis can save that whole week for your team through an asynchronous evaluation process. Set a day of planning, and Ducalis will do the rest. You can track evaluation progress with the team's evaluation progress report.
To motivate your teammates to evaluate in time, offer support with encouraging messages. Go to prioritization habit settings and set a rewarding message for teammates who finish their evaluation in time before the upcoming iteration planning meeting.
### The power of re-evaluation
Top priorities, urgency, and business values are perishable products. There's so much input—new customer requests, bugs, technical debts, new regulations, fancy ideas, and much more.
The whole idea of SAFe is to adapt in a new way to a fast-changing world. A company's environment changes every five iterations (one PI). Therefore, it's highly recommended to reset evaluation scores.
In a flow-based system, continuously updating priorities provides the best economic outcomes. Job sequencing rather than theoretical, individual job return on investment produces the best result in such a flow context.
A side benefit of backlog re-evaluation is backlog grooming/refinement. While thinking about each backlog item, you'll get some ideas on how to merge, update, or remove your task as some information will have become outdated for some reason. From [hi.ducalis.io](https://hi.ducalis.io)'s experience, we remove 2% to 5% of our backlog items every re-evaluation cycle.
**To set up re-evaluation cycles:**
1. Click on **Meeting in # days**.
2. Scroll down to the score expiration section.
By default, your team's evaluation scores will expire after starting the next PI cycle.
By default, the sprint is two weeks long. Customize it in the prioritization habits section.
:::tip Pro tip
If your scores expired and you didn't finish the previous PI, you can always restore your scores and extend the prioritization period.
:::
## Collaborative prioritization
Agile estimation is a team sport. Each agile team comprises five to eleven members. Invite your agile (cross-functional team) to the prioritization process.
When a team estimates product backlog, they don't know who will work on each task. Teams usually determine that during iteration planning (sprint).
This is why the whole agile team evaluates every product backlog item.
### Reduce bias
The whole team needs to understand the logic behind the story points' assignment to reach a consistent practice. All team members vote without being influenced by other team members. Outside pressure or insufficient teaming can quickly inflate story points, affecting forecasting.
Sometimes prioritization meetings may be led by the loudest person in the room. This means you may interfere with each other during the evaluation session. Let everybody prioritize at their own pace.
### Choose 'The Right Impact'
We talked about the business impact at the beginning of the article. But what answers will you get if you ask different roles: a simple question "What is the most impactful thing we should do next?" For example, I bet a developer will tell you "faster database," a salesperson will say "a feature request for the biggest customer," and a product manager will ask "new retention message," etc.
It's nearly impossible to compare which is more impactful. However, that's a good thing to consider for every agile team and precisely what Ducalis can handle for you.
### Collect different opinions
Prioritization frameworks are great for keeping emotion and politics out of a decision so you can rely on facts instead. However, when you prioritize alone, you're still biased. Borrow the poker planning technique for prioritization. With Ducalis, invite each team member to prioritization.
**To invite teammates:**
1. Open criteria settings.
2. Invite teammates to your shared evaluation team.
This provides each teammate with their evaluation list for independent estimation.
### Specify criteria for each role
Let's say you need to develop a new feature for your website. You have at least three roles—UX designer, front-end, and back-end—all have a different Job Size for that feature. UX needs a Job Size of 3 days, the front-end needs one day, and the back-end needs five days. What is the Job Size for the total project?
The problem is not calculation; your team should find a timeslot to discuss it. In a remote-first world, that means one more Zoom call and discussion. More work around work.
Ducalis can handle that for you with an asynchronous prioritization approach.
**To assign criteria by role:**
1. Open Criteria settings.
2. Assign each user a criterion to estimate according to their expertise.
After that, each team member will evaluate backlog items with their criteria set, which they're responsible for estimating.
### When everyone participates, it increases buy-in
The side effect of collaborative prioritization is that teammates better understand what's going on with the product. We know what challenges, requests, and ideas we have and why some are more important than others. It increases morale and team involvement.
## Normalize scores
A bit of normalization occurs through regular practice, helping to ensure that everyone on the team makes the same assumptions behind sizing. For example, if one person sizes an item at a "2", but another person sizes it as an "8," given they share similar abilities, they have interpreted the requirement differently or approached it from different directions. When this happens, the Developers collaborate with the Product Owner to clarify assumptions and agree on a size. (This does not need to be a consensus—people can agree to disagree.)
While a team is learning what the Fibonacci scale means to them, with their unique set of skills, tenure, and domain knowledge, it is helpful to compare new requests to completed work with shared similarities. For example, when a new item is assigned a story point value of 5, compare it to similar things with the same size and adjust the points accordingly.
With Ducalis, you can quickly check the team alignment report to get a heat map of disagreements. This is another tool for asynchronous prioritization instead of running a poker planning session, where the majority of estimations won't need any discussion at all.
### Divide into smaller chunks
One of the biggest misunderstandings about WSJF is that it may focus your team only on easy tasks (low-hanging fruits). Instead, the smaller the Job Size for a particular task, the higher the priority score and the higher the task will be ranked.
Use a matrix for slicing your backlog into pieces and decide what to do with your tasks.
Through the practice of refining—breaking work into smaller, more valuable chunks—the Developers continue to gain insight. As each request becomes smaller and more is known, they continually revisit the size. Therefore, it's good to provide three touchpoints to help the team with the emerging design, development, and dependencies.
## Practical advice
- Don't try to be too precise. If you have a task for one hour, don't be afraid to set a baseline for one day. It will all be compensated and balanced in the long run.
- Round up estimations to the next value.
- However, the final decision remains with the product professional accountable for sequencing the items in the backlog in question. Factors such as regulatory deadlines, legacy system fragility, or building a foundation for future features may be challenging to put into financial terms but still need to be considered.
## Related resources
- [WSJF Google Sheets template](/frameworks/wsjf-agile-framework-google-sheets-template/)
---
[hi.ducalis.io](https://hi.ducalis.io) is not associated with Scaled Agile Framework or SAFe. Read their vision and manifesto at [https://www.scaledagileframework.com/](https://www.scaledagileframework.com/)
## ICE Framework
*Learn how the ICE Prioritization Framework helps you evaluate Impact, Confidence, and Ease to achieve rapid growth. Start with a free customizable template.*
URL: https://help.ducalis.io/frameworks/ice-framework-impact-confidence-ease-of-implementation-prioritization/
The ICE Prioritization Framework helps you evaluate and rank ideas based on Impact, Confidence, and Ease of implementation. This simple scoring system identifies quick wins and maximizes ROI with limited resources.
## What is ICE prioritization
**ICE** stands for **Impact**, **Confidence**, and **Ease**. Teams use this framework to evaluate projects, features, and marketing initiatives when seeking rapid growth with limited resources.
:::tip[Try the template]
Start with a free [Ducalis ICE template](https://hi.ducalis.io/fw/features_ice). Fully customizable.
:::
## ICE criteria
### Impact
Impact measures how much a feature or initiative will advance your objective. Define what "impact" means for your team and apply it consistently across all items. Don't evaluate Item A for activation impact and Item B for retention impact—this scatters efforts and delays results.
**Answers the question:** How impactful is this solution to our objective?
**Scale:** Numbers from 1 to 10 (originally). We recommend Fibonacci: 1, 2, 3, 5, 8, 13.
### Confidence
Confidence validates or challenges your Impact and Ease estimates. This criterion prevents emotional bias in prioritization. High Confidence scores mean you have data to support your estimates. Low scores signal guesswork.
**Answers the question:** How sure am I in my Impact and Ease scores? How sure am I this works as expected?
**Scale:** Numbers from 1 to 10 (originally). We recommend Fibonacci: 1, 2, 3, 5, 8, 13.
### Ease
Ease measures how quickly and cheaply you can implement the solution. Unlike frameworks that focus on effort or complexity (negative factors), ICE flips the perspective—easier tasks score higher.
**Answers the question:** How easy is this solution to develop and launch? How fast can we get results?
**Scale:** Numbers from 1 to 10 (originally). We recommend Fibonacci: 1, 2, 3, 5, 8, 13.
### How to calculate ICE score
1. Add Impact + Confidence + Ease scores.
2. Divide the sum by 3.
## Drawbacks and solutions
ICE is often criticized for subjectiveness—scores can be manipulated, and different people score items differently.
**Response to subjectiveness:** Any framework can be manipulated if someone wants to skew results. The real question is: Why prioritize if you've already decided the outcome? ICE works when teams prioritize honestly.
**Response to scoring variation:** Different people estimating differently becomes a strength when you aggregate their scores. Multiple studies show that averaging a group's estimates produces astonishingly accurate results. With tools like Ducalis, this is automatic—team members score independently, and the system calculates the average. No meetings required.
**Real drawback:** The 1-10 scale is too precise. Deciding whether something scores a 6 or 7 wastes time and produces inconsistent rankings. That's why we changed the default to Fibonacci (1, 2, 3, 5, 8, 13). It's much easier to decide between 5 and 8.
**Simplicity trade-off:** ICE is extremely simple. This lets you start prioritizing immediately and identify quick wins fast. It's perfect for early-stage rapid growth. But for complex products with many variables, ICE is oversimplified. Don't hesitate to start with ICE—just customize it over time by adding criteria that reflect your unique priorities.
## Who ICE is for
**Best for:**
- Teams prioritizing product features, user stories, or growth experiments
- Startups and teams needing rapid growth with limited resources
- Projects where speed matters more than depth of analysis
### Pros and Cons
**Pros:**
- Fast prioritization: Few criteria, relative numbers, same scales
- Focuses on ROI with limited resources
- Easy to learn and implement
**Cons:**
- Subjective scoring (mitigated by averaging team scores)
- Oversimplified for complex products with many variables
## ICE template setup
The [Ducalis ICE template](https://hi.ducalis.io/fw/features_ice) is fully customizable.
### Criterion 1: Impact
- **Name:** Impact
- **Type:** Value
- **Weight:** 1
- **Scores:** 0, 1, 2, 3, 5, 8
- **Description:** How much will the feature positively affect the goals? Would this feature help us reach a strategic objective?
### Criterion 2: Confidence
- **Name:** Confidence
- **Type:** Value
- **Weight:** 1
- **Scores:** 0, 1, 2, 3, 5, 8
- **Description:** How much data do we have to prove the Impact and Effort scores? How sure am I in my estimates?
### Criterion 3: Effort
- **Name:** Effort
- **Type:** Effort
- **Weight:** -1
- **Scores:** 0, 1, 2, 3, 5, 8
- **Description:** How difficult is this feature to develop, test, and launch? How long will it take to get the results?
You can add new criteria, edit settings, assign specific people to evaluate, duplicate, archive, or delete criteria.
**Read more:** [Add, edit, or delete evaluation criteria](/docs/prioritization/setup/criteria/)
## Evaluation results views
Evaluation results are available in two views: **Backlog** and **Matrix**. They calculate priorities differently and serve different decision-making needs. Switch between views using the tabs at the top of any Board.
### Backlog
The Backlog calculates weighted scores and displays items in a ranked list. The weight setting determines each criterion's influence (positive or negative). All scores are multiplied by their weights.
**ICE formula in Backlog:**
> (Impact Score × 1) + (Confidence Score × 1) + (Effort Score × -1) = ICE Total Score
### Matrix
The Matrix calculates non-weighted scores and displays items in a 2×2 grid. The criterion type (Value or Effort) determines the axis. Scores are not multiplied by weights.
On the Matrix page, Impact, Confidence, and Effort work as filters. Toggle criteria on or off to change how items distribute among quadrants: Quick Wins, Major Projects, Fill-Ins, Thankless Tasks. You can rename quadrants.
## ICE for marketing prioritization
Marketing teams use ICE to evaluate campaigns, initiatives, and growth experiments based on impact and effort.
### Marketing criteria
**Impact:**
- How big is the potential gain from this initiative in terms of promotion objectives?
- Estimated with Fibonacci: 1, 2, 3, 5, 8, 13
- Best estimated by marketers
**Confidence:**
- How much data do we have to prove the Impact and Ease scores? How sure am I in my estimates?
- Estimated with Fibonacci: 1, 2, 3, 5, 8, 13
- Best estimated by marketers and teammates participating in the project (designers, writers)
**Ease:**
- How easy is this initiative to implement? How fast can we get results?
- Estimated with Fibonacci: 1, 2, 3, 5, 8, 13
- Best estimated by marketers and teammates participating in the project (designers, writers)
## Sync ICE scores with your task tracker
You can create tasks directly in Ducalis or upload a spreadsheet.
You can also connect your task tracker like [Jira](https://hi.ducalis.io/trackers/jira-cloud-priority-w-ducalis), [Asana](https://hi.ducalis.io/trackers/asana-priority-w-ducalis), [Trello](https://hi.ducalis.io/trackers/trello-priority-w-ducalis), [ClickUp](https://hi.ducalis.io/trackers/clickup-priority-w-ducalis), [YouTrack](https://hi.ducalis.io/trackers/youtrack-priority-w-ducalis), [Linear](https://hi.ducalis.io/linear-priority), or [GitHub](https://hi.ducalis.io/trackers/github-priority-w-ducalis).
### Task tracker → Ducalis sync
Connect your task tracker for automatic sync. Set up the filter once, and tasks in Ducalis will always mirror your backlog.
### Ducalis → Task tracker sync
If you connect your backlog to Ducalis, you can sync priority scores back to your task tracker. Evaluate tasks in Ducalis, then send rankings to the task tracker to sort the backlog by priority.
## Related frameworks
- [RICE Framework](/frameworks/rice-framework-reach-impact-confidence-effort/)
- [Value vs Effort Matrix](/frameworks/how-to-optimize-the-eisenhower-matrix-for-maximum-potential/#variations-of-the-eisenhower-matrix)
- [Eisenhower Matrix](/frameworks/how-to-optimize-the-eisenhower-matrix-for-maximum-potential/)
## Optimize the Eisenhower Matrix for Maximum Potential
*Learn how to use the Eisenhower Matrix to prioritize urgent and important tasks, optimize team alignment, and adapt prioritization to today's dynamic business environment.*
URL: https://help.ducalis.io/frameworks/how-to-optimize-the-eisenhower-matrix-for-maximum-potential/
The Eisenhower Matrix helps you prioritize tasks by distinguishing between what's urgent and what's important. Use it to manage workload, reduce stress, and focus on strategic goals instead of constant firefighting.
This guide shows you how to build and optimize the Eisenhower Matrix, overcome common prioritization pitfalls, and adapt the framework to modern team workflows.
Photo by US Army Signal Corps/Interim Archives
> "I tell this story to illustrate the truth of the statement I heard long ago in the Army: Plans are worthless, but planning is everything."
>
> **Dwight D. Eisenhower Remarks at the National Defense Executive Reserve Conference, 11/14/57**
## History of the Eisenhower Matrix
Dwight D. Eisenhower was the 34th President of the United States and a 5-star general during World War II. He organized and directed Operation Torch (1942–1943 invasion of North Africa) and the 1944–1945 Normandy invasion at the Western Front. As president, his achievements included signing the Civil Rights Bill of 1957, launching the Federal-Aid Highway Act of 1956 (which created the interstate highway system), balancing the federal budget three times, ending the Korean War, and de-escalating Cold War crises while maintaining American prestige.
Eisenhower stayed on top of overwhelming responsibilities by distinguishing between the important and the urgent. When asked about his prioritization principle, he said: "**What is important is seldom urgent, and what is urgent is seldom important.**" This principle became the foundation for the **Eisenhower Matrix**.
Stephen Covey popularized Eisenhower's framework in his book *The 7 Habits of Highly Effective People*, making the Eisenhower Matrix a widely used decision-making and time-management tool in business.
## What is the Eisenhower Matrix
The Eisenhower Matrix is a prioritization framework that categorizes tasks by urgency and importance. It divides work into four quadrants, helping you decide which tasks to prioritize, delegate, or eliminate.
The Eisenhower Matrix is also known as the Urgent-Important Matrix, Eisenhower Decision Matrix, or Eisenhower Box.
## When to use the Eisenhower Matrix
Use the Eisenhower Matrix if you're experiencing any of the following:
- Lack of progress on long-term goals
- Work not yielding desired results despite effort
- Most time spent on emergencies instead of necessary tasks
- Difficulty delegating or saying no to requests
- Constant procrastination
## Build the Eisenhower Matrix
1. Create a 2×2 grid with four quadrants.
2. Label the x-axis **Urgent** and **Not Urgent**.
3. Label the y-axis **Important** and **Not Important**.
4. Categorize your tasks into the four quadrants.
5. Address tasks in the **Important and Urgent** quadrant first.
### Eisenhower Matrix template
### Difference between important and urgent tasks
Eisenhower's prioritization approach is based on the distinction between urgent and important tasks. To manage time effectively, you must be both effective (do the right things) and efficient (do things right). This means allocating time to important tasks in addition to urgent ones. Understanding this distinction prevents the stress of constant tight deadlines.
**Important tasks** contribute to your long-term mission, objectives, and values. They might not produce immediate results, making them easier to overlook. Important tasks aren't always urgent. Focusing on important tasks keeps you calm, logical, and open to new ideas—you operate in a responsive mindset.
**Urgent tasks** are time-sensitive, require immediate attention, and are often linked to someone else's objectives. You feel compelled to address them. Focusing on urgent tasks makes you reactive—defensive, pressured, and fixated.
:::warning
Important tasks become urgent if you postpone them too long. Avoid waiting until strategic work turns into a crisis.
:::
:::info
People assume all urgent tasks are also important, but this is rarely true. This misconception stems from our tendency to focus on immediate problems and solutions.
:::
## Use the Eisenhower Matrix
Once you've created your Eisenhower Matrix, categorize all tasks into four priority levels:
**Quadrant 1 (Upper Left) – Important and Urgent tasks:** The **"Do"** quadrant. These tasks are critical and should be completed as quickly as possible (usually the same day).
**Quadrant 2 (Upper Right) – Important but not Urgent tasks:** The **"Decide"** quadrant. These are essential long-term goals without fixed deadlines. Schedule them as soon as possible, starting with the most important ones after completing everything in the "Do" quadrant.
**Quadrant 3 (Lower Left) – Urgent but not Important tasks:** The **"Delegate"** quadrant. Delegate these tasks to others. Assign them to yourself only after completing tasks in quadrants 1 and 2.
**Quadrant 4 (Lower Right) – Not Important, Not Urgent tasks:** The **"Delete"** quadrant. Avoid these tasks entirely. Most are unnecessary and waste time.
### Prioritize tasks for productivity
Follow these steps to prioritize your tasks:
1. Track your time for one week to see how you spend it according to the matrix. Log your time in 30-minute intervals using a spreadsheet or task management app.
2. After one week, sort completed tasks into the appropriate quadrant based on your goals:
- Was this important to me?
- Was this urgent for me?
3. Examine the distribution of tasks across quadrants to understand what to do and how to rebalance your matrix if needed. Ideally, most tasks should fall in quadrant 2 (Important but not Urgent).
### Analyze the quadrants
**The "Do" quadrant:** Tasks here are critical activities that must be completed immediately—ideally the same day, no later than the next. These include crises, deadlines, and pressing problems. They consume the most time and energy because of the effort required. Spending most of your time in Quadrant 1 causes stress, burnout, and a feeling that your days are out of control. Constant firefighting drains energy and enthusiasm, making it easier to escape into Quadrant 4's mindless distractions.
**The "Decide" quadrant:** These important but not urgent tasks have a bigger impact on your long-term ability to achieve objectives. Quadrant 2 lets you focus on opportunities and growth rather than obstacles and problems. When most tasks fall in this quadrant, you're proactive and can prioritize activities that improve your skills and energy while contributing to important goals. Quadrant 2 is where "deep work" happens because you're free from urgent distractions.
**The "Delegate" quadrant:** These tasks aren't as important but are nonetheless urgent. Team collaboration plays a crucial role here. You can perform these tasks yourself, but delegating to a suitable team member enhances teamwork and frees time for tasks in the first two quadrants. Track delegated tasks so you can follow up later.
:::warning
Delegating without tracking progress is pointless—no one can be held accountable. Too much time in this quadrant may make you feel like you aren't achieving bigger goals or don't have control over your day-to-day work.
:::
**The "Delete" quadrant:** This quadrant encourages you to eliminate poor habits that waste time and don't improve productivity. Discover and delete activities from your daily/weekly routine. Examples include browsing the internet with no clear purpose or wasting time on unimportant, non-urgent emails.
### Rebalance your matrix
Examine and analyze where your time is spent after organizing tasks into the proper quadrants:
**Most time spent in Quadrant 1:** Focus on planning and preparation to foresee, detect, and avoid problems.
**Solution:** Create a weekly/monthly schedule based on current objectives and deadlines. Do a weekly review and reflection. Consider how well your strategy performed and adjust for the next week. If most Quadrant 1 tasks come from outside sources, think about how to improve planning and anticipate them better. You may need to collaborate with a client or colleague to establish a more proactive approach, or speak with your manager about rebalancing an overburdening schedule.
**Most time spent in Quadrant 2:** This is the ideal situation.
**Solution:** Distribute and schedule tasks and activities to take advantage of opportunities and maximize growth. Set a suitable deadline for each step of the task.
**Most time spent in Quadrant 3:** Eliminate or delegate these tasks if possible to minimize time spent here.
**Solution:** Plan and write down detailed actions for limiting these tasks. Try to:
- Delegate tasks
- Say no to tasks
- Discuss how you spend time with your manager
If you're a manager, inform your team that you'll delegate work to them so you both can rearrange priorities.
**Most time spent in Quadrant 4:** You're likely feeling unfulfilled, avoiding a problem, or stressed out.
**Solution:** Track your time, discover and analyze your top time wasters, and devise a strategy for avoiding or limiting them. Prepare a strategy for overcoming procrastination. Remember that while it's okay to relax occasionally, activities in this quadrant offer diminishing returns when performed in excess. Ask yourself:
- What am I trying to achieve?
- Is what I'm doing helping me achieve my goal?
## Tips for using the Eisenhower Matrix
- Eliminate distractions and set your own priorities.
- Plan in the morning, then focus on tasks during peak performance hours.
- Use time and task management tools to track progress on delegated tasks.
- Break unhealthy habits such as web surfing and social media during work hours using blocking software.
- Ask yourself: What's the most important thing to start with? For tasks in the **"Do"** and **"Decide"** quadrants, apply Mark Twain's **"Eat the Frog First"** concept—do the hardest task first. This gives you momentum and energy for the rest of the day.
- Avoid procrastination and over-management.
- Fill each quadrant with no more than 8 tasks. Complete the most critical one first before adding more. The goal is completing tasks, not collecting them.
- Create a to-do list. This relieves you of constant memorization and helps you take responsibility for the things you've prioritized.
### Variations of the Eisenhower Matrix {#variations-of-the-eisenhower-matrix}
Over time, different versions of the Eisenhower Matrix evolved to reflect different needs by modifying the criteria on the X- and Y-axis:
- Impact vs. Effort
- Value vs. Feasibility
- PICK Chart: Easy/Hard vs. Low Payoff/High Payoff
- Risk vs. Return
- Business Value, Effort, Risk
- Strategic priority vs. Urgency
- Customer impact vs. Expected/Unexpected
- Complexity vs. Novelty
- Value/Impact vs. Probability of success/Likelihood
- Market newness vs. Product newness
## Problems with prioritization matrices
Most prioritization frameworks categorize opportunities/features based on specific metrics, then prioritize according to the generated list or matrix. This creates two main issues:
**Prioritization results are arbitrary:** Many factors remain unknown until after a decision is made. Small decisions have lower potential benefit than large decisions, but large decisions also carry huge potential downside. Since most ideas fail, confidence levels are low. Research and prototyping can increase confidence, but the large number of ideas makes it impossible to do this for each one. You must operate and prioritize in a highly unpredictable environment.
Some frameworks try to solve this by including confidence as a component, but quantifying uncertainty remains difficult. Frameworks make it easy to spot high-value low-effort items and low-value high-effort items—these are straightforward to recognize even without a framework. Confusion arises in the middle, where changing a few assumptions can affect the order of ideas and, consequently, the priority.
**Prioritization frameworks address the wrong problem:** The main challenge of prioritization is saying no. Prioritizing is difficult not because identifying the most promising ideas is hard, but because saying no to less promising—but nonetheless good—ideas is hard.
Big ambitions, overconfidence, and unwillingness to tell stakeholders their favorite ideas won't work result in teams taking on too many projects. This causes inadequate handling of many things, not spending enough time researching and understanding problems, and presenting rushed solutions with shortcuts. This approach is far less likely to deliver a good product.
Even with enough time to implement priority ideas with appropriate care and expertise, teams often haven't allocated enough time for revisions needed to ensure expected business value is delivered.
### Optimize prioritization matrices
Address the problems and drawbacks of prioritization matrices in two ways:
**Build a well-aligned, coherent team:** This is far more valuable than any prioritization based on theoretical frameworks. Gathering all inputs and then having a dialogue as a cross-functional, empowered team about top priorities is a far superior approach to prioritization. If the whole team believes in the idea and plan—a shared team decision—you're more likely to succeed. Everyone will do their best because they feel part of the process and their opinion is heard and considered. People want the project to succeed, so they offer their best ideas for improvement and brainstorm high-quality solutions.
**Strong leadership:** Leaders should create clear, well-defined goals for teams while allowing them to make their own priority decisions. Encourage teams to focus on fewer ideas. Only in this manner will the team create innovations that genuinely add value to users and businesses.
## Optimize the Eisenhower Matrix with Ducalis
Ducalis allows you to tailor the Eisenhower Matrix to your organization and optimize it to overcome traditional drawbacks. Consider the following:
- Your goals and available resources
- Team alignment
- Synchronization with your management stack
- Dynamic approach and adaptability to different tasks
### Build around your goals and resources
To get the most out of your prioritization framework, it needs to:
- Consider your team's goals and the resources available
- Use customized criteria relevant to your team's objectives and performance
**Ducalis** allows you to do both. There are two main types of customizable criteria:
**Value-oriented criteria:** Focused on your team's goals and objectives. These include Activation, Retention, Virality, Speed, Sales, Reach, etc.
**Effort-oriented criteria:** Focused on the resources available to your team. These include Dev time, UX time, etc.
This optimization of the Eisenhower Matrix improves its accuracy, efficiency, and reliability.
### Empower your team
For your team to operate effectively, minimize bias in judgment, which can negatively impact the overall process. An important example is the **HiPPO** effect (Highest Paid Person's Opinion), when decisions defer to the highest-paid individual's judgment because people disregard an issue's content to appease the most senior person in the room.
Eliminate this problem using **team alignment**. When your team is aligned, there's mutual understanding through which employees from diverse roles and departments communicate and collaborate to achieve team goals and objectives. This provides many benefits:
- Improved transparency and accountability
- Improved idea generation and processing
- Shared accountability for results
- Reduced redundancy and improved knowledge exchange
- Increased trust level among employees and collaboration
**Ducalis** provides five tools to achieve **team alignment**:
**Customizable prioritization criteria based on your goals:** Create a unique matrix for each team based on their requirements.
**Collaboration in the assessment process:** The entire team participates in evaluation. This is empowering because it includes everyone, encourages idea exchange, and ensures everyone's voice is heard. After seeing how others voted and what they thought about various issues, people understand what's essential and why. They have a clear picture of what needs to be done next.
**Analysis of differences through team alignment grid:** The team alignment grid shows exactly where your team disagrees. It displays differences in scores so you can focus on areas causing problems. You can see your team's level of alignment on different tasks based on how individuals prioritize the same criteria.
**Questions section:** If there's something unclear about a situation, ask questions. Each task has its own area in Ducalis where you can ask and receive inquiries from teammates. You can also see all questions being discussed within your team.
**Score expiration to keep priorities up to date:** This function helps dynamically assess the importance of issues. You can divide the project into sprints and cycles, then review the significance of tasks in light of changing external conditions. This keeps your team engaged and brainstorming new concepts.
When you align your team, you optimize the tradeoff between your goals and resources.
The team alignment grid shows areas of disagreement among your team
### Strengthen your management stack
When Dwight D. Eisenhower and Stephen Covey first built the Eisenhower Matrix, they drew it and filled in tasks manually. Things have changed since then. Today, most teams use task trackers such as [**Jira**](https://hi.ducalis.io/task-trackers/jira-priority-sorting-backlog), [**Asana**](https://hi.ducalis.io/task-trackers/asana-priority-sorting-backlog), [**Trello**](https://hi.ducalis.io/task-trackers/trello-priority-sorting-backlog), and [**ClickUp**](https://hi.ducalis.io/task-trackers/clickup-priority-sorting-backlog). Manually constructing the Eisenhower Matrix and copying tasks into it from task trackers wastes time that could be better used elsewhere.
**Ducalis** solves this problem. All tasks are **synchronized** with available backlogs and automatically distributed within quadrants of the matrix. Ducalis combines prioritization power with [**your favorite task tracker**](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/) to give you the best possible results **all in one place** with no need for tool switching. Ducalis offers synchronization with [**Asana**](https://hi.ducalis.io/task-trackers/asana-priority-sorting-backlog), [**ClickUp**](https://hi.ducalis.io/task-trackers/clickup-priority-sorting-backlog), [**Jira**](https://hi.ducalis.io/task-trackers/jira-priority-sorting-backlog), [**Pivotal**](https://hi.ducalis.io/task-trackers/pivotal-tracker-priority-sorting-backlog), [**Google Sheets**](/docs/prioritization/issues/importing-issues-from-a-csv-file/), [**Trello**](https://hi.ducalis.io/task-trackers/trello-priority-sorting-backlog), [**Yandex Tracker**](https://hi.ducalis.io/task-trackers/yandex-tracker-priority-sorting-backlog), and [**YouTrack**](https://hi.ducalis.io/task-trackers/youtrack-priority-sorting-backlog).
### Adapt to changing priorities
The reality of work is that it's **constantly changing and evolving**, making it challenging to find the most productive tasks that impact all criteria simultaneously.
Ducalis helps you find answers to questions such as how to find **quick wins** to improve activation and what a UX specialist should work on by adjusting the relevant criteria. Ducalis allows you to update the criteria you use at any time to adapt to the dynamic business environment. This gives you the opportunity to focus on real-time goals and reduce backlog noise.
### Use the Eisenhower Matrix in Ducalis
1. Synchronize your favorite task tracker with Ducalis or add tasks manually via a CSV sheet.
2. After signing up for Ducalis, personalize your template by defining and customizing your criteria, then assigning weights to them.
3. Evaluate tasks yourself or with your team.
4. Select relevant criteria based on your current objectives as a foundation for prioritization.
5. Tasks will be placed in the matrix based on the scores they received.
Activate and deactivate criteria to adjust the matrix to your current needs
## Get started
Ducalis is a task prioritization tool that keeps your team aligned around top priorities. It ensures every team member's opinion is heard and valued. Decisions are made collaboratively, so every team member feels empowered. Team alignment isn't a one-off activity—when done properly and repeatedly, it boosts team morale and shared understanding and decreases employee turnover in the long run. [**Try Ducalis for free**](https://hi.ducalis.io/signup) and invite team members to improve your prioritization and team alignment efforts.
## Value vs Effort Prioritization
*Complete guide to Value vs Effort prioritization framework. Learn the four quadrants, when to use this framework, and how to implement it with your team.*
URL: https://help.ducalis.io/frameworks/value-vs-effort-prioritization-framework/
The Value vs Effort framework is the fastest path to smarter prioritization. This 2x2 matrix separates high-impact opportunities from resource drains by plotting initiatives against two dimensions: the value they deliver and the effort required. Teams using this approach consistently identify "quick wins" that deliver maximum ROI with minimum investment, while systematically avoiding "money pits" that consume resources without proportional returns. Whether you're grooming a product backlog, planning marketing campaigns, or managing enterprise projects, this guide covers everything.
## What is the Value vs Effort framework?
The Value vs Effort framework (also called Impact vs Effort Matrix, Value vs Complexity Matrix, or Lean Prioritization Matrix) is a visual decision-making tool that evaluates tasks based on two fundamental questions: *How much value will this deliver?* and *How much effort will it require?*
The framework creates a 2x2 grid with four distinct quadrants, each prescribing a different strategic action. Items plotted in the upper-left quadrant (high value, low effort) become top priorities, while those in the lower-right (low value, high effort) get eliminated or reconsidered. The genius lies in its simplicity—complex prioritization decisions become visually intuitive.
The approach is built on fundamental cost-benefit analysis principles. As product management experts describe it: "It's the act of weighing the potential ROI of a task against the resources it demands, ensuring the highest value tasks get precedence." This framework has become ubiquitous across Six Sigma, Agile, Lean methodologies, and design thinking because it translates abstract tradeoffs into actionable visual guidance.
Common alternative names include:
- **Impact vs Effort Matrix** (prevalent in quality management)
- **Value vs Complexity Matrix** (product management terminology)
- **Action Priority Matrix** or **4-Square Matrix** (project management)
- **Lean Prioritization Matrix** (Agile contexts)
## The four quadrants define your action strategy
Each quadrant carries specific characteristics and strategic implications. Understanding these distinctions transforms the matrix from a simple visualization into a powerful decision-making engine.
### Quick Wins: pursue immediately (high value, low effort)
Items in this quadrant represent low-hanging fruit—opportunities delivering significant impact with minimal resource investment. These should be your top priority and typically get implemented first. Examples include improving button labels for better conversion, adding FAQ content that reduces support tickets, or fixing a common user error with a simple code change.
The strategic approach is straightforward: *do these immediately*. Quick Wins deliver instant ROI and build momentum. One caveat from product experts: if genuine Quick Wins exist and are truly easy, "you probably will have already completed them." Finding items here often signals either fresh discovery or previous oversight.
### Major Projects: plan carefully (high value, high effort)
High-value items requiring significant resources belong here—strategic investments like launching new product lines, platform rewrites, or market expansion initiatives. These become competitive differentiators when executed well, justifying their substantial resource requirements.
The strategic approach: *prioritize after Quick Wins*. Major Projects require careful planning, prototyping, and phased execution. Consider breaking them into smaller deliverables that can be validated incrementally. These items belong on strategic roadmaps with proper resourcing commitments rather than immediate sprint backlogs.
### Fill-Ins: use for gap-filling (low value, low effort)
Items here are easy to complete but don't dramatically affect business trajectory—minor UI tweaks, documentation updates, or small convenience features. They're "nice-to-have" elements representing low risk with limited payoff.
The strategic approach: *complete during downtime*. Fill-Ins work well when developers have capacity between larger projects or when sprints need padding. They provide small wins without significant resource expenditure. Some teams call these "wildcard" items worth adding when opportunity allows.
### Thankless Tasks: avoid or eliminate (low value, high effort)
This quadrant identifies resource drains offering little return on investment—complex features few users want, over-engineered solutions, or legacy system rewrites with marginal benefit. These items consume time and energy that could serve higher-value work.
The strategic approach: *do not prioritize*. Cross these items off entirely or radically reconsider the solution approach. As product planning experts note, "one of the best reasons to use this model is to help your team identify these low-value, high-effort initiatives" before resources get wasted.
:::warning
Items aren't static. A Fill-In requiring more effort than expected becomes a Time Sink. A Major Project losing its impact rationale may need elimination. Regularly reassess placement as new information emerges.
:::
## Framework variations address different contexts
Several variations adapt the basic 2x2 structure for specific use cases:
| Variation | Key Difference | Best Application |
|-----------|----------------|------------------|
| **Value vs Complexity** | "Complexity" encompasses technical difficulty plus organizational challenges | Development team planning |
| **Impact vs Effort** | "Impact" specifically references user or business outcomes | UX design, Six Sigma |
| **Cost-Benefit Matrix** | Uses monetary values for both dimensions | Financial and strategic decisions |
| **[RICE Framework](/frameworks/rice-framework-reach-impact-confidence-effort/)** | Adds Reach and Confidence factors; formula: (R × I × C) ÷ E | Data-driven organizations |
| **[ICE Scoring](/frameworks/ice-framework-impact-confidence-ease-of-implementation-prioritization/)** | Adds only Confidence to Impact and Ease | Mid-complexity prioritization |
The [RICE framework](/frameworks/rice-framework-reach-impact-confidence-effort/), developed by Intercom, represents the most significant evolution. By adding **Reach** (how many users affected) and **Confidence** (certainty in estimates), RICE addresses two key limitations of basic Value/Effort assessment: it accounts for feature audience size and penalizes uncertain projections.
## When to choose Value vs Effort over other frameworks
Different frameworks serve different decision contexts. Choosing the right tool requires understanding what each approach optimizes for.
**Choose Value vs Effort when:**
- Speed matters more than precision
- Teams need visual communication for stakeholder alignment
- You're working with early-stage products having limited data
- Sprint-level or tactical prioritization is the goal
- Participants are new to structured prioritization
**Choose [RICE](/frameworks/rice-framework-reach-impact-confidence-effort/) when:**
- You need to compare many features objectively with numerical ranking
- Have data on reach and impact available
- Must justify decisions to stakeholders with quantifiable rationale
- Want to penalize low-confidence estimates explicitly
**Choose MoSCoW when:**
- Defining release boundaries or MVP scope
- Managing stakeholder expectations on what's in/out
- Need simple categorical (Must/Should/Could/Won't) rather than scored prioritization
**Choose [ICE](/frameworks/ice-framework-impact-confidence-ease-of-implementation-prioritization/) when:**
- Running weekly or bi-weekly prioritization cycles for growth experiments
- "Good-enough" decisions unblock learning faster than perfect analysis
- Confidence variation significantly affects priorities
**Choose Kano Model when:**
- Understanding how features affect customer satisfaction is paramount
- Need to identify features that actually cause dissatisfaction
- Have capacity for customer research and surveys
**Choose [Weighted Scoring](/frameworks/weighted-decision-matrix-prioritization/) when:**
- Multiple stakeholders have legitimately different priority criteria
- Complex enterprise decisions require considering many factors
- Need documented, defensible decision rationale
## Strengths of the Value vs. Effort Model
The framework's advantages explain its widespread adoption:
- **Simplicity**: No elaborate calculations or specialized training required
- **Visual clarity**: 2x2 representation makes priorities immediately apparent
- **Speed**: Enables rapid prioritization without extensive analysis
- **Flexibility**: Value and Effort definitions adapt to organizational context
- **Alignment**: Creates shared language facilitating team consensus
- **Accessibility**: Anyone can participate regardless of technical background
These strengths make Value vs Effort ideal for collaborative workshops, cross-functional alignment sessions, and situations requiring quick decisions with limited data.
## Key Limitations of Value–Effort Framework
Critical research reveals significant weaknesses teams must address:
**Subjectivity risk**: Scores often reflect gut feeling rather than data. Different evaluators may score identical items very differently, creating inconsistency.
**Estimation bias**: Microsoft research found experts are "bad at estimating the value of features." Harvard Business School's John Gourville found teams overestimate value impact by a **factor of 9**, while consistently underestimating effort by **2-3x**. This means items predicted as "Quick Wins" often end up as "Money Pits."
**Missing dimensions**: The framework ignores urgency, dependencies, strategic alignment, risk, and time sensitivity. It doesn't capture confidence levels or account for negative outcomes—some features actually hurt metrics.
**Oversimplification**: Complex decisions reduced to a simple grid may miss crucial nuances. Two factors cannot capture all relevant decision criteria for sophisticated organizations.
**Static snapshots**: Without regular updates, scores become outdated as market conditions change, rendering the matrix misleading.
## Value–Effort Framework in Practice Across Teams
### Software and product teams
Product managers use Value vs Effort extensively for feature prioritization, plotting potential features to determine what belongs in the next release versus future roadmaps. During backlog grooming, the framework prevents backlogs from becoming feature "dumps" by identifying Money Pit items before they consume sprint capacity.
Specific applications include:
- Comparing payment integration (high value, low effort) against loyalty programs (lower ROI)
- Identifying in-app FAQ (Quick Win) versus AI implementation (Major Project)
- Balancing Quick Wins with Major Projects within sprint capacity
### Marketing teams
Marketing applies the framework for campaign prioritization and channel selection. Regular social posting continues as low-hanging fruit while major campaigns launch for new product lines. Teams evaluate email, social, paid media, and content channels by effort versus impact.
Quick Wins might include optimizing high-performing blog posts or adding CTAs to existing pages. Major Projects encompass website redesigns or long-form content campaigns. Time Sinks often include detailed reporting on minor metrics or non-essential conference attendance.
### Project management and operations
Project managers combine the matrix with resource allocation decisions, preventing expenditure on "white elephant" projects consuming resources without proportional return. Portfolio management uses matrices to compare multiple projects simultaneously, balancing strategic Big Bets with tactical Quick Wins.
### Customer support and success
Support teams apply priority matrices combining impact/effort with client tier weighting. Critical issues affecting revenue for enterprise clients become Priority 1. Similar issues for smaller clients become Priority 2. The approach removes guilt from prioritization by making criteria explicit and defensible.
Feature requests get scored by cumulative MRR of requesting customers—calculating the total monthly recurring revenue from all customers who requested a feature creates more precise value assessment than arbitrary scoring.
### Startup versus enterprise considerations
**Startups** favor Value vs Effort because simplicity matches their speed requirements. When every sprint matters and extensive data analysis isn't feasible, quick visual prioritization becomes essential for MVP development and resource-constrained decisions.
One startup initially prioritized technically impressive portfolio tracking features—high effort items that underperformed because value-to-effort ratio was lower than assumed. Adjusting focus to AI-powered insights (higher leverage) improved outcomes. The lesson: "Misallocating even a few sprints to the wrong features can dramatically reduce runway."
**Enterprise teams** often layer additional frameworks. Strategic planning may use [WSJF](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/) or [weighted scoring](/frameworks/weighted-decision-matrix-prioritization/) while team-level sprint planning uses Value/Effort. Formal criteria definitions become necessary across large organizations to ensure consistent interpretation.
## What is Value?
In the matrix, the “value” dimension refers to the benefits or impact a feature will have. How you measure this depends a ton on what your business goals are. Value should encompass multiple dimensions rather than single metrics:
**User value** includes customer satisfaction improvement, user problem resolution, number of users affected, and feature request frequency from customers.
**Business value** encompasses revenue potential (new acquisition, upsells), Monthly Recurring Revenue of requesting customers, market differentiation, retention impact, and churn prevention.
**Strategic alignment** considers alignment with product vision, market positioning, long-term objectives, and return on investment.
Quantification approaches include:
- **Cumulative MRR method**: Sum the MRR of all customers requesting a feature
- **Feature request counting**: Number of users/customers requesting functionality
- **Customer segment weighting**: Prioritize features requested by high-value segments
- **Revenue estimation**: Projected revenue impact calculations
Best practice requires stakeholder input during value definition—conducting interviews to capture diverse perspectives, including customer-facing teams in assessment, and defining criteria collaboratively before scoring begins.
## What is Effort?
Effort is how much work a feature will be. It could include:
**Development time**: Developer hours/days, person-months across product, design, and engineering teams.
**Resource requirements**: Overall resource hours, in-house skill availability, cross-team dependencies.
**Complexity factors**: Technical complexity, work volume, uncertainty and implementation risks, integration requirements.
**Risk considerations**: Failure probability, technology obsolescence, dependency on specific team members.
### Estimation methods
You can use rough T-shirt sizes (Small, Medium, Large, Xtra large) to estimate the effort for each feature, or you can get more specific and use story points or product development hours.
| Method | Best For | Pros | Cons |
|--------|----------|------|------|
| **T-Shirt Sizing (XS-XXL)** | High-level roadmapping, teams new to Agile | Simple, intuitive, encourages discussion | Less granular, can't calculate velocity |
| **Story Points (Fibonacci)** | Sprint planning, mature teams | Enables velocity tracking, data-driven forecasting | Can be confused with time, requires calibration |
| **Time-Based (Hours/Days)** | Detailed task planning, mature projects | Concrete, easy to understand | Creates artificial pressure, often inaccurate |
A hybrid approach works well: use T-shirt sizing for early project stages, shift to Story Points for user story-level planning, convert to time estimates only for discrete, well-defined tasks.
## Avoiding Common Prioritization Mistakes
**Over/underestimating systematically**: Teams consistently underestimate effort by 2-3x due to planning fallacy. Validate estimates with development teams before finalizing, use historical data to calibrate, and retrospect regularly on estimation accuracy.
**Biasing value assessment**: Product managers often assign arbitrary scores based on gut feeling. Ground estimates in customer feedback data (feature request counts, MRR), require evidence for value claims, and include diverse stakeholders.
**Ignoring dependencies**: The matrix doesn't show task interconnections. Use story mapping to visualize dependencies, note them explicitly in discussions, and consider sequencing requirements when ordering backlogs.
**Static scoring**: Scores become outdated as market conditions change. Schedule regular re-evaluation sessions, update scores when new data emerges, and treat the matrix as a living document rather than fixed truth.
**Overloading Quick Wins**: Some teams jam too many items into this quadrant through wishful thinking. Maintain honest assessment and balance with strategic high-effort items that build long-term competitive advantage.
**Handling disagreements** requires voting mechanisms (Priority Poker, dot voting), hypothesis justification for every estimate, facilitated discussion on outliers, and clear authority for breaking ties when consensus fails.
## Set up Value vs Effort in Ducalis
Ducalis extends the basic 2x2 matrix with weighted scoring, team voting, and deep task tracker integrations. Here's how to implement the framework:
### Step 1: Import your Backlog Issues
Add Issues to your prioritization Board to evaluate and rank them. Issues are the work items you need to prioritize—tasks, features, bugs, or initiatives. There are some [import methods](/guides/getting-started-prioritization/how-to-add-issues-to-a-prioritization-board/).
### Step 2: Configure your criteria framework
Navigate to **Criteria Settings** and [configure each criterion](/docs/prioritization/setup/criteria/).
1. **Configure rating scale**: Choose scoring methods—0-3, Fibonacci (0,1,2,3,5,8,13,21), geometric sequences, or custom
2. **Set criterion weight**: Set the Weight to reflect how significant this Criterion is compared to others.
3. **Specify criteria descriptions**: To build reliability faster and reduce subjectivity, add score meanings to criteria descriptions.
4. **Add custom factors for your objectives**: You likely have multiple objectives, not just one metric to push. Value alone can't capture all business dimensions.
### Step 3: Collect diverse opinions for expert assessment
[Invite team members](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/) to the board and assign specific criteria to specific roles. This role-based assignment ensures qualified people score appropriate criteria. Divide criteria among team members according to their expertise. Evaluate some criteria collaboratively.
For example, the Activation criterion can be more clearly evaluated by product managers, analytics, and customer support.
While the implementation effort criterion is better evaluated by developers, designers, or analytics.
### Step 4: Evaluate issues
Team members score backlog items against each assigned criterion. Use [Evaluation Poker mode](/docs/sprint-planning/evaluation-poker/) for unbiased scoring—team members evaluate independently with scores hidden until reveal date.
### Step 5: Check score scatter for estimation clarity
After collaborative scoring, compare teammates' scores. You may discover someone:
Has a unique perspective other team members haven't considered
Doesn't understand the project or the objective behind the criteria
Sometimes all scores differ, indicating the team doesn't understand the project or criteria. This exercise reveals gaps in team alignment around goals. You need shared understanding—when building a rocket, you want a missile, not a flying saucer.
Discuss only projects or criteria with scattered scores to spot problems. No need to discuss the entire backlog together. This saves time on coordination work.
Use [Alignment reports](/docs/prioritization/results/alignment/).
### Step 6. Use matrix to visualize project influence
[A 2×2 matrix helps](/docs/prioritization/results/matrix-page-features/) visualize your product backlog when deciding what to develop next. Ranked lists are useful, but where do Quick Wins end and Major Projects begin? Distributing projects into four quadrants improves sprint planning by visually dividing the backlog into four categories based on speed and significance of results.
### Step 7. Re-evaluate projects to update relevance
We once heard of a task that's been backlogged for nine years. Don't want to repeat the story? Re-evaluate your backlog regularly.
Priorities change quickly, sometimes overnight. A project may not reach the top initially but becomes valuable in a few sprints. If you don't want to lose great ideas at the bottom of your backlog, reassess them over time according to new circumstances.
Learn more about [Score Expiration](/docs/sprint-planning/score-expiration/).
## Ducalis templates accelerate implementation
Ducalis provides multiple ready-to-use templates:
**Impact-Effort Matrix Template**: Basic 2-criteria setup (Impact + Effort) with 0-3 scoring. Ideal for teams new to prioritization frameworks.
**Value vs Complexity/Effort Matrix Template**: Uses High/Low Value and High/Low Complexity scoring, producing Quick Wins, Big Bets, Maybes, and Time Sinks quadrants.
**[RICE Template](/frameworks/rice-framework-reach-impact-confidence-effort/)**: Implements Reach, Impact, Confidence, Effort with the formula (R × I × C) / E for data-driven organizations needing numerical ranking.
**[WSJF Template](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/)**: Implements Weighted Shortest Job First using Cost of Delay / Job Size with Fibonacci scoring for teams following [SAFe methodology](https://scaledagile.com/what-is-safe/).
**Additional templates** include HEART UX Prioritization, AARRR (pirate metrics), [Eisenhower Matrix](/frameworks/how-to-optimize-the-eisenhower-matrix-for-maximum-potential/), [Technical Debt Prioritization](/frameworks/technical-debt-prioritization/), and [ICE Framework](/frameworks/ice-framework-impact-confidence-ease-of-implementation-prioritization/).
**Important distinction**: The Matrix page uses **non-weighted** calculations for quadrant distribution (pure Value vs Effort positioning), while the Top Priorities page uses **weighted** calculations for ranking. This allows visual quadrant analysis to remain intuitive while detailed rankings incorporate sophistication.
## Matrix visualization offers multiple views
### List View
Issues grouped by quadrant with expandable sections. Items ordered by priority within each quadrant. Quick scanning of quadrant membership and relative priority.
### Bubble View
Issues displayed as color-coded bubbles positioned on X-Y grid based on Value/Effort scores. Hover for issue summary tooltip; click to open full issue card. Visual clustering reveals patterns.
**Dynamic criteria filtering** enables toggling criteria on/off at the top of the matrix. Enabling or disabling criteria recalculates and redistributes issues dynamically—useful for sprint-specific prioritization focus or "what-if" analysis.
**Quadrant customization**: Quadrant names and emojis are fully customizable to match organizational terminology preferences.
## Unique Ducalis capabilities extend basic prioritization
Beyond the standard 2x2 matrix, Ducalis offers several distinguishing features:
**Multi-criteria frameworks**: Add unlimited value criteria (Revenue, Activation, Retention, etc.) and multiple effort criteria (Dev Time, UX Complexity, etc.) combining into sophisticated weighted scoring.
**Aggregated Report Boards**: Combine multiple boards for end-to-end visibility across teams and projects. Zoom in/out of project contexts while maintaining portfolio perspective.
**Sprint planning integration**: Set sprint duration and evaluation cycles, configure score expiration settings, and receive automatic reminders for re-evaluation.
**Public voting boards**: Collect customer feedback externally, link ideas to internal backlog, and track voter data with customer properties—connecting external demand signals to internal prioritization.
**Custom filters**: Create and save custom filters, share with team members, and customize table columns for different stakeholder views.
## Combining Value vs Effort with other frameworks
Hybrid approaches often outperform single-framework prioritization:
**Value vs Effort + MoSCoW**: Draw release boundaries first using MoSCoW categories, then sequence items within each category using Value/Effort analysis.
**Value vs Effort + Kano**: Ensure basic expectations are covered, then add a deliberate "Delighter" each cycle—Kano categorization informs the value definition.
**Value vs Effort + [RICE](/frameworks/rice-framework-reach-impact-confidence-effort/)**: Use RICE for comparable numerical scoring when precision matters; use Value/Effort for visual communication to stakeholders.
**Value vs Effort + Story Mapping**: Map user journeys first to understand context, then prioritize within each journey stage.
**Enhancement layers to consider:**
- Add **Confidence** dimension when estimates are highly uncertain (becomes [ICE](/frameworks/ice-framework-impact-confidence-ease-of-implementation-prioritization/)-like)
- Break **Value into Reach + Impact** when feature audiences vary significantly (becomes [RICE](/frameworks/rice-framework-reach-impact-confidence-effort/)-like)
- Add **Strategic Alignment** axis for corporate initiatives that don't serve current customers but enable future growth
## Related Articles
- [How the Matrix Page Works](/docs/prioritization/results/matrix-page-features/) — Understanding quadrants, views, and filtering
- [Impact-Effort Matrix Fundamentals](/guides/tutorials/cracking-the-impact-effort-value-prioritization-matrix-secret/) — Basic matrix concepts and quadrant definitions
- [Optimizing the Eisenhower Matrix](/frameworks/how-to-optimize-the-eisenhower-matrix-for-maximum-potential/) — Customizing criteria for your team
- [Team Alignment Report](/docs/prioritization/results/alignment/) — Finding and resolving estimation disagreements
- [Evaluation Poker](/docs/sprint-planning/evaluation-poker/overview/) — Setting up silent voting for unbiased estimates
- [Score Expiration](/docs/sprint-planning/score-expiration/) — Keeping your matrix accurate over time
- [Sprint Planning Settings](/docs/sprint-planning/sprint-settings/) — Configuring evaluation cadence
- [Adding Evaluation Criteria](/docs/prioritization/setup/criteria/) — Setting up Value and Effort criteria with multiple estimators
## Weighted Decision Matrix
*Learn how to prioritize tasks using weighted criteria based on your business metrics like money, activation, retention, and reach.*
URL: https://help.ducalis.io/frameworks/weighted-decision-matrix-prioritization/
A weighted decision matrix helps you prioritize tasks by evaluating them against customizable business metrics. Score each task across multiple criteria—like revenue impact, user activation, development time—then use weighted formulas to calculate priority rankings.
The template is fully customizable. Add, edit, or delete criteria, teams, and formulas to match your business needs.
## Example evaluation criteria
### Money
**Impact:** Influences revenue income.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Activation
**Impact:** Helps users understand how the product works.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Retention
**Impact:** Increases user motivation to use the product again.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Service
**Impact:** Reduces customer support time without quality loss.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Ads
**Impact:** Increases Facebook Ads launched via the product. Important for Facebook Marketing Partnership.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Posting
**Impact:** Helps create more templates or custom posts. Shows the advantage of posting and analysis via the tool. Customers post more via the service.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Reach
**Impact:** Number of customers, product units, or revenue this feature will affect.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Product Managers
### Time
**Impact:** Development time and complexity.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** -3
**Estimated by:** Developers
### Value
**Impact:** Importance for development and product.
**Scale:** Geometric sequence (0, 1, 2, 4, 6, 8)
**Weight:** +1
**Estimated by:** Developers
## Calculation
**(Money × 1) + (Activation × 1) + (Retention × 1) + (Service × 1) + (Ads × 1) + (Posting × 1) + (Reach × 1) – (Time × 3) + (Value × 1)**
## Related resources
- [Google Sheets template](/frameworks/weighted-decision-matrix-sheets-template) - Use this spreadsheet to apply the weighted decision matrix method
## RICE Framework Google Sheets Template
*Download a free RICE scoring template for Google Sheets to prioritize features using Reach, Impact, Confidence, and Effort metrics.*
URL: https://help.ducalis.io/frameworks/free-rice-scoring-prioritization-template-for-google-sheets/
Download a customizable RICE framework template for Google Sheets. Use it to score features by Reach, Impact, Confidence, and Effort.
## Related resources
- [RICE Framework: Reach, Impact, Confidence, Effort](/frameworks/rice-framework-reach-impact-confidence-effort) - Learn how to apply the RICE prioritization method
## Weighted Decision Matrix Google Sheets Template
*Download a free Weighted Decision Matrix Google Sheets template to prioritize your backlog with custom criteria and team collaboration.*
URL: https://help.ducalis.io/frameworks/weighted-decision-matrix-sheets-template/
A free Google Sheets template for Weighted Decision Matrix prioritization. Customize criteria, assign weights, and evaluate issues collaboratively with your team.
## Download the template
## Customize the template
### 1. Set up teams
1. Rename the tabs with your team names.
The template includes two example teams: Product Managers and Devs.
2. Open the **Factors** tab and update the team names there.
### 2. Configure criteria
Define the evaluation criteria in the **Factors** tab. You can use the example criteria or replace them with your own.
**Example criteria for Product Managers:**
- **Money** — Influences revenue
- **Activation** — Helps users understand how the product works
- **Retention** — Increases user motivation to return
- **Service** — Reduces customer support time without quality loss
- **Ads** — Increases Facebook Ads launches (important for Facebook Marketing Partnership)
- **Posting** — Encourages more template or custom post creation
- **Reach** — Number of customers, product units, or revenue this feature affects
**Example criteria for Developers:**
- **Time** — Development time and complexity
- **Value** — Importance for development and product
**Add descriptions:**
1. Add criterion descriptions in the **Factors** tab using comments.
2. Add the same descriptions in each team tab so evaluators can see them without switching tabs.
**Assign weights:**
Set each criterion weight from -3 to 3 in the **Factors** tab. Weight represents the criterion's importance relative to others. Criteria estimating effort (like Time or Complexity) should have negative weight.
### 3. Adjust the formula
Evaluation results appear in the **Total** tab. By default, data is pulled from columns A through O in the **Factors** tab.
**If you add or remove criteria:**
1. Open the **Total** tab.
2. Update the formula to include the correct column range.
**Filter by status:**
By default, issues with Done, In Review, Test, Bug, or Epic statuses are excluded from **Total**. To change this, add or remove statuses from the formula.
### 4. Identify top priorities
Top priority issues appear in the **Total** tab, ranked by Total Value:
**Total Value = Criterion 1 × Weight 1 + Criterion 2 × Weight 2 + ... + Criterion N × Weight N**
Issues with higher scores appear at the top. The template highlights the top 20 issues by default. To change this number, use [conditional formatting](https://support.google.com/docs/answer/78413?co=GENIE.Platform%3DDesktop&hl=en).
### 5. Evaluate issues
1. Open your team tab.
2. Evaluate each issue against each criterion using scores from 0 to 3:
- **0** — No Impact
- **1** — Low Impact
- **2** — Medium Impact
- **3** — High Impact
Decide on an evaluation schedule with your team. For example, evaluate issues every Friday as a dedicated prioritization day.
## Import issues from your task tracker
This template is designed for Jira. You can customize it for Asana, Trello, or other task trackers, but it may require additional configuration.
### Import from Jira
1. Go to **Filters** in Jira.
2. Create a filter for the project with the issues you want to prioritize.
3. Select all issues and all statuses.
4. Ensure filter columns match the Google Sheets columns.
5. Save the filter and export it as CSV.
6. Import the CSV as a new tab in Google Sheets.
7. Copy all tasks to the **Jira issues** tab.
### Link to Jira issues
Each issue includes a link to Jira for viewing the full description.
1. Open any issue in Jira.
2. Copy the domain link ending with `browse/`.
3. Add the link to the **Jira Domain for links** field on the **Factors** tab.
## Why use Ducalis instead of spreadsheets
Ducalis provides a faster, more stable alternative to spreadsheets. Formulas never crash, criteria are easily edited, and notifications help your team build a prioritization habit. Beyond prioritization, Ducalis helps your team build shared understanding.
**Options for adding tasks:**
- Add tasks manually like a spreadsheet
- Import tasks from a CSV file
- Integrate your task tracker for real-time syncing
[**Try the Weighted Decision Matrix template in Ducalis**](https://hi.ducalis.io/fw/weighted-decision-matrix) and skip months of spreadsheet struggles.
## Related resources
- [Weighted Decision Matrix Prioritization](./weighted-decision-matrix-prioritization.mdx) — Learn how the framework works and when to use it
## RICE Framework Notion Template
*Download a free RICE prioritization template for Notion. Score projects by Reach, Impact, Confidence, and Effort for data-driven decisions.*
URL: https://help.ducalis.io/frameworks/rice-framework-notion-template/
Download a free RICE Framework template for Notion to prioritize projects, features, and hypotheses by evaluating Reach, Impact, Confidence, and Effort in a structured workspace.
## Download template
Try the template with a free Ducalis account: [Sign up](https://hi.ducalis.io/signup)
## Related resources
- [RICE Framework guide](/frameworks/rice-framework-reach-impact-confidence-effort/) - Complete guide to RICE prioritization
- [RICE Framework Google Sheets template](/frameworks/free-rice-scoring-prioritization-template-for-google-sheets/)
## WSJF Google Sheets Template
*Download a free WSJF prioritization template for Google Sheets. Calculate Weighted Shortest Job First scores using SAFe methodology for agile teams.*
URL: https://help.ducalis.io/frameworks/wsjf-agile-framework-google-sheets-template/
Download a free WSJF (Weighted Shortest Job First) prioritization template for Google Sheets. Calculate priority scores using SAFe methodology to identify which features deliver maximum value with minimal effort.
:::tip
Try the template with a free Ducalis account to automate WSJF calculations and sync priorities with your team.
:::
## Related resources
- [WSJF Framework Guide](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework) - Complete guide to Weighted Shortest Job First methodology
## Technical Debt Prioritization Framework Template
*Technical Debt Prioritization Criteria: 1. Code Knowledge. 2. Severity. 3. Dependency and Scale. 4. Cost of Fixing. The detailed review of understanding the prioritization framework.*
URL: https://help.ducalis.io/frameworks/technical-debt-prioritization/
## TL; TR: Prioritization Criteria {#tl-tr-prioritization-criteria}
[](https://hi.ducalis.io/fw/technical-debt-prioritization)
- **Code Knowledge**. How are you familiar with the code?
- **Severity**. How it affects the software's functionality or performance?
- **Dependency and Scale**. How many components depend on that part of the code? The scale of impacted software architecture.
- **Cost of Fixing**. How many story points would it cost to fix the technical debt issue?
Total Score = (**Knowledge** + **Severity** + **Dependency**) – 3 \* **Cost**
Read also [5 Tips for Prioritizing Technical Debt](/frameworks/5-tip-prioritizing-technical-debt/).
- [TL; TR: Prioritization Criteria](#tl-tr-prioritization-criteria)
- [What is technical debt?](#what-is-technical-debt)
- [Examples of Technical Debt](#examples-of-technical-debt)
- [The tech debt problem](#the-tech-debt-problem)
- [Technical Debt Prioritization Criteria](#technical-debt-prioritization-criteria)
- [Code Knowledge](#code-knowledge)
- [Severity](#severity)
- [Dependency and system scale](#dependency-and-system-scale)
- [Cost of fixing](#cost-of-fixing)
- [Customize criteria descriptions](#customize-criteria-descriptions)
- [Unsuitable criteria for technical debt evaluation](#unsuitable-criteria-for-technical-debt-evaluation)
- [Don't use: Business Value or User Experience](#dont-use-business-value-or-user-experience)
- [Don't use: Occurrence](#dont-use-occurrence)
- [Don't Use: Issue Age](#dont-use-issue-age)
- [Priority score calculation for the technical debt issues](#priority-score-calculation-for-the-technical-debt-issues)
- [Collect issues for technical debt backlog](#collect-issues-for-technical-debt-backlog)
- [Tip 1. Create a dedicated section on your task tracker](#tip-1-create-a-dedicated-section-on-your-task-tracker)
- [Tip 2. Use a consistent format](#tip-2-use-a-consistent-format)
- [Tip 3. Provide a clear description](#tip-3-provide-a-clear-description)
- [Tip 4: Use Code Change Frequency for collecting Happened-Upon technical debt](#tip-4-use-code-change-frequency-for-collecting-happened-upon-technical-debt)
- [Tip 5: Auto-Scan your code for Slowness and Vulnerabilities](#tip-5-auto-scan-your-code-for-slowness-and-vulnerabilities)
- [Conclusion](#conclusion)
## What is technical debt?
Technical debt is a metaphorical term used in software development to describe the extra development work that arises when code that is easy to implement in the short run is chosen over more robust or scalable options that may take longer. It refers to the cost of taking shortcuts or writing code not optimized for long-term maintainability, extensibility, or reliability.
Examples of technical debt include writing spaghetti code that is difficult to read and understand, using outdated libraries or frameworks no longer supported, failing to document code or tests, and neglecting to perform regular maintenance or updates.
## Examples of Technical Debt
**Typical Technical Debt Issues:**
1. Using outdated or deprecated technology: Using old or unsupported technology can result in compatibility issues and security vulnerabilities.
3. Poor code quality: Code that is difficult to read, understand, and maintain can result in bugs, decreased productivity, and increased development time.
5. Lack of documentation: Failing to document code, processes, and requirements can make it difficult for future developers to understand the software, leading to increased development time and higher costs.
7. Insufficient testing: Skipping or delaying testing can result in undetected bugs, security vulnerabilities, and user dissatisfaction.
9. Architecture design flaws: Designing software with a suboptimal architecture or failing to plan for scalability can lead to technical debt as the software becomes more complex and challenging to maintain over time.
**Examples of what is NOT considered technical debt:**
1. Deliberately deferring work that is not critical to the project or that can be completed later.
3. We make informed decisions to take a shortcut to meet a deadline or deliver a prototype quickly.
5. It intentionally chooses to implement a less-than-optimal solution that is still acceptable for the project goals.
7. We decide to use a specific technology or tool even though its potential limitations are based on trade-offs with other factors such as time, cost, and business requirements.
9. We are performing routine maintenance tasks that do not significantly improve the software.
## The tech debt problem
The main problem with technical debt is that it can accumulate over time, making adding new features, fixing bugs, or maintaining the codebase harder.
- Features take longer to develop
- More Bugs
> It's always a trade between improving your code and adding new features.
## Technical Debt Prioritization Criteria
Considering these criteria, you can create a prioritization system that helps you identify and address technical debt in your task tracker issues to maximize business value and minimize risk.
Feel free to add, modify or rewrite the criteria name and description for better understanding by your team.
For each criterion, we are using the [Fibonacci Sequence](/guides/tutorials/story-points-how-fibonacci-sequence-works-for-agile-estimation/) evaluation scale as the most suitable for story point estimation.
[](https://hi.ducalis.io/fw/technical-debt-prioritization)
hi.ducalis.io board with the Technical debt prioritization criteria
### Code Knowledge
It's a development team's understanding and familiarity with the codebase they are working on. It includes the ability to comprehend and navigate the code, as well as the understanding of the code structure, design patterns, and best practices used in the project.
Code knowledge is critical for a development team because it directly impacts their ability to write and maintain high-quality code efficiently. Teams with more code knowledge can work more quickly and accurately.
In short, code knowledge is a crucial component of a development team's skill set and directly impacts the quality and efficiency of their work.
- 1: Author. I've written that piece of code—can maintain and explain it.
- 2: Maintainer. I worked with that code—no questions about how it works.
- 3: Reachable. I can ask my teammate and read the documentation about it.
- 5: Documented. I didn't work on it. We have some documentation about it.
- 8: Understandable. I didn't work on it but I learned how it works without significant effort.
- 13: Challenging. Need significant time to find out how it works. I didn't work on that code, but I can reach someone who worked on it or find documentation.
- 21: Never heard about it. No people on your team know that code, or they will leave soon.
### Severity
The severity of Impact: Determine how much the technical debt issue affects the software's functionality or performance. The severity of impact could be high, medium, or low, and this can be used as a criterion for prioritization.
- 1: No impact at all.
- 2: Cosmetic: Shallow impact on some local components. Can be addressed in the future when resources and time are available.
- 3: Minor: It works well, but we can improve it. Can be addressed in the future when resources and time are available.
- 5: Builder: Slows productivity, makes code less maintainable, or prevents the addition of new features. It can be addressed later when resources allow. Can be addressed later
- 8: Blocker. Blocks further enhancements or updates to one component of the software. It should be addressed soon to prevent significant issues from arising.
- 13: Major. Blocks and almost brakes multiple software components. Creates additional risks or delays to the project.
- 21: Breaker. It renders the software unusable or creates high risk if left unresolved.
### Dependency and system scale
How many components depend on that part of the code? The scale of impacted software architecture:
- 1: Trivial. Can be ignored as it may be repaid at any point.
- 2: Minor local. It is self-contained in a single method, class, or function. May violate SOLID principles—no significant impact on the software's overall quality.
- 3: Moderate local: Impacts multiple methods, classes, or functions. It may also be more difficult to modify without causing unintended consequences.
- 5: Global. Self-contained in a single application or service but involves SOLID violations across subsystems in a more extensive system that spread to seemingly unrelated areas. It may also include a mismatch between abstraction layers, integration point problems, and hard coupling. This debt does not impact consumers of the application or service, but it is felt when modifying the service itself.
- 8: Major global. More significant and widespread impact on the software's quality. It may involve multiple subsystems and impact the entire application or service. It may also be more difficult to modify without causing unintended consequences.
- 13: Systemic. Spills across multiple applications, infrastructures, or teams. It involves numerous services sharing a data store, high coupling across different bounded contexts, and a stark mismatch between technical implementations and business logic. Systemic debt is untenable in the long term and requires immediate attention.
- 21: Critical. This poses a significant risk to the software's overall quality and may impact the system's stability and reliability.
### Cost of fixing
How many story points would it cost to fix the technical debt issue?
- 1: No effort
- 2: Low cost: 10% of the sprint duration.
- 3: Moderate: 20% of the sprint duration.
- 5: Significant: Half-sprint
- 8: High: One sprint
- 13: Very high: More than one sprint, but less than two sprints. Recommended to divide into multiple issues.
- 21: Prohibitively expensive. No idea now how to handle it. Two sprints and more.
## Customize criteria descriptions
Don't forget that the best criteria descriptions are easier for your teammates to understand. The more specific criteria and scale description you will have — the better for your prioritization process. Specify sprint durations, explanations of dependencies, definitions of blockers, and meaning of code knowledge. [Read more about criteria description editing](/docs/prioritization/setup/criteria/).
Customize Criteria Descriptions
## Unsuitable criteria for technical debt evaluation
Business value, occurrence, age, and Impact on user experience are unreliable criteria for evaluating technical debt.
### Don't use: Business Value or User Experience
Factors such as code quality, documentation, test coverage, and software architecture rarely directly correlate with business metrics like revenue. These factors affect the ability of the development team to make changes efficiently and the software's overall quality, reliability, and scalability.
One of the most popular reasons for not maintaining the technical debt is evaluating it in the potential revenue.
### Don't use: Occurrence
Consider the probability of the technical debt issue occurring again in the future. Technical debt is not a bug that may occur again. Don't waste your time predicting the future.
### Don't Use: Issue Age
That may feel like an evident and straightforward idea to refactor old libraries sooner. But why should you spend time on it if the code works well and doesn't slow down or create vulnerabilities? Age shouldn't be your prioritization criterion.
## Priority score calculation for the technical debt issues
As usual, we need to balance criteria weights for the right strategy for setting top priorities issues for technical debt. By default, we have weight -2. The fewer dev resource you have on your team — the more negative the weight must be.
Weight for the 'Cost' criterion setup
The final formula is pretty simple:
## Collect issues for technical debt backlog
In "[Essential Scrum: A Practical Guide to the Most Popular Agile Process](https://www.amazon.com/Essential-Scrum-Practical-Addison-Wesley-Signature/dp/0137043295)," author Ken Ruben uses three categories to define technical debt: happened-upon, known, and targeted technical debt.
- **Happened-upon technical debt** is technical debt that the development team did not know existed until it was exposed during routine product use or maintenance. For example, while adding a new feature to the software, the team may discover a workaround that was added to the code years ago and left unchanged, resulting in unexpected behavior. Happened-upon technical debt can also be caused by 'bit rot,' which occurs when code deteriorates over time, altering its function and usability.
- On the other hand, **Known technical debt** is technical debt that the development team is already aware of and can see in the software. Examples of known technical debt include poor code quality, lack of documentation, or insufficient testing.
- Finally, **targeted technical debt** is known technical debt that the development team has chosen to address in a specific sprint or release. This might involve revamping code, improving documentation, or increasing test coverage to reduce technical debt and improve the quality of the software.
By understanding the different types of technical debt, development teams can prioritize their efforts and work to address technical debt to minimize its impact on the software's long-term maintainability and reliability.
### Tip 1. Create a dedicated section on your task tracker
It's essential to have a property to separate tech debt issues from other issues like bugs or features. Use a special tag/label, issue type or component. You should always have the option to look at the full backlog with all issues and filter it by type.
### Tip 2. Use a consistent format
Use a consistent format for logging technical debt issues, such as a user story or a task in your backlog tool. This will help you easily identify and prioritize technical debt issues.
### Tip 3. Provide a clear description
Provide a clear description of the technical debt issue, including its impact on the codebase, the estimated effort required to fix it, and any potential risks or consequences.
### Tip 4: Use Code Change Frequency for collecting Happened-Upon technical debt
Code Change Frequency is how often changes are made to a software system's codebase.
It can be used to assess the health and quality of a software project and identify potential issues and risks. It allows for evaluating impact, identifying high-risk areas, and making informed decisions about changing the codebase.
- The high frequency may indicate frequent updates, improvements, instability, or errors.
- The low frequency may indicate a lack of maintenance or evolution, leading to technical debt and other issues.
Highly recommended to watch Adam Tornhill's talk about that idea.
[Video](https://www.youtube.com/watch?v=w9YhmMPLQ4U)
### Tip 5: Auto-Scan your code for Slowness and Vulnerabilities
There are many tools for code analyses. Try it and push found issues to your task tracker's backlog.
1. [Code Scene](https://codescene.com/) — One tool to visualize, understand and improve your software regarding code, knowledge, and people behind it. Make improvements based on automated, prioritized, and actionable recommendations.
3. [SonarQube](https://www.sonarsource.com/): A popular tool that can detect security vulnerabilities, code smells, and other issues in your code. It supports various programming languages and integrates with various CI/CD tools.
5. [OWASP ZAP](https://www.zaproxy.org/): An open-source web application security scanner that can detect vulnerabilities such as SQL injection, cross-site scripting, and other security issues.
7. [CodeClimate](https://codeclimate.com/): A cloud-based platform that analyzes your code and provides insights into its quality, maintainability, and security. It supports various programming languages and integrates with GitHub, Bitbucket, and other tools.
9. [Snyk](https://snyk.io/): A cloud-based tool that scans your code and dependencies for security vulnerabilities and provides remediation advice. It supports various programming languages and integrates with various CI/CD tools.
11. [AppDynamics](https://www.appdynamics.com/): A tool that provides real-time insights into the performance of your applications, including response time, error rate, and other metrics. It helps you identify performance bottlenecks and optimize your code.
13. [Qodana](https://www.jetbrains.com/qodana/). Evaluate the integrity of the code you own, contract, or purchase. Enrich your CI/CD pipelines with all the smart features you love from JetBrains IDEs
## Conclusion
Technical debt is inevitable in software development but can also be a significant roadblock to progress and innovation. By developing a technical debt prioritization system that works for your team, you can minimize its impact and maintain the quality and reliability of your software over time.
Remember that technical debt is not just a developer problem; it affects the entire organization. By incorporating technical debt management into your project management processes, you can ensure that everyone is aware of its impact and is working together to address it.
Finally, it's important to remember that addressing technical debt is not a one-time event; it requires ongoing attention and effort. By regularly reviewing and updating your technical debt backlog, you can stay on top of potential issues and ensure that your software remains healthy and reliable in the long term.
Read next: [5 Tips for Prioritizing Technical Debt](/frameworks/5-tip-prioritizing-technical-debt/)
## 5 Practical Tips for Prioritizing Technical Debt
*Learn how to prioritize technical debt effectively using poker estimation, custom frameworks, and team alignment. Balance tech debt with product backlogs for sustainable development.*
URL: https://help.ducalis.io/frameworks/5-tip-prioritizing-technical-debt/
Prioritize technical debt alongside feature development to prevent long-term code quality issues. This guide shows you how to integrate tech debt into sprint planning using unbiased estimation, custom frameworks, and stakeholder buy-in.
## What you'll need
Before implementing these tips, understand the [Technical Debt Prioritization Framework](/frameworks/technical-debt-prioritization/) fundamentals:
- **Code Knowledge** - Familiarity with the codebase
- **Severity** - Impact on functionality or performance
- **Dependency and Scale** - Number of components affected
- **Cost of Fixing** - Story points required to resolve
**Formula:** Total Score = (Knowledge + Severity + Dependency) – 3 × Cost
Try the framework template with a free Ducalis account at https://hi.ducalis.io/signup.
## Tip 1: Avoid bias with estimations
Overestimation, undervaluation, and groupthink commonly distort technical debt estimates. [Evaluation Poker](/docs/sprint-planning/evaluation-poker/overview/) eliminates these biases by letting each team member score items independently and asynchronously.
### 1. Create a new Board
1. Use the [Technical Debt Prioritization Template](https://hi.ducalis.io/fw/technical-debt-prioritization).
2. Alternatively, access the template gallery from your Dashboard.
### 2. Sync your tech debt backlog
Connect your task tracker to automatically import technical debt Issues:
1. Navigate to **Integrations**.
2. Connect your task tracker:
- [Jira Cloud](/docs/integrations/jira-cloud/issues-import/)
- [Jira Server](/docs/integrations/jira-server/issues-import/)
- [Asana](/docs/integrations/asana/integrating-asana/)
- [ClickUp](/docs/integrations/clickup/integrating-clickup/)
- [Trello](/docs/integrations/trello/integration/)
- [Linear](/docs/integrations/linear/integrating-linear/)
- [GitHub](/docs/integrations/github/integrating-github-organization/)
- [YouTrack](/docs/integrations/youtrack/youtrack-issue-import/)
3. Set a filter based on your tech debt property.
All Issues appear in Ducalis in real-time and stay synchronized.
### 3. Set up Evaluation Poker
Configure Evaluation Poker to hide estimates until the reveal moment:
1. Open **Board Settings** → **Evaluation**.
2. Enable **Evaluation Poker**.
3. Configure:
- **Start** - When estimation begins
- **Reveal** - When scores become visible
- **Final** - When scores lock
4. Restrict updates to the final priority score after the reveal moment.
This approach allows each team member to:
- Avoid influencing others' opinions
- Take time to think about each backlog item
- Carefully evaluate each combination of Issues and Criteria
Learn more about [Evaluation Poker settings](/docs/sprint-planning/evaluation-poker/overview/).
## Tip 2: Customize the prioritization framework for your team
### 1. Customize Criteria
Write Criteria descriptions that your team understands. Specific descriptions produce better prioritization results.
Define clearly:
- Sprint durations
- Dependency definitions
- Blocker criteria
- Code knowledge levels
Ensure all team members understand the same definitions and evaluation scales.
Read more about [Criteria Description Editing](/docs/prioritization/setup/criteria/).
### 2. Assign Criteria to specific team members
Technical debt often spans multiple infrastructure components (back-end, front-end, DevOps, security). The default template includes only one Cost criterion.
To avoid confusion:
1. Open **Criteria Management**.
2. Duplicate the Cost criterion for each technical area.
3. Assign each criterion to the relevant team members:
- **Cost (Back-end)** → Back-end engineers
- **Cost (Front-end)** → Front-end engineers
- **Cost (DevOps)** → DevOps team
- **Cost (Security)** → Security team
Read more about [assigning Criteria to team members](/docs/prioritization/setup/criteria/).
## Tip 3: There are no wrong or correct answers in prioritization
After revealing the team's evaluations, check if team members aligned on their estimates. Sometimes assessments align closely; other times, scores diverge significantly. Divergent scores often reveal knowledge gaps or alternative solution approaches.
The Team Alignment report highlights differences in opinions.
**Lower alignment score** → Higher disagreement about the Issue estimation
The **Criteria Alignment** section highlights the most controversial Issues that need discussion, eliminating the need to review every issue-criterion-score combination.
When you identify a misalignment:
1. Invite a Facilitator to mediate the discussion.
2. Update the final score after team discussion.
Learn more:
- [Team Alignment](/docs/prioritization/results/alignment/)
- [Re-Evaluation](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/)
## Tip 4: Regularly review and update the technical debt backlog
Priorities shift over time. Markets evolve, infrastructure changes, and product strategies pivot. If a high-priority Issue stays in your backlog without movement for a significant period, question its priority.
Regular reviews help you track progress, prioritize Issues, and prevent technical debt accumulation.
Finding time for tech debt backlog grooming can be challenging. The **Score Expiration** feature helps by resetting scores periodically in small chunks, allowing team members to re-evaluate old Issues at their own pace.
Read more about [Score Expiration](/docs/sprint-planning/score-expiration/).
## Tip 5: Get buy-in from the Product Manager and stakeholders
Once you have a prioritized technical debt list, determine what to do next.
The challenge: Technical debt backlogs compete with product backlogs, stakeholder requests, customer demands, and urgent issues.
**Solution:** Include technical debt Issues in sprint planning alongside user stories and tasks. This balances technical debt resolution with new feature delivery.
Treat product and engineering backlogs as one unified backlog.
With aggregated Boards at Ducalis, you can combine multiple backlogs with different prioritization frameworks into one.
Read more about [Aggregated Report Boards](/docs/prioritization/reports/filters-and-search-for-aggregated-report-boards/).
## Conclusion
Effective technical debt prioritization requires:
- **Unbiased estimation** with Evaluation Poker
- **Custom frameworks** tailored to your team's needs
- **Regular reviews** to keep priorities current
- **Team alignment** to resolve disagreements
- **Stakeholder buy-in** to balance tech debt with product development
By integrating technical debt into your sprint planning routine, you ensure sustainable development that balances code quality with feature delivery.
## Related resources
- [Technical Debt Prioritization Framework](/frameworks/technical-debt-prioritization/) - Complete framework guide
- [Evaluation Poker](/docs/sprint-planning/evaluation-poker/overview/) - Reduce estimation bias
- [Team Alignment](/docs/prioritization/results/alignment/) - Identify disagreements
- [Aggregated Report Boards](/docs/prioritization/reports/filters-and-search-for-aggregated-report-boards/) - Combine backlogs
## Product-Led Growth Hypothesis Prioritization Framework
*Prioritize growth hypotheses across first session, retention, trial-to-paid, and expansion metrics for B2B PLG companies.*
URL: https://help.ducalis.io/frameworks/product-leg-growth-hypothesis-prioritization-framework/
Speed up your Product-Led Growth (PLG) with this prioritization framework. Build a solid growth engine for B2B software companies faster using fewer resources by improving the self-service customer experience and helping newly signed-up users understand your product's value.
---
We have many attractive and fascinating growth hypotheses, and only ruthless prioritization can determine the **MOST IMPACTFUL** on **YOUR METRICS** for **YOUR PRODUCT**.
This article covers how to build a growth team's ritual for:
- Collecting hypotheses
- Designing the best prioritization framework for your product metrics
- Running team evaluation from the business, confidence, and technical sides
- Deciding which bet will work best precisely for your product
This prioritization framework is a game-changer for B2B software companies looking to speed up their Product-Led Growth. This approach saves up to 90% of the time spent discussing what to try next, resulting in faster PLG motion and greater output.
[Create a free Ducalis account](https://hi.ducalis.io/fw/plg-hypothesis) with Product-Led Growth Hypothesis Prioritization Framework.
## What is Product-Led Growth (PLG)?
Product-Led Growth (PLG) is a business model focusing on the product experience as the primary driver of customer acquisition and retention. PLG companies are always open 24/7, and growth isn't constrained by how quickly a company can hire sales reps. This approach is efficient for businesses with a self-service customer experience, such as software-as-a-service (SaaS) companies.
One of the main advantages of implementing a PLG strategy is significantly reducing customer acquisition costs by increasing the capacity and level of automation of new user onboarding.
## Why is there so much buzz about PLG?
The traditional marketing and sales approach relies on outbound efforts to generate and nurture leads through a sales funnel. However, PLG flips this model on its head by focusing on the product experience as the primary driver of customer acquisition and retention.
The PLG strategy significantly reduces customer acquisition costs. By providing a delightful product experience, users are more likely to share their positive experiences with others, resulting in organic growth.
:::note
The product itself becomes the leading marketing and sales channel.
:::
Overall, PLG (product-led growth) has succeeded in driving growth and increasing revenue for many B2B companies, such as [Slack](https://slack.com), [Hubspot](https://www.hubspot.com/), [Calendly](https://calendly.com/), [Airtable](https://www.airtable.com/), and [Notion](https://www.notion.so/).
I highly recommend subscribing to [Kyle Poyar](https://www.linkedin.com/in/kyle-poyar/)'s Substack "[Growth Unleashed](https://kylepoyar.substack.com/)." This is one of the best PLG resources available.
## Designing PLG Prioritization Framework: Main Areas
To select the most impactful hypothesis, visualize the customer journey and understand where your users may take the wrong turn.
I prefer to name four milestones for nurturing interest in your solution: Problem → Sign Up → Aha-moment → Trial to Paid.
### Problem
It all starts with something itching in your potential customer's business. They may be Googling solutions, attending events, and reading blogs on topics around your product field. To catch their attention, you should have good content: landing pages, SEO-optimized articles, templates, Jobs-to-be-Done examples, educational content, and convincing case studies. As a result, your product will be shortlisted among competitors.
### Sign Up
Your product has less than 15 minutes to grab the user's attention, personalize the onboarding experience, and convince them that your solution fits their problem best. During the first moments with your product, communication should shorten the learning curve to achieve the expected outcome—the "AHA moment."
### AHA-moment
The first session is the hardest. But when a user has the motivation to return to your product, you should keep the momentum. Providing more value each session and explaining the benefits of the network effect should lead to expansion.
### Trial to Paid
The user is satisfied with the solution. Is there a clear value? Does the price fit the outcome? Are they on a budget? Are there any security concerns? There are many things to consider for the purchase decision.
This provides a simplified yet descriptive overview of the main hypothesis buckets you should choose from for impactful product-led growth.
## What is Aha-moment?
The Aha moment is when someone suddenly realizes how useful a product is and why they need it. This moment is crucial because it excites people and makes them want to keep using the product. Ideally, the Aha moment should happen the first time someone tries a product, usually when they sign up.
## What is Product Adoption?
Product adoption refers to people beginning to use your product to achieve their goals after learning about it. The purpose of adoption is to turn visitors into users. The better your adoption rate, the faster and easier users will achieve the Aha moment with your product.
## Designing PLG Prioritization Framework: Criteria
The most effective customized prioritization framework should align with your goals and the available resources to achieve them.
Three pillar ideas behind PLG help us achieve our goals:
**Drive adoption and retention**
Assist users in realizing the product's value during their first session without needing external assistance. Otherwise, users may abandon the product and not return to it.
**Self-service payment**
Your product should give users clear value and a positive return on investment. This will encourage them to subscribe and use your self-service payment billing system.
**Land and expand**
Once new users sign up and understand your product's value, they should begin to see its value for their team and be motivated to invite more users.
This leads us to four flag criteria that describe which part of the user's PLG journey they impact:
- 1st Session
- 1st Retention
- Trial to Paid
- Expansion
### Validation and confidence
Working with hypotheses should encourage us to be critical of every idea in the backlog. This requires aligning the hypothesis validation level with the level of confidence in the proposed solution.
- Problem validation
- Solution confidence
### Audience leverage
Not all hypotheses have an impact on all users. If your product has multiple user roles, some may have restricted permissions, affecting product adoption. Additionally, if there are numerous product use cases, not all features may be noticed by users. The audience estimation criterion helps to determine how the hypothesis affects different user segments.
- Reach
### Resources
These criteria help estimate the resources needed for testing the hypothesis. Estimate direct money spending and the team's effort on the hypothesis implementation.
- Front-End Time
- Back-End Time
- Design Time
- Budget
## The structure of the Product-Led Growth prioritization framework
Below is a detailed description of each framework's criteria and evaluation scale.
[Create a Ducalis prioritization board](https://hi.ducalis.io/fw/plg-hypothesis) in just one click with all settings applied.
### 1st Session
Increases the chances of understanding the product's core value during the first session.
- **0** - Does not apply to the first session
- **1** - Can be done in the first session, but not necessary
- **2** - Must be done in the first session. Otherwise, we lose a new user
### 1st Retention
Encourages returning to the product for the first time.
- **0** - Not at all
- **1** - Average, may return some users
- **2** - Specifically aimed at the first return
### Trial to Paid
How close does it bring to the first payment?
- **0** - Not at all
- **1** - Moderately, the idea may lead to reviewing the payment schedule in the first session
- **2** - Directly affect payment and billing
### Expansion
Most new users sit alone in their accounts. How many users can this invite?
*Edit values according to your product goal:*
- **0** - No impact
- **2** - 1+ user
- **4** - 4-8+ users
- **8** - 10+ users
### Reach
How many new users will be affected by this within a week?
*Edit values according to your product goal:*
- **1** - No data at all
- **2** - A few
- **3** - Dozens
- **5** - A couple of dozens
- **8** - Half
- **13** - All admins
- **21** - All admins + invited
### Problem
Validity/prevalence of the problem of hypothesis.
- **1** - Not known to have caused any inconvenience to anyone
- **2** - Isolated cases a long time ago
- **3** - Some problems recently
- **5** - Regularly, someone is having trouble with this
- **8** - 50/50 chance that such a problem exists
- **13** - The problem exists, but the numbers are not very significant
- **21** - Firm and apparent significant problem that exists
### Solution
Confidence that the proposed hypothesis will solve the problem.
- **1** - No idea
- **2** - Believe the chance is low
- **3** - Intuition tells me to try
- **5** - Others have successful cases
- **8** - We tried before, but no results, but I still believe
- **13** - Tried before, results were better than bad
- **21** - We did something similar before, and there were good results
### Front Time
Time estimations for Front-End Development.
*Edit values according to your dev cycle:*
- **1** - No effort required
- **2** - Half a day or less
- **3** - One day
- **5** - Two days to half a sprint
- **8** - Four to five days, or one sprint
- **13** - More than one sprint but less than two
- **21** - Two sprints or more
### Back Time
Time estimates for back-end development.
*Edit values according to your dev cycle:*
- **1** - No effort required
- **2** - Half a day or less
- **3** - One day
- **5** - Two days to half a sprint
- **8** - Four to five days or one sprint
- **13** - More than one sprint but less than two sprints
- **21** - Two sprints or more
### Design Time
Time estimates for designing the hypothesis.
*Edit values according to your design cycle:*
- **1** - No effort required
- **2** - Half a day or less
- **3** - One day
- **5** - Two days to half a sprint
- **8** - Four to five days or one sprint
- **13** - More than one sprint but less than two sprints
- **21** - Two sprints or more
### Budget
Should we spend money on hypothesis testing?
*Edit the values according to your spending range:*
- **1** - Free
- **2** - < $100
- **3** - $100+
- **5** - $500+
- **8** - $1,000+
- **13** - $2,000+
- **21** - $5,000+
## Team prioritization + PLG = Faster Testing
https://app.arcade.software/share/Er87Hp5H9hW1PJQo34M0
The simple yet powerful workflow saves Ducalis users about 90% on calls and discussions for estimations. This ensures that your backlog is up-to-date and that you can rely on your estimates.
The greater the uncertainty in your estimates, the more helpful problem perspectives can be in choosing the next item for your growth hypothesis testing.
**Diverse opinions**
Assign teammates to each criterion.
**Create a prioritization routine**
Establish a weekly or bi-weekly cycle for discussing your hypotheses during Sprint Planning.
**Reduce bias**
Enable an evaluation poker mode until the reveal moment. During this period, each teammate will not be able to see the estimations of others.
Use Ducalis' team collaborative prioritization by [inviting your teammates](/docs/prioritization/setup/users-and-teams/) for the evaluation.
## 5 Tips on how to apply Growth Hypothesis framework for your team
Remember the rule—The best prioritization framework reflects your company goals and team structure.
### 1. Sync with your current task tracker's backlog
Do you have an existing growth hypothesis backlog? Merge it with the list from this template.
Connect [Jira Cloud](/docs/integrations/jira-cloud/issues-import/), [Jira Server](/docs/integrations/jira-server/issues-import/), [Asana](/docs/integrations/asana/two-way-sync-with-asana/), [Trello](/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/), [Linear](/docs/integrations/linear/integrating-linear/), [ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/), [GitHub](/docs/integrations/github/integrating-github-organization/), and [YouTrack](/docs/integrations/youtrack/2-way-sync-with-youtrack/) to pull and push existing ideas for prioritization at Ducalis. It takes 2 minutes.
### 2. Add, remove, and edit criteria or descriptions
The most effective prioritization framework aligns with your goals, metrics, strategy, and team structure.
Remove unnecessary elements and add anything missing, including time frames, budgets, and names. Be as specific as possible while [editing criteria](/docs/prioritization/setup/criteria/).
### 3. Balance Criteria Weights
After the first prioritization session, some hypotheses will rank higher in the Backlog section. The current framework's criteria are balanced so that the backlog item with a greater influence on the beginning of your PLG funnel will get a higher ranking.
By [editing the Weight property for criteria](/docs/prioritization/setup/criteria/#create-a-criterion), you can manage what to focus on more.
For example, if you want to shift your effort towards retention, you can decrease the first session's weight and increase the first retention's weight (importance).
If you want to treat all areas equally, you're right—use the same weight for each criterion.
### 4. Keep Priorities Up to Date
Some hypotheses may remain in your backlog for extended periods, posing a risk of skewed priorities that may deteriorate over time as your product evolves.
Enable the [Score Expiration](/docs/sprint-planning/score-expiration/) feature to reset your evaluations periodically (6-9 sprints are recommended).
Keep your Team Alignment across your entire team:
https://app.arcade.software/share/zBlL7FQASTZpbSp8T1uF
### 5. Capture growth ideas across the entire company
Create a [voting board](/docs/feedback-voting/voting-boards/voting-board/) to capture your teammates' ideas and add them instantly to the evaluation. Also, share your plan for the current state of growth experiments and communicate your results with the entire company.
[Create a free Ducalis account](https://hi.ducalis.io/fw/plg-hypothesis) with Product-Led Growth Hypothesis Prioritization Framework.
## Cross-Functional Prioritization Framework for Enterprise
*Discover how a retail giant cut planning time by 9x and delivered 5x more impactful features using cross-functional prioritization.*
URL: https://help.ducalis.io/frameworks/cross-functional-prioritization-framework-for-enterprise/
A retail giant slashed software development planning time by 9x (from 18 to 2 weeks) and delivered 5x more impactful features without increasing their development team.
The key? Embracing cross-functional prioritization.
This remarkable efficiency unlocked a treasure trove of unexpected benefits beyond speed and impact.
## Unexpected Wins
"We finally have a **single decision-making process**," said a developer. "It's like flipping a light switch—clear priorities, no more endless debates."
"Every priority is **100% evaluated and agreed upon by everyone**, not just gut feelings or power plays. Now, we **trust the system.**"
"It's transparent—we **all know how the priority score is calculated**, and **every stakeholder, gatekeeper, and potential stopper has their say** before anything hits the dev queue. No more dragging tasks—we know what truly matters."
"We **talk to each other now.** Software and Business teams. It's a whole new level of **understanding and decreased conflicts**."
"I found a task buried in the Jira backlog that helped **boost order redemption** by X% percentage points; at our volume, it translates to **millions in additional revenue**. This gem would have remained hidden if I hadn't evaluated the tasks through our new prioritization process."
## About the company
Imagine managing dozens of software products for a retail giant with hundreds of stores, millions of customers, and a core business built on bricks and mortar. That's the retailer's challenge (name withheld due to privacy concerns). Their software department, with hundreds of engineers, needed a way to navigate the complexity and deliver impactful features fast. What they achieved next is remarkable.
## Misaligned Priorities Strained Development Resources
The retailer's software department faced a daunting reality:
- **Overload:** Every six months, they were swamped with 2,000+ requests, dwarfing capacity and highlighting the need for razor-sharp focus.
- **Growth vs. Efficiency:** Scaling the software team isn't the silver bullet. Capital efficiency is king, especially during times of turbulence.
- **The Negotiation Black Hole:** Allocating 18 weeks (4.5 months) annually to debate and align on priorities meant navigating a sea of ambiguity over what's crucial, simple, complex, or still relevant.
- **Shifting Sands:** By release time, the fast-changing business environment often rendered tasks obsolete. Stakeholders frequently found the final product no longer met their needs, underlining the urgency for a prioritization process that adapts in real time.
- **Untapped Potential:** Precious developer resources were not spent on business-critical tasks.
**The prioritization aim:**
1. Minimize planning overhead.
2. Ensure development firepower is laser-focused on what truly moves the needle for the business.
## From Spreadsheets to Stalemate: Why WSJF Couldn't Keep Up
Embarking on digital transformation, the retailer initially chose the [Weighted Shortest Job First (WSJF) framework](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/), using spreadsheets for prioritization. This method, however, fell short:
- **Three months** were spent without finalizing priorities.
- **Broad, subjective criteria:** WSJF relies on general concepts like ["risk," "job size," and "criticality,"](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/#criterion) which can be interpreted differently by various roles and departments. This subjectivity led to **misalignments and frustrations**, with valuable, complex tasks overlooked in favor of seemingly "easier" ones.
- **Quick Wins vs. True Value:** WSJF's Shortcomings in a Growing Business. Formulas, like dividing by effort, could prioritize **smaller, non-significant tasks over strategically critical ones**. This created a backlog dominated by quick wins, neglecting essential but complex projects like legal and compliance tasks.
- **Spreadsheet swamp:** Spreadsheets quickly became a **nightmare**—slow, error-prone, and requiring constant manual updates. Keeping data consistent with Jira became a tedious copy-paste exercise, hindering efficiency and transparency.
**Top learnings from limitations of WSJF:**
1. WSJF and similar frameworks don't fit the complexity of larger organizations.
2. Avoid formulas prioritizing effort over value (division by Effort) to ensure focus on impactful projects.
## Stage I: Unified Prioritization Over Isolated Decision-Making
After their initial struggles with WSJF, the retail giant knew it needed a **fundamentally different approach**.
:::tip Key Insight
The biggest culprit wasn't the framework itself but the **traditional, siloed decision-making process**.
:::
Imagine prioritization within individual teams (product, growth, software) with limited input from other crucial stakeholders like legal, security, support, risks, etc. This led to siloed perspectives, **misaligned priorities**, and constantly shifting delivery estimates due to late-stage feedback loops.
Their **radical solution**: **embrace the "Summitinals" process**. Instead of isolated decisions, they **invited everyone** to the prioritization table. All voices were heard, from designers to engineers, marketers to legal, support, logistics, and even some retail store managers. This created a **shorter feedback loop**, ensuring everyone was aligned, and potential roadblocks were identified early on.
### Benefits of Unified Prioritization
The shift to a holistic prioritization process not only streamlined decision-making but also brought significant advantages:
- **Relevance Verification:** Ensures the ongoing relevance of Issues, confirming that problems addressed remain priorities for the business.
- **Solution Alignment:** By keeping all stakeholders in the loop, the process guarantees that proposed solutions effectively tackle the current challenges, avoiding misalignment between problem and solution.
- **No Post-Release Surprises:** Involving various perspectives, including architects, legal teams, risk management, and security, ensures that potential concerns are addressed before release, preventing unforeseen issues from emerging.
This approach fosters a culture of transparency and collaboration, where every voice is heard, and every solution is vetted for its impact and relevance.
> "No one in the Business and Software units had any doubt that the tasks selected for development were the most prioritized and significant for the business." _Head of Product Approach Methodology Competence Center_
## Stage II: Crafting a Custom Cross-Functional Prioritization Framework
In developing their unique prioritization framework, the retailer embraced a principle allowing true cross-functional collaboration. Links for using the template are at the end of the article.
A **proprietary cross-functional framework** emerged. Each role received **specific criteria to weigh tasks**, ensuring everyone had a meaningful voice. This tackled the "golden rule" head-on:
:::tip Golden Rule
The best prioritization framework mirrors the company's processes and is understandable to every decision-maker.
:::
As a result, the company created a proprietary framework that resonated with its unique needs and dynamics.
**Pro Tip:** Always clearly define and rename prioritization criteria to eliminate ambiguity. This ensures everyone is on the same page and contributes meaningfully to the prioritization process.
> "Successfully accommodated the diverse interests of many stakeholders and obtained a prioritized queue of requests within a reasonable timeframe." _Head of Data Analysis_
### Business Criteria
**Key Results (KR):** the direct impact on a product/process/function/company KPI.
**Weight:** 3
That criterion must be renamed to a product-specific result or metric. **Objective:** Identify tasks to improve a specific numerical business metric within the same or, at most, the following season. **Evaluation Basis:** Consider whether a task directly influences BI/KPI-focused outcomes. Even if a task doesn't immediately alter performance indicators, it warrants a higher score based on this strategic alignment if it contributes to KPI-related goals. This criterion ensures prioritization aligns with strategic goals, focusing on tasks that offer tangible improvements to critical business metrics.
**Scale:**
- **1:** No direct impact on any metrics.
- **2:** Negligible influence, unlikely to be seen in metrics.
- **3:** Minor impact, possibly noticeable in metrics.
- **5:** Moderate impact, with some level of confidence.
- **8:** Significant expected impact, supported by calculations.
- **13:** Major expected impact on company/function, with efficiency calculations and KPI confirmations.
- **21:** Substantial expected impact, confidently supported by pilot data, benchmarks, and references.
**Task Examples:**
- **1:** Tracking product selection rules views.
- **2:** Improving product layout on iPhone 4s.
- **3:** Enhancing display quality of product selection rules on all mobile devices.
- **5:** Adding product selection rules.
- **8:** Displaying product availability by size.
- **13:** Ordering multiple sizes for delivery.
- **21:** Implementing site-wide product ordering.
**Customer Satisfaction (CSAT):** gauges user satisfaction and the number of users affected by a change.
**Weight:** 1
**Objective:** Assess how eagerly users await changes, which users will be affected, and the extent of the user/customer impact. Includes external customers and company employees who benefit from task completion, enhancing work efficiency.
**Evaluation Focus:** The inherent value of the task in generating user satisfaction.
- **1:** No impact on user joy.
- **2:** Barely noticeable improvements by a few.
- **3:** A small segment of users will appreciate the change.
- **5:** Noticeable by a quarter of customers, half of business users, or department heads.
- **8:** Half of the customers, all business users, or function leaders will notice improvements.
- **13:** All customers, business users, and function leaders eagerly anticipate the change.
- **21:** The feature is in high demand, with constant inquiries from customers, business users, and even unsolicited feedback from the public.
**Task Examples:**
- **1:** Tracking email delivery.
- **2:** Improving email layout for Lotus Notes.
- **3:** Enabling alt text for images in emails.
- **5:** Adapting email layouts for Gmail.
- **8:** Sending notifications adjusted for time zones.
- **13:** Introducing a notification center in the mobile app.
- **21:** Manage notifications subscriptions in the mobile app.
**Opportunities:** the potential for strategic investments and eliminating development obstacles.
**Weight:** 1
Clear the way for development or open up new avenues for the company's growth. This includes tasks part of broader strategic initiatives (BI/KPI aligned) facilitating such developments. It may not influence revenue in a short-term period.
- **1:** Opens no new opportunities.
- **2:** Offers negligible opportunities.
- **3:** Creates local opportunities for business processes/product features.
- **5:** Provides substantial opportunities for business process/product feature development.
- **8:** Unlocks opportunities with potential future impact on function or business process, visible in future metrics.
- **13:** Opens significant opportunities with a foreseeable major impact on the company or function, reflected in future metrics.
- **21:** Unveils critical opportunities for meeting the company's long-term strategic plans.
**Task Examples:**
- **1:** Placing a static banner on the product page.
- **2:** Ability to change banners on the website's product pages from the admin panel.
- **3:** Customizable banners on all fronts in product pages from the admin panel.
- **5:** A/B testing two banners on product pages across all fronts from the admin panel.
- **8:** Testing two or more banners on product pages across all fronts.
- **13:** Banner testing with automatic winner selection and minimizing revenue loss during testing.
- **21:** Automatic selection of communications, placement locations, and users across all fronts with testing the best selection algorithm.
**Legal:** The potential legal risks, reputational damage, and fines associated with a task.
**Weight:** 2
**Focus:** Identifies the task's impact on legal standings, including user lawsuits, reputational damage from legal disputes, and penalties for non-compliance with laws.
**Scale:**
- **-10:** Greatly increases legal risks.
- **-6:** Significantly increases legal risks.
- **-2:** Marginally increases legal risks.
- **0:** Neutral impact on legal risks.
- **2:** Slightly mitigates legal risks.
- **6:** Considerably reduces legal risks.
- **10:** Drastically reduces legal risks.
**Examples:**
- **-10:** Introducing non-compliant data collection practices.
- **-6:** Implementing a feature with potential privacy concerns.
- **-2:** Minor contract changes requiring legal review.
- **0:** No impact on legal risks.
- **2:** Improving accessibility compliance.
- **6:** Enhancing data security measures.
- **10:** Implementing industry-standard encryption protocols.
### Software Criteria
**Dev Risks:** IT risks like decreased team throughput, increased maintenance, or security vulnerabilities.
**Weight:** 2
Addresses risks such as decreased team throughput, unwarranted increase in maintenance effort, creation of manual processes, heightened system fragility, reduced performance, diminished security, and other related IT risks.
**Scale:**
- **-10:** Significantly escalates IT risks.
- **-6:** Substantially increases IT risks.
- **-2:** Slightly raises IT risks.
- **0:** Has no impact on IT risks.
- **2:** Marginally decreases IT risks.
- **6:** Notably reduces IT risks.
- **10:** Drastically mitigates IT risks.
**Examples:**
- **-10:** Introducing a complex, unmaintainable codebase.
- **-6:** Implementing a feature with known security vulnerabilities.
- **-2:** Adding a new dependency that requires additional maintenance.
- **0:** No impact on IT risks.
- **2:** Refactoring code to improve maintainability.
- **6:** Implementing security best practices.
- **10:** Migrating to a secure cloud infrastructure.
**Architecture:** Determines if a task aligns with the target architecture or addresses technical debt.
**Weight:** 2
**Assessment Focus:** The task's merits regarding architectural contribution or debt reduction.
- **-10:** Drastically increases debt (major workaround).
- **-6:** Significantly increases debt (significant workaround).
- **-2:** Slightly increases technical debt (minor workaround).
- **0:** Neutral impact on architecture; neither advances nor regresses from the target solution.
- **2:** Marginally reduces debt.
- **6:** Substantially moves towards the target architecture, including addressing gaps in automation.
- **10:** Directly achieves the target architecture.
**Examples:**
- **-10:** Integrating a legacy system with the core platform using custom code and point-to-point connections.
- **-6:** Uses a "dead end" technology that is incompatible with the target architecture and requires additional effort to migrate away from in the future.
- **-2:** A minor code refactoring due to code duplication. Short-term technical debt that can be addressed quickly in the near future.
- **0:** Updating documentation or minor bug fixes.
- **2:** Consolidating data sources into a single, unified platform, contributing to a cleaner and more maintainable architecture.
- **6:** Aligns with the microservices architecture and reduces long-term technical debt.
- **10:** Completing a large-scale migration to a cloud-based, platform-as-a-service (PaaS) solution.
**Refinement:** The progress made on a task, minimizing the abandonment of in-progress tasks.
**Weight:** 1
**Objective:** Determine how much of the task has been completed to prioritize the continuation and completion of work that has already begun, ensuring efficient use of resources and minimizing waste from dropped tasks.
- **55:** Near completion, with less than 10% of work remaining. Minimal effort is required to finish.
- **35:** Substantial work has been done, and more than 40% has been completed. It's more efficient to complete than to abandon.
- **5:** Some progress was made, not specifically quantified, but enough that abandoning it would result in lost effort.
- **0:** Preparation stage, with task descriptions and acceptance criteria (AC) preliminarily validated by the team.
- **-10:** Task description and AC are prepared but not validated, indicating readiness for work with some uncertainties.
- **-15:** Lacks clear description beyond a title, with significant ambiguities about task requirements and execution, necessitating additional clarification and planning effort.
**Examples:**
- **55:** Write unit tests for an already implemented feature.
- **35:** Update a user interface element for a purchase order for a mobile app.
- **5:** Some progress made, not specifically quantified but enough that abandoning would result in lost effort.
- **0:** Update project documentation with recent changes.
- **-10:** Improve 'in cart' page loading speed.
- **-15:** Fix website issues.
### Confidence Criteria
**Research:** Measures task confidence with supporting data.
**Weight:** 20
Vital for leveraging user interaction data to inform marketing and omnichannel strategies.
- **0** — No new insights; purely assumption-based.
- **21** — Collected new user behavior data, indicating evidence-based tasks with the potential for fresh insights.
**Urgency:** Ensures flexibility within the framework to prioritize and quickly address tasks with urgent, high-stakes implications.
This criterion is exclusively assigned to team leads or managers and activated in urgent situations.
**Weight:** 20
**Scale:** 0 or 1.
**Scoring Example (1 point):** Assign to tasks with immediate, significant risks such as:
- Detected vulnerabilities that could lead to data breaches.
- Threats of app suspension risk by platforms like App Store or Meta.
- Legal injunctions from regulatory bodies.
- High risk of incurring substantial fines.
### Effort Criteria
**Front End, Back End, Mobile, UX Criteria:** Time Required for Web and Mobile products development.
It's an example of four criteria: add/edit/remove all unnecessary mirroring of your dev team structure.
**Weight:** 1
- **1** — Effortless: no effort is required.
- **2** — Half a day or less.
- **3** — One day.
- **5** — Two days (half a sprint).
- **8** — Four to five days (one sprint).
- **13** — More than one sprint but less than two sprints.
- **21** — Two sprints and more.
:::tip Pro Tip
Each criterion uses a non-linear evaluation scale like 1, 2, 3, 5, 8, 13, and 21—[Fibonacci Sequence](/guides/tutorials/story-points-how-fibonacci-sequence-works-for-agile-estimation/).
:::
This framework aims to balance strategic goals with practical considerations, ensuring each task is evaluated through a comprehensive lens that respects the unique contributions of all departments.
## Stage III: Streamlining the Evaluation Process
### The Power of Ownership: Assigning Dedicated Evaluators
The retail giant kicked off by [assigning champions for each prioritization criterion](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/). Picture this: a seamless blend of [Evaluation Planning Poker](/docs/sprint-planning/evaluation-poker/overview/) and strategic foresight, where each key area—Business, IT, Research, and Urgency—gets a dedicated maestro. Initially, it was a quartet, but the ensemble grew to a 16-20-person orchestra per team, all playing harmoniously.
### Sync Magic with Jira
One more process booster is the [real-time two-way Jira Server integration](/docs/integrations/jira-server/two-way-sync-with-jira-server/). Each team's Jira backlog is dynamically synchronized, pulsating with real-time updates in Ducalis. A new Issue pops up in Jira. Instantly, it appears in Ducalis. A last-minute update to a backlog item? It refreshes in real-time—say goodbye to evaluating outdated tasks.
Picture this: the end of manual task shuffling. This wasn't merely an upgrade; it revolutionized teams' efficiency, streamlining the workflow like never before.
### Bite-Sized Focus
Faced with the daunting expanse of the Jira backlog, the sheer volume of tasks once seemed impossible. Solution? Strategic segmentation. They sliced the mammoth backlog into digestible, bite-sized chunks, a mental decluttering that transformed a sprawling mountain of tasks into neatly organized, manageable hills. Each segment, now housing 25-50 tasks, was clearly defined and primed for evaluation.
This approach led to the creation of 150 distinct, [bite-sized Ducalis Boards](/guides/getting-started-prioritization/how-to-add-issues-to-a-prioritization-board/) for each team, culminating in an [aggregated master Board](/docs/prioritization/reports/filters-and-search-for-aggregated-report-boards/) that showcased end-to-end priorities. It was a game-changer, simplifying the process and bringing a newfound clarity to collective efforts.
### Embracing Diverse Perspectives
Acknowledging and discussing differing viewpoints is invaluable in team prioritization. With the [Team Alignment report](/docs/prioritization/results/alignment/), they spot it quickly. Disparities in task value assessments could highlight misunderstandings or varying perceptions of a task's importance, signaling a need for clarification. With 20 evaluators per Board, only 5% to 10% of functions required further discussion. This was then addressed in calls, leading to a finalized score directly influenced by facilitators like team leads or product owners.
### The Art of Relevancy
In the world of prioritization, diversity in thought isn't just welcome—it's essential. When opinions diverge—say, one sees gold whereas another sees gravel—it's a cue to pause and ponder. With the Team Alignment report, the difference was spotted automatically.
It appeared that roughly 5-10% of tasks sparked debate, a golden opportunity for deeper dives and richer understanding, culminating in that all-important Final Score.
Recognizing that priorities can quickly become outdated, the company adopted a practice of resetting scores every three months. This regular "peeling" ensured that obsolete tasks were phased out and closed, focusing only on the relevant Issues.
## Stage IV: Cross-Functional Prioritization—500% Growth in Business Impact
Yes, you read that right. A staggering delivery of tasks with **5x more business impact**. How did such a transformation occur? It all boils down to strategic task prioritization using Ducalis, a sentiment echoed by the customer's CTO:
> "By simply prioritizing tasks in Ducalis, we unlocked a new level of productivity. The real magic was pairing the right tool with our envisioned process."
### Planning 9x Faster
Cross-functional prioritization compressed decision-making time from an exhaustive 18 weeks (four and a half months) per year to two weeks. This quantum leap was achieved through:
- **Specialized Tools:** Leveraging real-time sync between Jira and the prioritization tool streamlined the process.
- **Dynamic Criteria Updates:** Adapting prioritization criteria to the evolving business landscape ensured constant alignment.
- **Automatic Misalignment Detection:** Instantly identifying discrepancies kept focus sharp and relevant.
- **Simplified Process:** A straightforward approach meant fewer breakdowns and bottlenecks.
### Eliminating Low-Impact Tasks
Post-prioritization, they observed:
- **30% of ongoing development tasks** were removed because of low priority, reallocating resources to higher-value projects.
- **50% of top-priority tasks** were unready for immediate development, allowing for preemptive problem-solving or task consolidation.
- **60% of tasks queued for production** were deprioritized, losing relevance due to changing business contexts.
### A Colossal Boost in Productivity
It's not just about removing unnecessary tasks but also optimizing the entire workflow with the same team size.
- **Lead time reduced by 40%** (that's weeks saved)
- **Delivery cycle time** slashed by 50%
- **Increased developer velocity** by 2x
The journey from a cluttered backlog to a streamlined, impact-focused development pipeline is not just possible—it's a reality. If you're seeking a revolution in how your team prioritizes tasks, consider this approach your blueprint for success. The effort pays off, magnifying productivity and ensuring every task brings you closer to your business goals.
## Implementing the Cross-Functional Prioritization Approach: A Step-by-Step Guide
With ready-made templates and detailed guidelines, adopting this method within your organization is straightforward. While the steps below are based on setting up [Ducalis](https://hi.ducalis.io/), the core principles can be experimented with spreadsheets.
1. **Start with a Template:** Create a prioritization Board using a framework template. This serves as your foundation.
2. **Import Your Backlog:** Bring in a segment of your backlog (30-50 tasks) from your task tracker (e.g., Jira Cloud/Server, Asana, Linear, ClickUp, GitHub, Trello, YouTrack). Optionally, set up to sync prioritization results back to your task tracker for a seamless workflow.
3. **Customize Criteria:** Review all criteria thoroughly. Would these criteria resonate with your team during discussions? Are the terms familiar, or do they need tweaking? Adjust descriptions to align with your team's language, remove what's not required, and add any criteria that might be missing.
4. **Assign Responsibility:** Designate one or more individuals responsible for each criterion. These can be any combination of team members, ensuring broad representation and expertise.
5. **Engage Your Team:** Invite all participants to evaluate the tasks. This collective effort is crucial for a comprehensive assessment.
6. **Refine with Alignment:** Utilize the Alignment section to adjust scores as necessary, ensuring consensus and addressing discrepancies.
7. **Evaluate the Outcome:** Review the prioritized list of tasks. Fine-tune the weights and the number of criteria as needed to refine the priorities further.
* * *
Embracing this approach streamlines your prioritization process and fosters a collaborative environment where every task is assessed through a multifaceted lens. Dive in, experiment, and watch your team's productivity and focus soar.
[Download the case study in PDF](https://formbr.ducalis.io/s/clx8p93v900sawdvk9xxeegu2).
Try [Ducalis](https://hi.ducalis.io) with Enterprise framework—[sign up for free with all the presets](https://hi.ducalis.io/fw/enterprise-prioritization).
## FAQ
### Is the process too time-consuming to be worth it?
Adopting this framework transforms project prioritization. Teams often discover that what seemed "promising" may not stand up to cross-functional scrutiny, while overlooked "nice-to-have" features emerge as high-ROI opportunities. The real win? Unearthing hidden gems in the backlog that could have been missed otherwise.
### How can people not deeply involved in a project effectively evaluate tasks?
The strength of cross-team prioritization lies in inclusivity—bringing together everyone who might impact a task's execution, not just a narrow product/growth/technical circle. We encountered challenges with unclear task descriptions for individuals in other roles. The "unable to evaluate" option led to many tasks being pulled for re-description by their authors. Initially met with resistance, this practice eventually fostered "positive pressure" on task authors to refine, consolidate, or remove tasks, naturally enhancing backlog refinement with clear motivation.
### What's the ideal number of participants in the prioritization process?
- **4 people** provide a solid start, with at least one representative from each central unit (Business, Software, Analyses, Urgency).
- **10 people** achieve more comprehensive coverage, ensuring at least one evaluator per criterion.
- **20+ people** are optimal, allowing multiple evaluators per criterion to cross-verify estimates and identify misalignments.
### What if some roles, like legal, can't evaluate specific tasks?
That's completely normal and manageable through a few approaches:
- They may skip the task for re-evaluation later, especially if it's deemed necessary upon review.
- Pose questions for task clarification.
- Adjust the Board's backlog sync to refine the selection of tasks for evaluation.
### How do you address the "all tasks are urgent and top priority" dilemma?
Leverage the Evaluation Poker feature to conceal estimations from others. This encourages unbiased assessment and helps prioritize genuinely critical tasks, mitigating the tendency to mark everything as urgent and high priority.
---
# Guides
## Guides & Tutorials
*Step-by-step guides to help you get started and make the most of the platform*
URL: https://help.ducalis.io/guides/
Step-by-step guides to help you get started and make the most of Ducalis. From basic setup to advanced workflows.
## Getting started
Set up core features with step-by-step instructions:
- [**Prioritization**](/guides/getting-started-prioritization/) — Import backlog, configure criteria, evaluate issues, and sync results (6 steps)
- [**Customer Feedback**](/guides/getting-started-feedback/) — Set up Voting Board, customize appearance, and manage public ideas (5 steps)
- [**Release Notes**](/guides/getting-started-releases/) — Create templates, add announcements, and send release emails (5 steps)
- [**Sprint Planning**](/guides/getting-started-sprints/) — Configure sprints, Scrum Poker, and track evaluation progress (3 steps)
## Tutorials
Deep dives into prioritization frameworks and best practices:
- [**Prioritization Frameworks**](/guides/tutorials/) — RICE, WSJF, Impact-Effort matrices, and more
- [**Jira Integration**](/guides/tutorials/) — Advanced Jira workflows, custom fields, and automation
## Resources for your team
Guides to share with team members and customers:
- [**End User Guides**](/guides/end-user-guides/) — Voting board basics, backlog evaluation, and feedback templates
## Tutorials
*Explore prioritization frameworks, agile estimation techniques, and Jira integration best practices to help your team make better decisions faster.*
URL: https://help.ducalis.io/guides/tutorials/
Master prioritization frameworks and agile practices to focus on high-impact work and ship faster.
### Prioritization frameworks
- [**Task prioritization matrix: How to use it**](/guides/tutorials/task-prioritization-matrix-how-to-use-it/) — Evaluate tasks using matrices like Eisenhower, RICE, and WSJF
- [**Impact-Effort Matrix Guide**](/guides/tutorials/cracking-the-impact-effort-value-prioritization-matrix-secret/) — Identify quick wins and maximize ROI with four-quadrant analysis
- [**Prioritize tasks fast**](/guides/tutorials/how-to-prioritize-tasks-fast/) — Establish a structured process that saves hundreds of hours
- [**Solving the Prioritization Nightmare**](/guides/tutorials/solving-issues-prioritization-nightmare/) — Build transparent criteria and team alignment without spreadsheet chaos
### Jira integration
- [**WSJF Score Formula Calculation in Jira with Examples**](/guides/tutorials/jira-tutorial-wsjf-score-formula-calculation-with-examples/) — Set up Cost of Delay calculations and WSJF scoring with custom fields
- [**Jira Backlog Order by Priority**](/guides/tutorials/jira-backlog-order-by-priority/) — Fix 8 common sorting problems using filters and automated frameworks
- [**5 ways to integrate Jira with Google Sheets for prioritization**](/guides/tutorials/5-ways-to-integrate-jira-with-google-sheets-for-prioritization/) — Compare 2-way sync, automation tools, and manual exports
### Agile estimation and planning
- [**Fibonacci Sequence for Agile Estimation**](/guides/tutorials/story-points-how-fibonacci-sequence-works-for-agile-estimation/) — Learn why relative sizing beats hour-based estimates
- [**Improve sprint planning with task re-evaluation**](/guides/tutorials/improve-sprint-planning-meetings-by-task-re-evaluation/) — Automate backlog grooming and reduce planning time
### Team collaboration
- [**Problem Statement Guide**](/guides/tutorials/problem-statement-guide/) — Write clear problem statements that accelerate prioritization
- [**Shared Understanding: What Distinguishes The Best Product Teams**](/guides/tutorials/shared-understanding-what-distinguishes-the-best-product-teams/) — Empower teams to make decisions independently
### Product comparisons
- [**Canny Alternative [2024]: Pricing, Feature, and Feedback Comparison with Ducalis**](/guides/tutorials/ducalis-best-canny-alternatives-pricing-features-feedback/) — Compare pricing, features, and integrations for feedback management
## WSJF Score Formula Calculation in Jira with Examples
*Learn how to set up WSJF prioritization in Jira with Cost of Delay calculations and WSJF scoring using custom fields and Jira Automation.*
URL: https://help.ducalis.io/guides/tutorials/jira-tutorial-wsjf-score-formula-calculation-with-examples/
Set up WSJF prioritization in Jira with Cost of Delay calculations and automated WSJF scoring using custom fields and Jira Automation.
## Add WSJF Score to Jira Backlog with hi.ducalis.io
Implement WSJF scoring for your Jira backlog in under 2 minutes.
1. Apply the [WSJF framework](https://hi.ducalis.io/fw/features_wsjf) from our library. It includes all predefined settings described in the [WSJF Guide](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework).
2. Connect Jira to [sync](/docs/integrations/jira-cloud/issues-import/) your backlog.
3. Edit the sync filter to choose which part of your backlog to evaluate. Issues matching the filter will appear in Ducalis immediately.
4. Evaluate your backlog.
### Results in Under 2 Minutes
Watch the video showing WSJF score prioritization setup for Jira backlog in 1 minute and 58 seconds (unedited):
[How to set up WSJF prioritization in Jira](https://www.youtube.com/watch?v=nucv1HYqG7g)
**Additional configuration:**
Check the criteria settings to edit criterion descriptions, formulas, or other parameters:
Set up [2-way sync](/docs/integrations/jira-cloud/2-way-sync-with-jira/) to push priority scores from Ducalis back to Jira:
## Add WSJF Score to Jira Backlog with Built-in Tools
Set up Jira calculated custom fields and automation rules to calculate priority scores.
**Approximate implementation time:** 1 hour
**Pros:**
- Built-in Jira tools (no additional cost)
**Cons:**
- Complex to set up and maintain
- Manual formula calculation (not a full prioritization process)
- Fragile configuration
Read more: [8 Ways to Improve Jira Backlog Order by Priority](https://hi.ducalis.io/docs/tutorials/jira-backlog-order-by-priority)
### Guide Goals
1. Display WSJF Score on the Jira right panel
2. Add WSJF Score to backlog and sprint views
3. Sort backlog items by WSJF Score
### Understanding WSJF Calculation
WSJF score requires two steps:
**Cost of Delay (CoD):**
```
CoD = Business Value + Time Criticality + Risk Reduction
```
**WSJF Score:**
```
WSJF Score = CoD / Job Size
```
### Create Custom Fields for WSJF Criteria
Create 6 custom fields:
**Editable fields:**
- Time Criticality
- Business Value
- Risk Reduction
- Job Size
**Calculated fields:**
- Cost Of Delay
- WSJF Score
### Create Editable Custom Fields
Use the Fibonacci Sequence with predefined values to prevent accidental editing.
1. Go to **Custom fields settings**.
2. Choose field type **Select List (single choice)**.
3. Set the field name and add Fibonacci Sequence values for evaluation.
4. Add the fields to your Jira Screens. Common screens include:
- Default Screen
- Workflow Screen
- All screens with project keys from your board filter
### Create Calculated Custom Fields
Create number fields to store calculated values for **Cost Of Delay** and **WSJF Score**.
Verify the fields appear on the issue's right panel:
**Adjust field order:**
1. Click **Configure Fields** to change the order.
2. Reorder the fields as needed.
### Calculate Cost of Delay with Jira Automation
Use Jira Automation to calculate Cost of Delay automatically.
1. Create a new Automation Rule.
2. Create a trigger:
- **Fields to monitor:** Business Value, Time Criticality, Risk Reduction
- **Change type:** Any changes to the field value
3. Add an action: **Edit issue**.
- **Choose fields to set:** Cost of Delay
4. Add the formula:
```
{{#=}}{{Issue.Time Criticality|0}} + {{Issue.Business Value|0}} + {{Issue.Risk Reduction|0}}{{/}}
```
This sums all three values. If any value is empty, it counts as zero.
5. Click **Publish rule**.
### Calculate WSJF Score with Jira Automation
Repeat the process to calculate the final WSJF score.
1. Create a new automation rule triggered by **Job Size** field changes.
2. Create an action: **Edit issue** for the WSJF Score field.
3. Add the calculation formula:
```
{{#=}}{{Cost Of Delay|0}}/{{Job Size|1}}{{/}}
```
This divides Cost Of Delay by Job Size. If Job Size is empty, it uses 1.
### Test WSJF Calculations
Test the automation by filling in the criterion fields on an issue. After refreshing the window, you'll see the calculated result.
**Example:** WSJF score: (2 + 5 + 21) / 2 = 14
[Testing WSJF calculations in Jira](https://www.youtube.com/watch?v=9IfxXJDH6dI)
## Related Articles
- [WSJF Agile Prioritization Framework](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework)
- [8 Ways to Improve Jira Backlog Order by Priority](https://hi.ducalis.io/docs/tutorials/jira-backlog-order-by-priority)
- [Import Issues from Jira Cloud](/docs/integrations/jira-cloud/issues-import/)
- [Set up 2-way Sync with Jira](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
## Fibonacci Sequence for Agile Estimation
*Learn how Fibonacci story points enable faster, more accurate agile estimation. Discover why relative sizing beats hour-based estimates and how to implement Fibonacci scoring in your workflow.*
URL: https://help.ducalis.io/guides/tutorials/story-points-how-fibonacci-sequence-works-for-agile-estimation/
Fibonacci story points help teams estimate work quickly and accurately without obsessing over exact hours. Use relative sizing to distinguish large, uncertain tasks from quick wins.
The Fibonacci Story Point system has been around for a while, but the recent adoption of agile practices has made it popular again. You can use it in almost any project management software that supports estimation, such as [Jira](https://hi.ducalis.io/task-trackers/asana-priority-sorting-backlog) or [Asana](https://hi.ducalis.io/task-trackers/asana-priority-sorting-backlog).
## Fibonacci Sequence (1, 2, 3, 5, 8, 13, 21) for Evaluation
Use relative sizing instead of absolute estimates when most requirements are unknown, the environment is complex, and the need is urgent. You don't need to know the exact number of hours to spend or how much to earn. These figures are also known as Story Points in Scrum / Agile methodology.
> The goal of such estimation is to help with **relative** sizing. It helps determine what is bigger and smaller but does not find the exact number, as the forecast is rarely possible.
Fibonacci sequence estimation speeds up estimation time by 80%. It highlights the difference and gives better estimates.
## Why Story Points With a Fibonacci Sequence Are Better Than Hours
According [to Scum Inc](https://www.scruminc.com/story-points-why-are-they-better-than/), even the best experts in the company could not estimate how much time a project would take, including the people who implemented it. Moreover, [Rand Corporation's research](https://www.rand.org/pubs/notes/N1581.html) in the 1940s showed that humans are not good at estimating hours. Practical experience repeatedly confirms this research.
Developers only know enough to get started; they don't know everything needed to complete an item. The more ambiguous the requirement, the more difficult it is to calculate how long something will take. However, teams still need to estimate their work to forecast releases.
The more ambiguous the requirement, the more difficult it is to calculate how long something will take. WSJF doesn't force you to set the proper estimations in hours. Instead, it asks you to set your level of uncertainty.
> Our goal is not to find the exact number of hours but to determine and handle the acceptable level of uncertainty. Uncertainty grows exponentially as job size increases.
The probability of completing a task dramatically falls as your estimation of Job Size grows.
Probability of Completing a Task on Time, ACADEMIC JOURNAL OF MANUFACTURING ENGINEERING, VOL. 15, ISSUE 1/2017 45
You need to separate large and unclear tasks that cannot be accomplished in one sprint or product increment cycle for better planning.
With the linear evaluation scale, numbers are too close to one another, and it's impossible to distinguish estimates. The Fibonacci sequence will protect your top priority list with reasonable complexity from something that should be cut into smaller chunks.
Correlation Between Job Size and a Probability of Completing a Task on Time
## How Estimation with Fibonacci Sequence Follows 80/20 Rule
The WSJF priority score has 80 unique values distributed from 0.14 to 63. You can match seven levels of priority to each interval of the WSJF score:
The majority of WSJF score values lay under 18. It's about 80% of values. This matches Pareto Law. This estimation method separates useless tasks from the best ideas in your backlog.
## What if It's Impossible to Evaluate a Task?
Sometimes it's not possible to give an estimation at all. Maybe the task needs clarification or rethinking, or there's insufficient information on the issue.
### Questions
A simple and powerful tool for asynchronous backlog refinement.
While running an evaluation session with [hi.ducalis.io](https://hi.ducalis.io), you can ask a question relating to an unclear issue. Then, the task will move from the evaluation section to questions.
The result of each question's resolution should be an action relating to the issue. You'll have time to discuss, clarify, divide, and merge the issue or remove it from your backlog. After the question's resolution, the issue will be back in your evaluation section.
The most significant advantage of this method is that it's asynchronous. You don't need to run a dedicated backlog refinement session. Just skip another Zoom call that may be replaced with a 'Question' button.
### Evaluation Skipping
Sometimes you may read an issue's description and have no clue what it's about. For example, maybe it was just automatically synced from your task tracker. However, the issue wasn't ready for evaluation as it's still in research, prototyping, or experimenting mode.
You can skip it until the next evaluation cycle (product increment).
The issue will appear in the scored section, marked as skipped.
To understand the whole picture, check the team's evaluation progress report to see how many skipped tasks are in your backlog.
## Picking the Fibonacci Sequence as a Scoring Method in Ducalis
While creating your prioritization criteria in Ducalis, instead of creating the Fibonacci sequence from scratch, you can quickly pick and use the ready preset from the provided score presets.
You can add a description to each score to guide your teammates when scoring the issues in your product backlog.
## Modified Fibonacci Sequence
Mike Cohn (the author of the story points concept) [advises](https://www.mountaingoatsoftware.com/blog/why-the-fibonacci-sequence-works-well-for-estimating) having teams estimate with a modified Fibonacci sequence of 1, 2, 3, 5, 8, 13, 20, 40, and 100.
The idea is simple enough. Evaluating something with 40 or 100 is similar to asking a question or skipping a task from a current PI cycle.
If you like that idea, you can easily pick the modified Fibonacci sequence preset under the criterion setting:
However, it's a lot of manual work. Therefore, someone should always track those tasks, keep the list of unclear tasks in mind, and ask others to clarify them.
## Task prioritization matrix: How to use it
*Learn how to use prioritization matrices like Eisenhower, RICE, and WSJF. Involve your team in evaluation and focus on high-impact tasks.*
URL: https://help.ducalis.io/guides/tutorials/task-prioritization-matrix-how-to-use-it/
Prioritization matrices help you evaluate tasks against criteria like urgency, impact, and effort, enabling your team to focus on high-value work.
## How a project manager solved prioritization chaos
Meet John, a project manager overwhelmed with feature requests, product improvements, and client demands. Traditional task managers help him track tasks but don't answer the critical question: **What should I do first?**
John faces common problems:
- Too many urgent and important tasks
- No clear criteria for prioritization
- Budget constraints limiting which tasks to tackle
- Team members choosing tasks based on interest rather than business value
Experienced project managers recommend the Eisenhower approach: tackle urgent and important tasks first. But what if everything feels urgent and important?
## The hidden cost of unclear priorities
Without clear prioritization criteria, teams default to personal preferences. They choose the most exciting or understandable tasks rather than the most valuable ones.
This creates several problems:
- Business objectives take a back seat to team interests
- Developers focus on skill-building rather than user needs
- Client needs get neglected
- Valuable projects get delayed
The result? Team members gain experience, add projects to their portfolio, and move on—while the business suffers.
**The solution:** Use prioritization matrices to evaluate tasks objectively. Popular frameworks include Eisenhower, AARRR, RICE, and WSJF. All share the same principle: evaluate each task against multiple criteria.
## How prioritization matrices work
The Eisenhower matrix is the most popular prioritization tool. It evaluates tasks on two axes: urgency and importance.
Traditional approach: Assign binary values (yes/no, 1/0) to each criterion. But not all important tasks are equally important.
**Better approach:** Use rating scales (5-point or 10-point) to capture nuance:
- Adding user authentication: 5 for importance
- Fixing Safari menu rendering bug: 3 for importance
**Even better:** Gather input from multiple specialists. Different team members have different perspectives:
- Community managers prioritize the Safari bug (they hear complaints)
- Developers might rate it lower
- Marketing specialists focus on acquisition features
The more diverse the input, the more objective your priorities become.
## Advanced prioritization techniques
Project managers who understand objective prioritization often use Google Sheets templates where team members rate tasks in shared cells.
**Advanced features:**
- Weighted evaluations (experienced professionals' ratings multiplied by 1.2)
- JIRA sync to import tasks automatically
- Custom formulas to calculate priority scores
You can build this yourself with "\[framework name\] + template + excel" searches, or use specialized tools like Ducalis.
## What Ducalis does
Ducalis imports tasks from JIRA, Trello, Asana, and Google Sheets, then syncs them in real-time.
**Key features:**
- Multiple prioritization frameworks (Eisenhower, RICE, WSJF, custom)
- Team voting on task priorities
- Notifications when ratings diverge significantly
- Custom evaluation criteria and multipliers
- Filters to display specific task subsets
**Example:** A developer rates the Safari menu bug as low priority, but the community manager (receiving frequent complaints) rates it high. Ducalis highlights this discrepancy so John can investigate.
To implement a low-hanging fruit strategy, filter for tasks with least effort and highest impact—that's your next sprint.
## What a priority matrix is
A priority matrix is a management tool that visually divides priorities into four (or more) quadrants.
You can use matrices for personal time management or complex business projects. Most derive from the Eisenhower matrix created for personal tasks.
**Chart matrix view**
**Prioritized backlog in 2x2 matrix list view in Ducalis**
## When to use a priority matrix
Use a priority matrix when you have limited resources and want to distribute them rationally to maximize performance and ROI.
Placing backlog tasks into four quadrants visualizes their impact on business objectives. Focus team efforts on one quadrant to understand where you're heading, what results to expect, and when.
## How the quadrants work
The 2x2 matrix is the most efficient and easiest to use. It consists of two evaluation criteria: one positive (Value, Impact, Revenue) and one negative (Effort, Costs, Risk).
Tasks evaluated by these criteria divide into four quadrants:
**Quadrant 4—low positive score and high negative score**
Thankless Tasks bring little value and cost a lot. Delete them or reconsider the solution to increase value.
**Quadrant 1—high positive score and low negative score**
Quick Wins are low-hanging fruit that deliver positive results immediately. Do these tasks first.
**Quadrant 2—high positive score and high negative score**
Major Projects won't deliver immediate results but are strategically valuable. Consider them for your roadmap.
**Quadrant 3—low positive score and low negative score**
Fill-Ins are cheap solutions with minimal impact. Discuss further and implement only when you have extra resources.
## How to create and use a priority matrix
### 1. Choose criteria based on business needs
Ask yourself: What matters most right now?
- Do you have deadlines where time is critical?
- Must you avoid risks at all costs?
Two criteria work for fast, simple prioritization. Complex projects require multiple criteria covering user behavior stages or business objectives.
At Ducalis, we estimate all vital elements and filter the matrix by the criteria we need to focus on at any given time.
**We hide some criteria to consider only tasks influencing the objective that's important now.**
### 2. Decide on the score range
What numbers will your team use when estimating criteria?
Each criterion should use the same scale with clear interpretation. We use 0 to 3:
- 0—no impact
- 1—low impact
- 2—medium impact
- 3—high impact
**We use criteria tooltips so we don't have to memorize what scores mean.**
### 3. Estimate tasks with your team
Who participates in the project and can bring a unique perspective? Does the project require only engineers, or designers and copywriters as well?
Evaluating each task with the whole team strengthens shared understanding and delivers the best prioritization results.
In our team:
- Managers evaluate Reach and Revenue
- Engineers and UX/UI evaluate Development Time
- Everyone estimates Activation, Retention, and two product-specific criteria (Speed and Collaboration)
**We evaluate most criteria together to maintain shared understanding, and leave specific ones to experts.**
### 4. Study and discuss the results
Why did these features reach the top? Do you agree they're most valuable now and must be implemented?
Never take prioritization results into work unquestioningly. Prioritization is a tool to help you make the right decisions, not make them for you.
Discuss your top priorities with the team at planning meetings. Make sure everyone understands what must be done, why this approach, and why it matters.
## Summary
Priority matrices are simple and efficient. Automation tools make them far more powerful. Ducalis lets you create complex prioritization frameworks, use them as weighted decision matrices or action priority matrices, and switch criteria focus instantly.
**Key takeaways:**
- Without clear priorities, teams forget business objectives and work on personally interesting tasks
- Involve your team in comprehensive task evaluation
- Prioritization matrices work when you can rationally explain why task X is more important than task Y
- Additional criteria like "easy to do" or "increases reach" help, and involving the entire team in evaluation is tremendously valuable
- Ducalis helps you accomplish all these goals
**Try our matrix templates. [Free to sign up and free to use](https://hi.ducalis.io/signup). No credit cards. Just jump in and prioritize for your growth.**
## Impact-Effort Matrix Guide
*Learn how to identify low-hanging fruit and prioritize tasks using the Impact-Effort (Value) prioritization matrix with a free professional template.*
URL: https://help.ducalis.io/guides/tutorials/cracking-the-impact-effort-value-prioritization-matrix-secret/
Identify low-hanging fruit and maximize ROI by dividing your backlog into four quadrants: Quick Wins, Major Projects, Fill-Ins, and Time-Sinks.
## What is the Impact-Effort Matrix?
The Impact-Effort Matrix (also called Value-Effort or Value-Complexity Matrix) is a lean prioritization tool that visually divides your backlog into four quadrants based on task ROI:
- **Quick Wins** — High impact, low effort. Maximum benefits with minimal investment.
- **Major Projects** — High impact, high effort. Long-term returns that require significant resources.
- **Fill-Ins** — Low impact, low effort. Cheap to implement but don't provide much value.
- **Time-Sinks** — Low impact, high effort. Require significant investment with minimal benefits.
## Who can use the Impact-Effort Matrix?
Anyone can use the Impact-Effort Matrix to prioritize tasks—from personal to-dos to complex business projects—and maximize productivity.
## How to use the Impact-Effort Matrix
### Prepare a list of tasks
Decide which backlog requires prioritization. Add tasks to the template by:
1. Importing from a task tracker.
2. Importing from a spreadsheet.
3. Creating new tasks directly in the template.
### Evaluate as a team
Each task must be scored from 0 to 3 on two criteria: Impact and Effort. Best results come from evaluating as a full team.
**Impact** — How much value does this provide toward the main business objective?
- 0 — No impact
- 1 — Low
- 2 — Medium
- 3 — High
**Effort** — How many resources will implementation require?
- 0 — No real effort
- 1 — Low
- 2 — Medium
- 3 — High
### Review the results
After evaluation, all tasks are placed into four quadrants based on their scores:
- **Quick Wins** — High impact, low effort
- **Major Projects** — High impact, high effort
- **Fill-Ins** — Low impact, low effort
- **Thankless Tasks** — Low impact, high effort
Discuss the results with your team to validate the priorities. Don't implement the results without team discussion and alignment.
## Jira Backlog Order by Priority
*Learn how to sort Jira backlog by priority using built-in Jira tools and Ducalis. Fix 8 common Jira priority sorting problems with custom fields, filters, and automated prioritization frameworks like RICE, WSJF, and ICE.*
URL: https://help.ducalis.io/guides/tutorials/jira-backlog-order-by-priority/
Jira backlog ordering by priority has been [one of the most requested features since 2008](https://jira.atlassian.com/browse/JSWSERVER-692), with hundreds of users demanding native priority sorting for both Jira Cloud and Server. This guide provides 8 solutions using built-in Jira tools and Ducalis to fix Jira backlog priority sorting issues.
## Problems with Jira Default Priority Field
### 1. Limited Priority Sorting Options
By default, you can manually drag Jira Issues. However, if you set a particular Jira backlog sorting rule, it locks the sorting option—you won't be able to manually adjust priorities once a filter is applied.
### 2. Not Enough Priority Field Options
Jira provides only three default priority levels. When your backlog contains hundreds or thousands of items but only a few dozen critical tasks, three levels are insufficient. Priority is relative, not absolute.
### 3. Medium Priority is the Default Level
When you create a new Jira Issue, it automatically receives a medium priority rank. This makes it unclear whether someone has intentionally prioritized it or if it was just set by default.
### 4. No Prioritization Framework (Biased Decision-Making)
If you ask your stakeholders and leads what the most important thing is to do, you'll get different answers. Prioritization involves trade-offs across many dimensions—technical, business, competition—making it easy to become biased when setting priorities without a framework.
### 5. Overdue Priority Scores
Priority and urgency change constantly in a fast-paced environment. You might receive the most significant customer request today, critical database maintenance data next week, and a critical bug the week after. All tasks will be marked as high priority, creating a backlog full of high-priority Issues with outdated scores.
### 6. One Prioritization Model for All
Your Jira backlog contains bugs, new features, improvements, technical debt Issues, and nice-to-have Ideas. Each group of Issues requires its own decision-making process.
### 7. Unclear Priority Context
How will your teammates understand why a particular task has the highest priority? Without explaining how the prioritization decision was made, you disengage your teammates and they lose the sense of unity around shared goals, leading to lower morale.
### 8. No Team Prioritization
Jira has the priority field turned on for all projects and screens with three states, and every team member can set priority—there's no structured team prioritization process.
This article covers how to fix Jira backlog sorting Issues using Ducalis and built-in Jira tools.
## Jira Backlog Order with Ducalis
Ducalis provides the easiest way to sort Jira Issues. This tool was built to manage tasks around priorities with applicable settings to solve all Jira missing prioritization Issues at once.
Read how to [establish a connection between Jira and Ducalis as a real-time 2-way sync](/docs/integrations/jira-cloud/issues-import/).
### [Solved] Limited Jira Priority Sorting Options
By default, all Issues in Ducalis are sorted by priority score. It updates in real-time as your teammates evaluate tasks.
You can turn on Sync Back to [export your priority score to a Jira custom field](/docs/integrations/jira-cloud/2-way-sync-with-jira/).
Now you can rank your Issues inside Jira using Ducalis's priority rank.
### [Solved] Not Enough Priority Field Options
Ducalis provides flexible options to set your priorities.
For each Criterion, add descriptions, weight, and a scale to help you and your team understand the context.
### [Solved] Medium Priority is the Default Level
No default priority value exists in Ducalis. Mindful evaluation is at the core of the Ducalis approach.
### [Solved] No Prioritization Framework
Combine Criteria into a prioritization framework. Ducalis supports all popular prioritization frameworks: [RICE](https://hi.ducalis.io/knowledge-base/rice-scoring-prioritization-framework), [WSJF](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework), [ICE](https://hi.ducalis.io/knowledge-base/ice-score-framework), and more.
Create role-specific prioritization Criteria. To reduce bias in defining priorities, you need different points of view. Invite your sales, design, and support departments to the evaluation process to provide the contexts only they can give.
### [Solved] Overdue Priority Scores
Priorities should be re-evaluated periodically in our fast-changing world. With Ducalis, you can set up Score Expiration after several sprints to ensure all priorities stay up-to-date.
### [Solved] Unclear Priority Context
See hints for a guided evaluation scale with context during the evaluation process.
After evaluation, it's easy to understand how a particular task has been prioritized.
### [Solved] One Prioritization Model for All
You can decide which part of your backlog to prioritize. With Ducalis, you can create multiple prioritization Boards with different parts of your backlog, priority frameworks, and people.
Each Ducalis Board consists of three components:
- **List of Issues**. Sync any part of your backlog.
- **Prioritization framework.** Prioritize new features with the [WSJF](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework) framework, marketing activities with [REAN](https://hi.ducalis.io/prioritization-frameworks/rean), user requests with [RICE](/frameworks/rice-framework-reach-impact-confidence-effort/), and more.
- **Teammates**. For each prioritization Board, different people can make their prioritization estimates.
The second Board option is a Report Board for end-to-end prioritization. Combine multiple Boards to switch contexts: zoom in to a particular project or zoom out to a bird's-eye view of your end-to-end prioritized initiatives.
### [Solved] No Team Prioritization
Team prioritization is essential for collecting different points of view and team engagement. The prioritization habit educates your team to always think about the importance of each backlog item.
After you collect scores from teammates, you'll see that their opinions differ, helping you find areas across your team to improve engagement.
## Fixing Jira Issues: Sort Order by Priority with Jira's Built-In Tools
This section covers how to fix all defined prioritization and sorting problems using Jira's built-in tools.
### [Fixed] Limited Jira Priority Sorting Options
As mentioned previously, Jira has only two sorting options: manual or by strict rules. Here's how to sort your backlog by the default priority field.
1. **Create a new filter.** Go to **Filters** > **View all filters** > **Create filter**.
2. **Choose all Issues.** To include all project Issues, choose only your project name. Set other fields to 'All.' Click **Columns** and select at least Key, Summary, Type, and Priority to verify sorting.
3. **Sort by Priority**. Click the down arrow ↓ of the 'P' column title to sort Issues by priority from highest to lowest.
4. **Save the filter**. Verify the 'Save' button is no longer active—this confirms the filter was saved.
5. **Apply filter to the Board**. Go to **Board Settings** for the Board where you'd like to apply the new order based on priority level. Scroll to the 'Filter' section and choose the filter you just created.
6. **Check new backlog order**. All your backlog items will now be sorted by the priority field in both the Jira Backlog view and Sprint/Kanban view.
:::warning
Each time you try to drag a Jira Issue card, you'll see a notification stating that it's impossible to change the order.
:::
### [Fixed] Medium Priority Is the Default Level for New Jira Issues
Avoid default priority statuses. The prioritization process must always be mindful, and each priority level must be set explicitly.
1. Open the Jira project's **Settings** > **Issues** > **Priorities**.
2. Scroll to the 'Add priority level' section.
3. Create the 'Not Prioritized' level status:
4. Enter the following values:
- **Name:** Not Prioritized
- **Icon URL:** /images/icons/priorities/trivial.svg
- **Priority Color:** #C8F2FF
Verify it was successfully created:
5. Move 'Not Prioritized' status to the first place and set it as Default.
:::info
Every newly created Jira Issue will be placed above all prioritized Issues, reminding you to evaluate new problems before planning your next sprint.
:::
If you update the priority for a particular Issue in your backlog, it will appear at the same place in the list until you refresh the page.
### [Fixed] Not Enough 'Priority' Field Options
Three priority levels are not enough for evaluating a few dozen backlog items. The good news is that you can create as many priority levels as you need.
1. Go to the **Priorities** settings. Click the gear icon > **Issues** > **Priorities**.
2. Create as many new priority levels as your team needs. Here are the recommended settings:
**Urgent**
- **Name:** Urgent
- **Icon URL:** /images/icons/priorities/critical.svg
- **Priority Color:** #FF0000
**Minor**
- **Name:** Minor
- **Icon URL:** /images/icons/priorities/minor.svg
- **Priority Color:** #3F5785
**Major**
- **Name:** Major
- **Icon URL:** /images/icons/priorities/major.svg
- **Priority Color:** #853D3D
3. Sort each level in the proper order to affect your Backlog and Sprint views.
4. You'll now see many more options for evaluating your new backlog items.
### [Fixed] No Prioritization Framework
For unbiased decision-making, apply one of the prioritization frameworks like [WSJF](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework), [RICE](https://hi.ducalis.io/knowledge-base/rice-scoring-prioritization-framework), [ICE](https://hi.ducalis.io/knowledge-base/ice-score-framework), [Urgency / Importance](https://hi.ducalis.io/prioritization-frameworks/priority-matrix), and others. Check our [library of popular prioritization frameworks](https://hi.ducalis.io/prioritization-ideas/prioritization-frameworks).
Read our [step-by-step guide on setting up WSJF prioritization at Jira](https://hi.ducalis.io/docs/tutorials/jira-tutorial-wsjf-score-formula-calculation-with-examples) with Cost of Delay calculations, WSJF scoring using Jira custom fields and Jira Automation.
### [Not Fixed] Overdue Priority Scores
When you have a team with a dozen-plus members where everybody can edit the priority field at any time, Jira's custom field is insufficient for setting dynamic priority values. Priorities may quickly become outdated.
### [Not Fixed] Unclear Priority Context
As mentioned multiple times in this article, Jira can only create custom fields to store numbers. However, priority context is much more complicated than just a number.
### [Not Fixed] No Team Prioritization
If you'd like to collect priority opinions from different stakeholders, most Jira users try using spreadsheet exports, but this is time-consuming and unreliable. Try [Ducalis](https://hi.ducalis.io/) for structured team prioritization.
## 5 ways to integrate Jira with Google Sheets for prioritization
*Explore five methods to integrate Jira with Google Sheets for backlog prioritization. Compare real-time 2-way sync, automation tools, plugins, and manual exports to find the best fit for your team.*
URL: https://help.ducalis.io/guides/tutorials/5-ways-to-integrate-jira-with-google-sheets-for-prioritization/
Explore five methods to integrate Jira with Google Sheets for backlog prioritization. Each approach offers different levels of automation, synchronization, and functionality to help you make informed decisions.
Jira is one of the most widely used tools for project and task management. Teams use Jira projects to organize product development, track projects, and operate support desks. To analyze data, create dashboards, track KPIs, or calculate priorities, you often need to export Jira data to Google Sheets.
> One of the primary benefits of integrating Jira with Google Sheets is the ability to prioritize your backlog by exporting it, assigning weights to tasks, creating formulas, and calculating totals.
## Google Sheets as a prioritization tool
Google Sheets works well for small teams with relatively small data volumes. As data increases, problems emerge:
- Files slow down as size increases
- Formulas lack flexibility and require manual adjustment
- No real-time synchronization
- Data duplication
- Manual data maintenance required
- Limited data visualization
- No built-in prioritization framework templates
- No automatic reports or matrices
## Comparison table
| Method | Sync Type | Real-time | Cost | Setup Complexity | Best For |
|--------|-----------|-----------|------|------------------|----------|
| Ducalis | 2-way | Yes | Paid | Medium | Teams needing collaborative prioritization |
| Airtable | 1-way | No (5 min) | Paid | High | Tech-savvy teams building custom apps |
| Coda.io | 1-way | No (hourly) | Paid | Medium | Teams combining docs and spreadsheets |
| ProductPlan | 1-way | No (daily) | Paid | High | Product managers creating roadmaps |
| Notion | 1-way | No (scheduled) | Paid | High | Teams needing all-in-one workspace |
| Jira Cloud plugin | 1-way | No (scheduled) | Free | Low | Small teams with basic needs |
| Manual CSV export | None | No | Free | Low | Occasional exports with small data |
## Integration methods
We rank different methods by their effectiveness for prioritization.
### 1. Ducalis — Real-time 2-way sync
Ducalis is a collaborative prioritization platform that keeps your team aligned around top priorities. Use Ducalis to:
- Examine and prioritize product features, blog articles, hypotheses, bugs, and marketing strategies
- Minimize unnecessary work
- Create custom prioritization frameworks or choose from existing models like [RICE](https://hi.ducalis.io/knowledge-base/rice-scoring-prioritization-framework), [ICE](https://hi.ducalis.io/prioritization-frameworks/ice), [REAN](https://hi.ducalis.io/prioritization-frameworks/rean), [WSJF](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework), and [more](https://hi.ducalis.io/prioritization-frameworks/all-prioritization-templates)
- Save hours on status sync meetings
- Involve your entire team in decision-making and collect diverse opinions
- Highlight areas of alignment and misalignment with the [team alignment grid](https://hi.ducalis.io/knowledge-base/team-alignment-road-to-success)
- Create customized evaluation criteria based on your company's needs
- Ask questions about unclear issues and spot misunderstandings early
- Synchronize in real-time with [Asana](https://hi.ducalis.io/task-trackers/asana-priority-sorting-backlog), [Jira](https://hi.ducalis.io/task-trackers/jira-priority-sorting-backlog), [Trello](https://hi.ducalis.io/task-trackers/trello-priority-sorting-backlog), and other task trackers
#### Integration procedure
Integrate Ducalis with Jira Cloud in 5 steps:
##### Step 1: Connect Jira Cloud
1. Create a board by clicking **Create Board** on the dashboard.
2. Fill out the questionnaire and select a prioritization framework from available templates.
3. Select **Jira Cloud** as your tracker and click **Connect Jira Cloud**.
##### Step 2: Import issues from Jira Cloud
In Ducalis, a Board is a collection of issues with evaluation parameters. Settings like formula, teams, and criteria are configured separately for each Board. Filter the issues you want to prioritize using one of two methods:
**Method A: Create a filter in Ducalis**
1. Select an instance that has the required issues.
2. Choose from **Current Integrations** or **Add a new instance**.
3. Click **Import from the instance**.
4. Filter the issues you want to sync with Ducalis:
- **Project**, **Issue Type**, and **Status** are required filters
- **Assignees** filter is optional
5. Preview your issues after applying filters and click **Start Import**.
6. Your issues will be available on your Board once the import completes.
**Method B: Connect an existing Jira filter**
1. From the Import page, click **Switch to Jira Filters**.
2. Select the desired filter from the drop-down menu or search for it by typing the filter's name.
3. Preview your issues after applying filters and click **Start Import**.
4. Your issues will be available on your Board once the import completes.
**Troubleshooting: No filters found**
If you have a filter in Jira Cloud that's not showing up, check the filter's access status. The filter access status must be Public, Open, or My Organization.
To check or modify the filter access status in Jira Cloud:
1. Click **Details** on the filter you want to edit.
2. Click **Edit Permissions**.
3. Set access level to **Public**, **Open**, or **My Organization**.
4. Click **Add**.
5. Verify the access status was added.
6. Click **Save**.
7. Return to Ducalis and refresh the filter list.
##### Step 3: Create custom fields in Jira Cloud
A Ducalis Board can be used with one or more company-managed projects or one team-managed project.
**For company-managed projects:**
1. Click **Settings** and select **Issues**.
2. Select **Custom Fields** from the left menu.
3. Click **Create custom field** in the upper right corner.
4. Select **Text Field (single line)** and click **Next**.
5. Copy the field name from Ducalis settings. Your field names depend on your board emoji.
6. In Jira Cloud, paste the field name and click **Create**.
7. Click **Update** after connecting the following screens:
- Default Screen
- Resolve Issue Screen
- Workflow Screen
- All screens with the project keys for projects in the Ducalis board filter
8. If you don't see your project key because it shares settings with another project, open **Issue** and type "screen schemes" in a new tab to see what project key relates to yours.
9. Create two fields for issue ranking synchronization: **Priority** and **Alignment**. Inside issues, you'll find links to ranking and alignment analysis.
**For team-managed projects:**
1. Click **Project settings**.
2. Click **Issue Types**.
3. Choose an issue type you want to prioritize.
4. Drag the **Short Text** field from the **Create A Field** section on the right and drop it among the **Context fields**.
5. Type the field name **Priority Ducalis** and click **Save Changes**.
6. Create another field the same way and call it **Alignment Ducalis**.
7. For all other issue types you're prioritizing, drag and drop both fields from **Previously Created Fields** into **Context fields**.
8. Save changes for each issue type.
9. Inside issues, you'll find links to ranking and alignment analysis.
##### Step 4: Configure Jira board to display rankings
Configure your Jira Cloud board to see Ducalis ranking in the backlog and active sprint, and set the issue order by priority.
**Configure issue order:**
1. Click the **three-dots** button to access Board settings.
2. Select **Edit Filter Query** from the **General** menu.
3. Type **ORDER BY priority** in the query and choose the **Priority (your emoji) Ducalis** custom field from the menu.
4. Add a space, type **ASC** for ascending order, click **Search**, and then **Save**.
5. All your issues will now be prioritized.
**Configure backlog and active sprint display:**
1. Click the **three-dots** button to access Board settings.
2. From the **Card Layout** menu, go to the **Backlog** section.
3. In the **Field Name** drop-down menu, select **Priority Ducalis** and click **Add**.
4. Go to the **Active Sprints** section, select **Priority Ducalis** from the **Field Name** drop-down menu, and click **Add**.
5. Issue ranking is now visible in the issue card, backlog, and active sprint:
- Backlog:
- Active Sprint:
- Issue Card:
##### Step 5: Create a webhook for real-time synchronization
1. Open your Jira Cloud account and select **System** from the cog icon. (Admin access required)
2. Under the **Advanced** tab, select **Webhooks**.
3. Click **Create a Webhook**.
4. Enter the following information:
- **Name:** Any name (e.g., Ducalis)
- **Status:** Enabled
- **URL:** https://hi.ducalis.io/rest/webhooks/jira
- **Issue:** Check Created, Updated, and Deleted
5. Click **Create**.
6. The webhook is now active. You can edit it at any time if needed.
#### Pros and cons
**Pros:**
- Automated process after initial setup
- Real-time 2-way synchronization
- Fast UI speed
- High reliability and no data duplication
- Easy data support
**Cons:**
- Complex initial setup and configuration
- Learning curve for new tool and workflow
**Special features:**
- Different prioritization systems for each team
- Numerous prioritization frameworks to choose from
- Custom frameworks with tailored criteria
- Highly customizable criteria and formulas
- Collaborative evaluation and prioritization
- Ask questions about unclear tasks
### 2. Google Sheets alternatives
Alternative tools to Google Sheets that offer additional functionality.
#### Airtable
Airtable is a spreadsheet-database hybrid that combines database capabilities with spreadsheet functionality. You can create databases, configure column types, add entries, link tables together, collaborate, sort records, and publish views.
**Determine your Jira version**
Check the URL you use to access Jira:
- If your URL is **.jira.com** or **.atlassian.net**, you're using **Jira Cloud**
- If your URL is **jira.mycompanyname.com**, you're using **Jira Server**
##### Jira Server integration
**Requirements:**
- Basic understanding of JavaScript
- Jira Server access
- [Airtable API Key](https://support.airtable.com/hc/en-us/articles/219046777-How-do-I-get-my-API-key-)
- Jira Server integration GitHub Repository
- [Node.js](https://nodejs.org/en/download/) v8 or higher
**Procedure:**
Create a node.js application that:
- Sends a GET request to obtain all issues from a Jira Server Board after logging into Airtable and Jira Server
- Adds the new records to your Airtable database
**Process:**
1. **Select the base, table, and fields you want to sync:** Your table must have a unique identifier. Finish your base schema before pulling data. Every Jira item will have a unique ID saved in your base for reference.
2. **Authenticate your credentials:**
- **Airtable:** [Generate API Key](https://support.airtable.com/docs/creating-personal-access-tokens)
- **Jira Server:** Choose one authentication method:
- [Authentication via API Token](https://support.atlassian.com/atlassian-account/docs/manage-api-tokens-for-your-atlassian-account/)
- [Authentication via OAuth for REST API](https://developer.atlassian.com/cloud/jira/platform/jira-rest-api-oauth-authentication/)
3. **Install Jira Server on your local machine:**
- [Windows OS](https://confluence.atlassian.com/adminjiraserver/installing-jira-applications-on-windows-938846835.html)
- [Mac OS](https://confluence.atlassian.com/jira/installing-jira-on-mac-os-x-191501161.html)
4. **Connect Jira Server to Airtable:**
1. Fork the [GitHub Repository](https://github.com/Airtable-Labs/jira-server-integration).
2. Navigate to the repository location using Terminal or Command Prompt.
3. Run `npm -i` to install necessary NPM modules.
4. Set the following [environment variables](https://www.twilio.com/blog/2017/01/how-to-set-environment-variables.html):
- AIRTABLE_BASE_ID
- AIRTABLE_APIKEY
- JIRA_COOKIE
- JIRA_AUTH
- JIRA_ENDPOINT
5. Update table and field names in `index.js` if customizing your base.
6. Run `node index.js` in the terminal to retrieve all issues and create new records in your Airtable database.
##### Jira Cloud integration
**Requirements:**
1. [Generate an API token for your Jira Cloud instance](https://support.atlassian.com/atlassian-account/docs/manage-api-tokens-for-your-atlassian-account/) and store it securely.
2. **Enable assignee fields:** Due to Jira API privacy restrictions, enable user email visibility to import assignee information.
**Admin option:** Change user email visibility from Hidden to Public in Jira System settings. Public is the only supported option.
**Individual option:** Users must manually update email visibility on the [Profile and Visibility page](https://id.atlassian.com/manage-profile/profile-and-visibility). [Detailed instructions](https://support.atlassian.com/atlassian-account/docs/update-your-profile-and-visibility-settings/).
- Click **Profile** icon and select **Account Settings**
- Scroll to the **Contact** area at the bottom of the Profile and Visibility page
- Change "Only you and admins" to "Anyone"
**Setup procedure:**
The Jira Cloud app prompts you to connect to a Jira account when you first add it to your dashboard. Follow the on-screen instructions:
1. **Enter your email:** Use the email address associated with the API token you generated
2. **Enter your Jira workspace name:** Choose **.atlassian.net** or **.jira.com** from the drop-down menu
3. **Keep your API token safe:** Generate a new key if lost
**Process:**
**Step 1: Import issues**
You can import issues two ways:
**Issues tab:**
1. **Select Project:** Choose the project you want to import from Jira Cloud into Airtable
2. **Issue Type:** Choose the issue type you want to import
3. **Choose a Table:** The active table is selected by default but can be changed
4. **Merge records:**
- If you merge records, only new records are added each time the import runs
- If you don't merge records, a new record is added each time the import runs
- A Jira record will not be updated or removed from the table if it no longer fits the import criteria
**Custom JQL tab:**
1. The Jira Cloud app supports JQL (Jira Query Language). Copy and paste custom queries from Jira into this tab.
2. The app will not remove or update a Jira record if it no longer appears in the JQL results.
**Step 2: Field mapping**
Supported field types for integration between Jira and Airtable (recommended types in **bold**):
- **Issue Key:** **Single Line**, Long Text
- **Status:** Single Line, Long Text, **Single Select**
- **Assignee:** Single Line, Long Text, **Collaborator**
- **Summary: Single Line, Long Text**
- **Created Date:** Single Line, Long Text, **Date**
- **Due Date:** Single Line, Long Text, **Date**
- **Labels:** Single Line, Long Text, **Multiple Select**
- **Description:** Single Line, **Long Text**
- **URL:** Single Line, Long Text, URL, **Link to another record**
- **Priority:** Single Line, Long Text, **Single Select**
- **Issue Type:** Single Line, Long Text, **Single Select**
**Things to keep in mind:**
- Formatted text, code, emojis, embedded attachments, and tagged users will show as unformatted plain text
- When importing Jira fields into Airtable Multiple Select and Single Select fields, specify the options in Airtable before importing
- If User Email Visibility is not set to Public in Jira Cloud settings, assignees will be blank
**Step 3: Update your project**
1. Refresh Airtable records manually using the Jira Cloud app from the app dashboard. You can check the last import time and update records.
2. Manually update Multiple Select and Single Select fields to include any new selections to match Jira before subsequent imports.
**Step 4: Recommendations**
1. Create a different table for each project using the Select Issues Tab
2. Each Jira project should have its own Jira Cloud app. Add more app dashboards and rename them for organization
3. Select All Issue Types and Merge Records to ensure imported records are properly updated
4. Set up all Multi-Select, Single Select, and Collaborators in Airtable before importing
5. Add a Last Modified Time field to track when records were last modified
6. Update selections in any Multi-Select or Single Select field before making changes in Jira Cloud
7. Verify date formatting in the Date Field matches Jira Cloud to avoid problems
**Step 5: Update Jira API credentials**
To add new credentials, click the settings wheel in the top right corner of your app.
#### Pros and cons
**Pros:**
- Automatic 1-way synchronization every 5 minutes or on-demand
- Automated process after initial setup
- Good visual UI
**Cons:**
- Big learning curve for beginners
- Complex initial setup and configuration
- No real-time synchronization
- Limited customization of integrations and automations
- Lacks formula builder
- Cost scales with number of users and rows
**Special features:**
- Numerous apps available
- Build custom apps
- Numerous automations
- Team collaboration
#### Coda.io
Coda.io is a cloud-based document editor that includes word processing, spreadsheets, and databases. It's a canvas where you can combine spreadsheets, presentations, applications, and documents. Third-party services like Slack and Gmail can be integrated.
##### Procedure
1. **Connect your Jira account:** Click "Explore" in the top right corner, select Packs, then Jira. Sign in to authenticate the connection.
2. **Add a pack table:** Type `/` in your document canvas to bring up the quick insert menu. Type "Jira" and select the Pack table from the list.
3. **Create issues in Coda:** Use a button to create new issues in your Jira projects. Place this button in a table or on the document canvas. Specify the issue type and summary based on your project setup.
4. **Extract issue data using JSONParse():** Use a formula to extract custom fields in Jira that are returned in nested JSON. This example extracts the "Name" field from "Fix Versions." More information on [ParseJSON formula](https://coda.io/formulas#ParseJSON).
#### Pros and cons
**Pros:**
- Automatic 1-way synchronization every hour on team and enterprise plans or manual synchronization
- Automated process after initial setup
**Cons:**
- Heavily loaded documents can affect performance and stability for enterprise-level customers
- No real-time synchronization
- Manual synchronization for pro and free plans
- Twenty synchronizations per month for free and pro plans
- Complexity is difficult to manage without clear organization strategy
**Special features:**
- Numerous apps available
- Create all kinds of folders, projects, or documents in one place
- Delete, share, export, insert graphs, tables, maps, media
- Unlimited individual documents within a project
- High flexibility with formulas and customization
- Structure as Gantt chart, calendar, Kanban board, or other visualizations
- Many different templates to import and use
#### ProductPlan
ProductPlan is a roadmap tool for product managers to plan, visualize, and explain product strategy. It has a drag-and-drop interface to create and share product roadmaps in minutes.
##### Procedure
**Step 1: ProductPlan configuration**
Go to ProductPlan's integrations page, select "Begin Jira Integration," and type in your Jira base URL. You'll receive the Consumer and Public Keys needed to complete setup.
**Step 2: Jira Cloud configuration**
1. Access **Jira Settings** from the menu on the left of your Dashboards page
2. Select **Products** from the Jira Settings menu
3. Under Integrations, choose **Application Links**
4. In the URL area, type https://app.productplan.com
5. Choose **Create new link**. If you see "No response was received from the URL you entered," click **Continue**
6. Enter **ProductPlan** in the Application Name field
7. Choose **Generic Application** as the application type
8. Leave all remaining fields blank. Do NOT fill them. Click **Continue**
9. In the Actions column, click the **Edit** icon for your ProductPlan application
10. Select **Incoming Authentication** (scroll to the bottom to see all fields)
11. Fill in the following values from your ProductPlan integrations page:
- **Consumer Key:** (provided by ProductPlan)
- **Consumer Name:** ProductPlan
- **Public Key:** (provided by ProductPlan – copy everything, including begin and end certificate lines)
- **Consumer Callback URL:** https://app.productplan.com/auth/jira/callback
12. Click **Save**
13. Return to ProductPlan and press **Next Step** at the bottom. Click **Allow** to authenticate your account
**Step 3: Jira Server configuration**
To connect to your Jira Server, whitelist the ProductPlan IP addresses in your firewall. Connect to the server using port 443 with these IP addresses:
- [52.5.38.201]
- [52.7.247.138]
**Custom field mapping for Jira:**
1. Choose a Jira project containing all fields you want to sync to ProductPlan (summary, description, labels, dates)
2. Default mapping fields for Basic Plans are fixed: Title, Description, Tags, Percent Complete, Start Date, End Date, and Notes
3. Professional and Enterprise Plan users can customize Jira field mapping and add new fields, including Custom Text Fields
**Connect Jira to ProductPlan bars:**
1. Click a Bar or Container and then "Links" at the bottom to link to an existing Epic or issue
2. Click the Jira tab:
- Search for Jira issues by ID or summary text
- Copy and paste a Jira query from your Search issues page
3. To create a new issue and push it to Jira:
- Click the ellipsis at the top right
- Select "Add to Jira"
**Jira synchronization:**
ProductPlan can automatically update Jira data to a Bar or Container. Sync Percent Complete based on:
- Number of stories in an Epic that have been completed
- Story points of all stories in an Epic or Issue
Configure these options on your integrations page. The roadmap syncs automatically every day at 5:00 a.m. UTC, or manually sync by clicking Sync Now. [More information about syncing fields](https://support.productplan.com/en/articles/2978895-synchronizing-fields-with-jira).
**Import Jira issues into ProductPlan:**
**Option 1: Table Layout**
- Click the Parked section
- Select the Import button at the top
- Select the Jira tab
**Option 2: Timeline or List view**
- Click the triple ellipsis to the right of Jira under Integrations
- Click Import (takes you to the Parked section of Table Layout)
**Import procedure:**
1. Search for the Jira issues you want to import. Filter different issues on your Jira issues page or choose from Favorite Filters
2. Select "Import Epics as Containers" to import child stories and maintain Jira hierarchy
3. Jira's predefined filters are not supported (identified by negative values in the filter URL)
4. Copy and paste the browser URL from your Jira issues page into ProductPlan's Import screen
5. Toggle "Save search to auto-import new items daily at 10 a.m. PST" for automatic daily imports
6. Issues are imported as bars in the Parked section of Table Layout, connecting to fields you chose on your integrations page and generating links to Jira issues
7. Any labels the item has in Jira are imported as [tags](https://support.productplan.com/adding-custom-tags) in ProductPlan. If labels match existing roadmap tags, they're added immediately
8. Drag and drop ideas into the Parked area or "unpark" items to transfer them to the Planned section, where they appear as bars on your roadmap
9. Synchronize percentage complete with linked issues in Jira:
10. To import dates:
- Choose a project with date mappings you want to use
- From Start and End date drop-downs, select the date fields from that project
**Synchronization of bars:**
Any new ProductPlan Bars or Containers connected to Jira will link automatically after synchronization is set up. For previously linked Bars or Containers, manually configure synchronization:
- On the Details screen, click the link icon to disable synchronization. Manually set Percent Complete.
- Click the link icon to enable synchronization. Percent Complete updates at the next daily synchronization or when you click Sync Now on the Integrations page.
#### Pros and cons
**Pros:**
- Automatic 1-way synchronization once daily or manual synchronization
- Automated process after initial setup
**Cons:**
- No real-time synchronization
- Complex initial setup and configuration
- No free plan
- Requires paid account for collaboration
- Too many tools and features require a learning curve
**Special features:**
- Build roadmaps with clear visualization
- Numerous templates available
- Drag and drop roadmap building
- Customizable layouts
- Easy roadmap sharing for collaboration
- Unlimited viewer accounts for shareholder feedback
- Benefit versus cost prioritization model
#### Notion
Notion is a tool that combines common work apps into one. You can manage notes, databases, kanban boards, wikis, calendars, and reminders. Users can link components to develop knowledge management, note-taking, data management, and project management systems.
##### Procedure
**Requirements:**
Notion integration with Jira is not natively supported. Use a third-party automation tool like Automate.io to connect your Notion account with Jira.
**Process:**
1. Log in to your Notion, Jira, and Automate.io accounts
2. **Connect Notion:**
1. In Automate.io, select the Apps tab and click Add a New App
2. Search for Notion and select it
3. From the popup, authorize Automate.io to access your Notion account
4. Click Save
3. **Connect Jira:**
1. In Automate.io, select the Apps tab and click Add a New App
2. Search for Jira and select it
3. From the popup, authorize Automate.io to access your Jira account. You'll need to create an API token in Jira. [Learn more](https://support.atlassian.com/atlassian-account/docs/manage-api-tokens-for-your-atlassian-account/).
4. Click Save
4. **Build your integration:**
**Option 1: Use a pre-built integration bot**
1. Go to your dashboard
2. Click the plus sign
3. Search for Notion and click to add it
4. Click the plus sign
5. Search for Jira and click to add it
6. A list of pre-built bots will be generated. Click Try It Now to use the desired integration
7. Set the desired trigger and resultant action
8. Fill in required Input Fields
9. Fill in required Output Fields
10. Click the plus sign to add additional actions or apps
11. Click Save once you finish configuring your bot
12. Your bot is available under the Bots tab. Click the switch to enable or disable it, or click the bot to edit it
**Option 2: Build custom integration bot**
1. Select the Bots tab and click Create a Bot
2. Select Jira or Notion for trigger and action apps
3. Select the desired Trigger and Action events
4. Fill in required Input Fields
5. Fill in required Output Fields
6. Click the plus sign to add additional actions or apps
7. Click Save once you finish configuring your bot
8. Your bot is available under the Bots tab. Click the switch to enable or disable it, or click the bot to edit it
#### Pros and cons
**Pros:**
- User-friendly UI
- Flexibility
- Set up once and runs as needed
**Cons:**
- No native integration with Jira
- Requires third-party automation tool
- Additional cost for automation tool
- Could be difficult to set up for non-technical users
- You can schedule automatic updates but no real-time synchronization
- Payment model is per action/task and can get expensive for large teams or big backlogs
- Takes time to set up, especially for teams
- Search and navigation lack clarity
- Copy/paste text formatting doesn't work well
**Special features:**
- Clear UI with built-in customization for organizing work, tasks, and projects
- Works on different devices: web app, desktop app (Mac and Windows), mobile apps (iOS and Android)
- All-in-one solution offering more than just note-taking
- Customizable layouts
- Easy roadmap sharing for collaboration
- Unlimited viewer accounts for shareholder feedback
- Large template library
### 3. Jira Cloud for Sheets plugin
The [Jira Cloud add-on](https://gsuite.google.com/marketplace/app/jira_cloud_for_sheets/1065669263016) combines Jira's functionality with Google Sheets' flexibility. Use this add-on to:
- Import issues quickly using favorite saved or built-in filters
- Write JQL queries directly in your spreadsheet using a custom function
- Combine data from various projects and Jira sites
- Schedule automatic data updates
#### Procedure
1. Use filters to find the issues you need
2. Click the **Google Sheets** icon
3. If this is your first time using the plugin, authorize Jira Cloud for Spreadsheets to access your Atlassian account
4. This opens the exported issues in Google Sheets
5. Click **Install Now** to go to GSuite Marketplace and download the [Jira Cloud for Google Sheets](https://gsuite.google.com/marketplace/app/jira_cloud_for_sheets/1065669263016) add-on
6. Sign in with your Google account and accept the permissions
7. Return to your Google spreadsheet, choose **Add-ons**, select **Jira Cloud for Sheets**, and click **Open**. The Jira integration opens immediately within the spreadsheet
8. The Jira integration appears on the right-side panel. After clicking **Get problems from Jira**, go to **Schedule data refresh**. Choose how frequently you want your data updated
9. Import issues from Jira through the plugin and use JQL (Jira Query Language) to customize your queries
#### Pros and cons
**Pros:**
- Free
- Fast
- Can import issues from inside Google Sheets
- Can adjust queries from inside Google Sheets
- Can set schedule for automatic data updates
**Cons:**
- Hard to support and maintain as data increases
- You can schedule automatic updates but no real-time synchronization
- No additional features or functionalities
### 4. Manual export using CSV
Manually export data from Jira and upload it into Google Sheets.
#### Procedure
1. Use filters to find the issues you need
2. Click the **Export** button to see all export options
3. Download the CSV file to your computer
4. Upload the CSV file to your Google Drive and open it with Google Sheets
#### Pros and cons
**Pros:**
- Free
- Fast
**Cons:**
- Hard to support and maintain as data increases
- No real-time synchronization – data needs manual updates, which is time-consuming
- No additional features or functionalities
## Recommendations
### Ducalis
**Best option if you:**
- Want to save time and focus on what's important
- Need real-time 2-way synchronization with your favorite task tracker
- Want to empower your team with collaborative evaluation and prioritization
- Want to create custom prioritization frameworks with criteria and formulas tailored to your goals
- Want a wide variety of prioritization models like [RICE](https://hi.ducalis.io/knowledge-base/rice-scoring-prioritization-framework), [ICE](https://hi.ducalis.io/prioritization-frameworks/ice), [REAN](https://hi.ducalis.io/prioritization-frameworks/rean), [WSJF](https://hi.ducalis.io/knowledge-base/wsjf-agile-prioritization-framework), and [more](https://hi.ducalis.io/prioritization-frameworks/all-prioritization-templates)
- Want a tool to align your team and spot problematic areas through the [team alignment](https://hi.ducalis.io/knowledge-base/team-alignment-road-to-success) grid feature
**Next step:** After connecting [Ducalis](https://hi.ducalis.io/) with your Jira account, choose one of the existing prioritization frameworks most suitable for your needs or create your own.
### Airtable
**Best option if you:**
- Want to combine database capabilities with spreadsheet functionality
- Are tech-savvy and want to build and customize your own applications
- Want to build and customize automations
- Want a tool to manage projects
- Want a large library of templates for different projects
**Next step:** Once you've linked your Jira account with Airtable, prioritize your backlog based on Value-Complexity Matrix, Value-Risk Matrix, or MoSCoW Method.
### Coda.io
**Best option if you:**
- Want to combine word processing, spreadsheets, and databases
- Want different folders, projects, or documents in one place
- Want to use different kinds of visual media, graphs, tables, maps
- Want high flexibility and customization of documents
- Want a large gallery of templates for different projects
**Next step:** After integrating your Jira account with Coda.io, check their gallery for a prioritization template. If you don't find what you need, build your own.
### ProductPlan
**Best option if you:**
- Want to easily construct clear and visual roadmaps
- Need highly customizable and flexible roadmaps that you can build from scratch or templates
- Want to easily share your roadmaps with collaborators and stakeholders
- Need a tool for product management and strategizing
**Next step:** Once you've integrated your Jira account with ProductPlan, use the benefit versus cost prioritization model to prioritize your roadmap and backlog.
### Notion
**Best option if you:**
- Have automation software for integrating with Jira
- Are looking for software with a user-friendly UI to organize your work, tasks, wikis, and projects
- Are looking for an all-in-one solution to have everything in one place
- Want to access your work from anywhere through a web app, desktop app, or mobile app
**Next step:** After you set up the Notion-Jira integration, use Notion's formulas to create your own prioritization system.
### Jira Cloud for Sheets plugin
**Best option if you:**
- Are looking for a free and fast way to automate integration between Google Sheets and Jira
- Want to write and adjust custom Jira queries from inside Google Sheets
- Have small to medium amounts of data
**Next step:** Prioritize your backlog with a [free Weighted Decision Matrix Google Sheets template](https://hi.ducalis.io/prioritization-frameworks/prioritization-by-weighted-decision-matrix).
### Manual CSV export
**Best option if you:**
- Occasionally export Jira data to Google Sheets
- Have small to medium amounts of data
- Don't need automatic updates
- Are looking for a free, fast, and simple way
**Next step:** Now that you've integrated your Jira backlog with Google Sheets, create your own custom prioritization or find a suitable template online. Get a [free Weighted Decision Matrix Google Sheets template](https://hi.ducalis.io/prioritization-frameworks/prioritization-by-weighted-decision-matrix).
## Prioritize tasks fast
*Learn how to establish a fast, structured prioritization process. Discover frameworks, tools, and weekly habits that save teams hundreds of hours while maintaining focus on business goals.*
URL: https://help.ducalis.io/guides/tutorials/how-to-prioritize-tasks-fast/
Teams accumulate thousands of product ideas and customer feature requests. Deciding where to focus is the challenge. This guide shows how to establish a fast, structured prioritization process based on proven experience.
## Why meetings and frameworks alone don't work
Discussing all tasks during online sync-ups proved inefficient. Going through 100 issues requires hours, and teams lose focus after the first hour. Only 20% of planned issues get reviewed. Communication becomes the biggest bottleneck.
> _"Communication is the biggest challenge. It is difficult to know what each team and person is prioritizing and how they like to work."_ **Hiten Shah**
Prioritization frameworks help structure evaluation. Team members assign scores asynchronously based on criteria. Starting with [Google Sheets](https://hi.ducalis.io/ducalis-story) allowed discussing only high-scoring tasks.
Frameworks like [RICE](https://hi.ducalis.io/rice-score-why-its-no-good-and-you-use-it-wrong), [REAN](https://hi.ducalis.io/rean-or-race-whats-the-difference-and-how-to-use-them-for-marketing-activities-prioritization), and KANO ease prioritization but don't solve everything. You still need processes for providing full issue context and collecting opinions efficiently.
Frameworks are the first step. You need a well-established process to make them work.
## 5 steps to fast task prioritization
This guide distills lessons learned into a step-by-step process. You can establish this prioritization approach in about one week.
### Step 1: Write proper issue descriptions
Understanding a task requires a clear description. Follow [problem statement guidelines](https://hi.ducalis.io/problem-statement-guide):
**Clear and brief**
Anyone on the team should understand the problem without context. Be accurate but concise—don't waste time on lengthy explanations.
**Specific and supported**
Add screenshots, docs, links, or supporting materials. Don't make people guess or search for data.
**Readable**
Use paragraphs, bullets, numbered lists, and font styles. Highlight essential details to improve readability.
**Reasonable**
Divide large tasks into subtasks for intermediate checkpoints. Don't fit everything into one task.
#### Problem statement template
**Problem**
Describe the problem in sufficient detail. The better you describe it, the more likely teammates will offer alternative solutions.
**Result**
Describe the desired outcome and expected results.
**Solution or comments (optional)**
Add your ideas on solving the problem or relevant comments from customers or teammates.
_An example of a clearly stated issue._
### Step 2: Define clear evaluation criteria
You can use a [prioritization framework](https://hi.ducalis.io/prioritization-criteria-guide), but no single framework works for all teams. Combine criteria from several frameworks and customize them for your team and product.
Example combination:
[North Star Metric](https://amplitude.com/blog/2018/03/21/product-north-star-metric) + [RICE](https://hi.ducalis.io/rice-score-why-its-no-good-and-you-use-it-wrong) + [AARRR](https://hi.ducalis.io/aarrr-framework-for-backlog-prioritization-how-to-use-it-for-smart-focus-quick-wins-and-team-alignment) + [Business Pain Point](https://blog.hubspot.com/sales/uncover-business-pain)
- **Sales** — Influences revenue income (Acquisition from AARRR)
- **Activation** — Helps users understand how the product works (Activation from AARRR)
- **Retention** — Increases motivation to use the product again (Retention from AARRR)
- **Service** — Reduces customer support time without quality loss (Business Pain Point)
- **FB Ads** — Increases Facebook Ads launched via the product (Product North Star Metric)
- **Time** — Development time required (Effort from RICE)
- **Mass** — Number of customers affected (Reach from RICE)
Evaluate each criterion on a scale from 0 to 3. Some teams use [the Fibonacci Sequence](https://www.mountaingoatsoftware.com/blog/why-the-fibonacci-sequence-works-well-for-estimating), but a simple scale works well without adding complexity.
### Step 3: Choose prioritization tools
Tools provide three key benefits:
**Fast**
Asynchronous evaluation in tools or spreadsheets is faster than discussing everything on calls.
**Flexible**
Not all criteria have equal value. Development Time has negative impact, while Retention might be more significant than Sales. Tools let you adjust criteria weights quickly.
**Automated**
Time is a core resource. Spend it on prioritization, but much less than on implementing tasks. Tools automate the process and save time for actual work.
#### How to automate prioritization
##### Spreadsheets
Google Sheets, Notion, AirFocus, and Coda work well when you can set up calculation formulas.
Starting with Google Sheets meant uploading issues from Jira and evaluating them there. Prioritization got faster initially but stopped working after a few weeks. Formulas crashed, spreadsheets froze, and tasks got lost or duplicated. The team had to open dozens of tabs to read issues in Jira and often forgot about evaluation.
Spreadsheets work but require an admin. Expect to spend about 15 hours a month fixing them.
##### Dedicated tools
Prioritization tools offer another approach. After the Google Sheets experience, tools like [Ducalis](https://hi.ducalis.io/) emerged. The UI resembles spreadsheets but includes full issue context and runs faster.
Ducalis allows tweaking criteria without losing scores or breaking calculation formulas. It also highlights score disagreements to show team alignment.
### Step 4: Collect diverse opinions
Different teams can evaluate tasks together: product managers, developers, designers, and sales managers. Each has unique context and expertise. This makes evaluation less subjective and more professional.
Sales managers understand impact on sales, developers know development complexity, and marketers see promotion usefulness.
Divide criteria among different teams. Joint evaluation synchronizes teams, aligns them around goals, and provides a bird's-eye view of each issue.
### Step 5: Make prioritization a weekly habit
Prioritization must be regular. New tasks and ideas appear every week or day. Some may be more relevant to business goals than already-planned work. [Re-evaluate issues consistently](https://hi.ducalis.io/how-to-improve-sprint-planning-meetings-by-task-re-evaluation) to ensure priorities stay aligned.
Friday is evaluation day—the team asynchronously grooms the backlog and plans the future sprint. Weekly reminders in Slack help sustain the habit.
## Summary
No one wants to spend hours evaluating and discussing tasks, even knowing how important it is. Prioritization should be fast, smooth, and structured. The steps above help achieve that. Moving from long calls to an automated process reduced time to about **20 minutes** on prioritization and another **0.5% of team time** on discussions every week.
Implement this guide and save your team hundreds of hours for real work.
## Improve sprint planning with task re-evaluation
*Learn how task re-evaluation builds team alignment, reduces sprint planning time, and ensures sprints contain only high-priority work through automated backlog grooming.*
URL: https://help.ducalis.io/guides/tutorials/improve-sprint-planning-meetings-by-task-re-evaluation/
Task re-evaluation builds team alignment, reduces sprint planning time, and ensures sprints contain only high-priority work. This guide shows you how to automate backlog grooming and devote minimal time to re-evaluation.
## Why re-evaluate tasks before sprint planning
Two years ago, we worked on the event promotion tool, Tendee, and continually received feature requests from our customers.
> _Back then, I was a customer manager. I would run to the developers saying: 'Super important! Very urgent! Just on fire!' They couldn't understand why we were creating the feature. And we, managers, thought: 'It is so easy and fast, why not? They always invent difficulties.'_
> _Nadya, Product manager_
The team didn't understand which tasks were more important. There was no shared vision of the goals. Long discussions didn't solve the problem. That's when we started prioritizing—first with [Google Sheets](https://hi.ducalis.io/ducalis-story), then with our tool, [Ducalis](https://hi.ducalis.io/). We evaluated all new tasks once a week.
Prioritization worked well. But after a month, a problem appeared—many tasks became outdated. Some were in progress, others were lying dead in the backlog. They were mixed with new issues, outweighing them by prioritization scores. The top priorities turned out to be irrelevant. Sprint planning took us a few hours.
So we decided to start re-evaluating—reset the old scores after a certain period and assess the tasks once again. We considered the new priorities during meetings, and the discussion became much more effective.
## How task re-evaluation increases sprint planning efficiency
Re-evaluating the backlog beforehand solves several problems teams face during planning meetings.
### Team awareness of goals
Anyone on the team can lose focus, wallow in their tasks, and miss new priorities. The result—working on tasks that are no longer relevant.
Backlog grooming before planning helps you understand what the team is doing, where it's heading, and how priorities have changed.
> _Recently, I suddenly had to re-evaluate 65 tasks (no worries, we needed that in our case). When I gradually re-read all the tasks reviewing their value, I got a satisfying feeling. I was getting the bigger picture of our course in my head. I could clearly see what the whole team and I personally are doing for the purpose._
>
> _Nadya, Product manager_
### Priority updates
Time is the team's most valuable resource. If you do trivial tasks, the resource is wasted. Re-evaluation helps you add only priority tasks to the sprint.
> _It becomes easy to close obsolete tasks that you didn't want to delete before. I used to think: 'Well, it won't bother if we store it in the backlog. Let's keep it. Just so we don't forget. I'm sure it'll come in handy.' No. It won't work this way. Mostly you will forget it. And it won't come in handy._
>
> _Nadya, Product manager_
Even the most relevant and burning issue today may become less important in a month. And you can start implementing it. And what's worse, you can even forget what it was all about. We've had such tasks at the bottom of our backlog. Re-evaluation before sprint planning can handle such issues: clarify or delete.
> _You could hear a phrase like: 'Yes, I'm sure some customers already requested it, but I can't remember who and why.' We saw the pain and tried to refine the backlog: agreed to take care of our own tasks at least once a week. If possible, look after other people's tasks. Guess how we coped with that promise? We forgot._
>
> _Nadya, Product manager_
### Shorter discussions
After re-evaluation, we receive the updated issue list with priorities in descending order. We discuss only those at the top. The number of issues we can take to the sprint we've defined in advance.
Sprint discussions started taking no more than 30 minutes.
## Set up the re-evaluation process
Start with [setting up the task evaluation process](https://hi.ducalis.io/how-to-prioritize-tasks-fast) if it's not set yet. Evaluation and re-evaluation should be a single ritual with clear rules.
### 1. Determine the re-evaluation period
How often you reassess depends on the project and work format. We use weekly sprints. With Tendee, we re-evaluated the issues once every 30 days.
The new tool, Ducalis, is developing much faster. We interact with our customers frequently and receive feedback and requests weekly. That's why we reduced the score expiration time to 21 days.
#### Automation
[Ducalis](https://hi.ducalis.io/) discards the scores for each issue automatically at the time you set. No need to monitor the score expiration.
Tasks simply appear at the right moment on your evaluation grid. Re-evaluation is intertwined with evaluation as a whole. Old issues with discarded scores get on the same list with new ones.
### 2. Set the deadline
The priority list must be ready by the meeting time. There's no point in dragging the evaluation a week long. We chose Friday as our backlog grooming day since sprint planning always happens on Mondays.
### 3. Configure reminders
Set up reminders or assign a person responsible for pinging. Without reminders, someone will forget about the evaluation for sure.
#### Automation
[Ducalis](https://hi.ducalis.io/) sends reminders automatically at the time you set.
We receive reminders in our [Slack channels](https://hi.ducalis.io/slack-integration) every Friday. They tell us how many issues each team member still has to prioritize.
A bonus—you receive appreciation if you've already evaluated everything by the ping time. You can customize the rewarding message. We like to change them weekly to surprise and entertain each other. We want them silly and funny, but you can set serious and meaningful ones.
_"Molodetz" means "Well done!", "Attaboy/Attagirl"._
Thus the evaluation became a game. Some people on the team always want to be praised, so they evaluate tasks on time.
## Summary
Re-evaluation revives the backlog, clears it up from obsolete tasks, and makes sprint planning super-efficient.
When re-evaluation is your ritual:
- The team has a clear vision of relevant objectives
- Only essential tasks are on your to-do list
- You eliminate long planning discussions
Try a new way to improve sprint planning meetings now, before your objectives expire.
## Problem Statement Guide
*Learn how to write clear problem statements that improve team alignment and speed up prioritization. Develop workflows that help teams understand what they do and why.*
URL: https://help.ducalis.io/guides/tutorials/problem-statement-guide/
Write clear problem statements to improve team alignment and accelerate prioritization. Well-defined issues help teams understand tasks clearly, reduce misunderstandings, and deliver better results faster.
## A Story Full of Pain
Problem statements used to be our weakest point. [We wasted hours](https://hi.ducalis.io/ducalis-story) arguing about what to do. Many tasks went wrong because of misunderstandings, and our backlog grew with incomplete Issues.
We discovered the root problem when we started prioritizing. We set up Criteria in Ducalis and tried to assign scores to identify which Issues would impact the product most. That's when we realized the tasks themselves were unclear and impossible to evaluate. Prioritization stopped where it started. The team was confused and misaligned. Everyone interpreted tasks differently and assigned completely different scores. None of us could understand what the team was working on.
_Scattered scores signal team misalignment_
We implemented clear problem statement rules, which we share in this article. We now spend more time on Issue descriptions, but they're clear even without full context.
> Clear Issue statements optimize work hours and reduce errors. The fewer questions needed when reading it, the faster and better the job gets done.
## General Principles
Project development starts with a problem statement.
An Issue is the key entity of work. It defines what to do, how to test it, and what result to achieve. Issues are typically written by a reporter. Don't ask assignees to write problem statements themselves—they may miss nuances, and their vision may differ.
### 1. Clear and brief
Anyone on the team should understand the problem without full context. Review the text and anticipate questions team members might have. Answer them directly in the description. Double-check what you've written. Be brief—not a freestyle essay, but more than two sentences.
### 2. Specific and supported
All references must contain hyperlinks to related materials. Add screenshots when possible. Attach existing files (images, documents, or similar items) assignees may need. Don't make people guess or search for data.
### 3. Readable
Make text easy to understand. Help assignees spot essential points—avoid dense, unstructured descriptions. Use paragraphs, bullets, numbered lists, bold and italic text. Highlight all essential details.
### 4. Reasonable
Break large Issues into subtasks for intermediate checkpoints. Otherwise, you may end up with the wrong result. If you can't divide a complex problem into intermediate tasks, consider whether it has a clear endpoint and should exist in this form.
## Issue Structure
An Issue must have several required sections highlighted with bold text.
### 1. Problem
This paragraph describes the problem to solve within the task. Describe it in sufficient detail for assignees to understand what they must do and why. The more clearly you describe the problem, the more likely the assignee will understand it deeply and offer alternative solutions.
### 2. Result
This paragraph describes the desired result. The more detailed this section, the clearer it will be for assignees to understand what you expect and what results to achieve. For testers, it describes what to check.
### 3. Solution or Comments (optional)
Use this paragraph when the reporter knows how to solve the problem. Other participants can write their comments here as well.
You can spend significant time selecting Criteria that perfectly meet your product's values and goals. But to evaluate a task by these Criteria, you need a clear picture of how it influences the outcome. Can you do that if you can't fully understand what the task is about?
A well-written Issue saves time on Evaluation, discussion, and implementation, thus cutting costs. Spend more time on the problem description and think twice rather than work twice.
> Feel free to use and customize our guide. Share this article if you find it helpful. Let's make work easier for each other.
## Bonus
We've built a plugin with a template based on our guide. It automatically adds Problem, Result, Solution sections when you create a new task. Works with Google Chrome + Jira.
[Get it here for free.](https://hi.ducalis.io/problem-statement-template-for-jira)
## Shared Understanding: What Distinguishes The Best Product Teams
*Learn how shared understanding distinguishes great product teams from good ones. Discover why the best product managers empower teams to make decisions instead of answering every question themselves.*
URL: https://help.ducalis.io/guides/tutorials/shared-understanding-what-distinguishes-the-best-product-teams/
Shared understanding is the main skill of an excellent product team. It distinguishes good teams from the best ones. According to an Atlassian Product Manager with eleven years of experience, the best product manager is not the one who knows all the answers. They ensure their team understands **What** they do, for **Whom**, and **Why**. This article shares hi.ducalis.io team's experience in adopting shared understanding—a long and complex process with amazing results.
## How to be a good product manager
According to [Quora](https://www.quora.com/How-can-I-become-an-effective-product-manager) discussions, there are two main skill lists:
- **Specific skills:** analytics, UX/UI, interviews, research, A/B tests
- **General skills:** empathy, strategic thinking, proactiveness, adaptability, ability to foresee unintended consequences
The set of good PM skills is not hard to determine and learn.
But product management isn't only about skills. It's about making decisions.
## Two ways of decision-making
After a hundred hours of user interviews with PMs, we spotted two approaches:
1. **Superhero**—a know-it-all and almighty PM who answers the team's every question and makes all the decisions
2. **Facilitator**—a PM who helps the team understand problems and make decisions
## Product consultant trap
Stories about Steve Jobs inspire people to be superheroes.
Superheroism gets you in a trap. Instead of being a manager, you become a consultant—a person who answers any question about the product.
## Being a product superhero is a slippery slope
Sherif Mansour, a Distinguished Product Manager at Atlassian, shares a valuable experience story.
A shot from "What is product management?"
Early in his career, he believed a PM is a superhero with answers to all the questions. Eventually, this led to a problem: He had to answer each and every question about the product. Even questions like "place the button here," "color it blue," "make API requests this way," and so on. He became overloaded with day-to-day tasks.
At a one-on-one meeting with his manager, he described dozens of subtleties about what the team was doing. What buttons they put and how overwhelmed he felt. But what he heard was that he should focus on more strategic things.
That is one of the biggest traps in product management:
> You downshift yourself from Product Manager to Product Consultant by constantly answering more and more questions from your teammates. (idea by Ivan Spasojevic from [Quora thread](https://www.quora.com/What-does-it-take-to-be-a-great-product-manager/answer/Ivan-Spasojevic?ch=10&share=89139733&srid=pCID))
## Product consultant problems
1. Question count grows—scope decreases
2. Work stops without you
3. The team does more unnecessary work
You must check and study everything. Otherwise, it will be implemented wrong. Probably with no clear purpose.
You seek help in roadmap planning, product requirement documents, and backlog prioritization.
However, even if your team reads all that, they perceive the tasks differently.
Writing ideas and strategies down, or reading them, doesn't necessarily mean comprehending them.
## Product management is a team sport
A shot from Mind the Product in 2019
In his speech at Mind The Product conference, Sherif Mansour points out the main misconception in his entire career—Product Managers make all the decisions.
You have to switch that mindset and empower your teams with decision making.
A PM owns the velocity of decision-making. The mission is to increase it by building a team's shared understanding. That was his most valuable lesson.
## Three W's of shared understanding
The team must clearly understand:
- **The Who**—They have enough context on who they're solving for
- **The What**—They understand what problem they're solving
- **The Why**—They understand how it fits into the bigger picture
One of the signals of shared understanding is that your team runs fine without you touching the backlog. They don't need you to pick up the right tasks for your customers and strategy. They are always fully aware of what they do, how, and why.
Can your designers, engineers, and analysts decide on solutions on their own?
## Signals of great shared understanding
- You haven't seen your backlog for months, and your team is executing fine
- Your team challenges you on things they're doing that aren't aligned with your north star
- Your team references customers by name
- Your team wants to work on outcomes over output. They say, "This will help us increase retention" not "I need to complete the epic to receive a bonus"
- Team demos are formed around "we're building X to solve the customer's problem Y" without any prompting
- Their side projects are all aligned with your roadmap
Think: As a PM/CEO/owner, are you ready not to intrude on the team's plans and not assign all tasks yourself?
## What makes a distinguished product manager
Sherif points out two main crafts of product management:
- **Building shared understanding**—doing customer research, data insights, collections, surveys, rapid prototyping, and so on. Important that you do these activities together as a team. This helps you better understand the customer problem and intent and build shared understanding together
- **Identify gaps in shared understanding**—asking your team if they clearly get the What, the Who, and the Why. Talk to your team or do surveys. When you find the gaps, you conduct activities to close them
Example results on "The 3 W's" survey
## Personal experience in building shared understanding
The whole story of how our team uses [hi.ducalis.io](https://hi.ducalis.io/) is an attempt to build shared understanding at hi.ducalis.io.
### 1. Sharing customer emotions with the whole team
We use the "The Mom Test" method for customer interviews. We try not to sell, not to make a demo or say anything about our solutions. We only listen to how our potential customers describe their workflow, problems, and pain points.
We ask for permission to record a video for the rest of our team. It's important to share the most vivid moments of the user story with their emotions and wording. That exercise helps to get a sense of customer's problems and doesn't take a lot of the team's time.
### 2. Expressing product objectives in evaluation criteria
We used to have a document with company goals and objectives. But it was difficult to remember key metrics and aims without a hint. Later we transformed them into task evaluation Criteria in Ducalis.
We have three sets of Criteria:
- **Common Criteria** the whole team must understand: Activation, Retention, Service Speed, and Collaboration Assistance
- **Developers Criteria:** Development Complexity
- **Managers Criteria:** Sales Potential and Feature Demand
A set of Criteria for backlog grooming
### 3. Evaluating backlog together on Fridays
Every team member must estimate tasks and Ideas from the backlog. Developers and product managers have slightly different Criteria. We assign scores subjectively, so it's easy and fast. The important thing is to do this regularly. We use weekly sprints, and so we groom the backlog every week.
Task Evaluation by Criteria in Ducalis
### 4. Planning sprints on Mondays
After the grooming, we get all our tasks ranked by priority. The Top Priority list is advisory. The team populates the sprint independently. On the planning, we explain the What, the Who and the Why. We can adjust our plans if the context has changed over the weekends.
Backlog Issues sorted by priority
### 5. Finding gaps in shared understanding
- If we don't understand how to assess a Criterion, we put a dash. Then we discuss the Criterion together and may rewrite its description. If we don't understand the task, we leave comments in Jira. This helps the reporter find confusion in the Idea or lack of alignment with the vision
- The scores are discarded 30 days after the task was evaluated. If it wasn't complete, we estimate and rethink it once again. Pretty often, we decide to delete the task. Re-evaluation is critical. This helps us understand the backlog relevance as we regularly receive new customer context
All that together gives us a picture of Team Alignment. We see where the team has disagreements or lacks shared understanding.
## The results of building shared understanding in hi.ducalis.io team
The system began to bear fruit within a few months. Here's the feedback from the team:
- Most times, it's great. Both managers and developers now have a better understanding of the product. We try to look from different angles. Our discussions became more reasoned.
- Shared Understanding seems to be of high level.
- We lack the indicators of where we're going. Like, the customer number should be X, revenue K, and so on. This would help when studying priorities. Does the task contribute to the values? (This one we've fixed)
- Lots of things still hinge on Vit (CEO). He doesn't delegate or entrust the task implementation much.
As you see, we can't say that everything is splendid. But it becomes better each week. Building shared understanding requires much effort. But it's worth it. We still think sometimes, "It's faster to implement than explain." But that's just boxing the problems for the future.
## Try our methods at hi.ducalis.io
[Sign up and try to evaluate the Issues](https://hi.ducalis.io/signup). The product itself will guide you through the methodology.
## Reading list
[Product management video by Sherif Mansour](https://www.youtube.com/watch?v=C0YnJG9pnfo)
- [Product managers make all the decisions… right?](https://medium.com/atlassian-product-management-blog/product-managers-make-all-the-decisions-right-87ea80beb37a) By [Sherif Mansour](https://medium.com/@sherifmansour)
[Fastest issue prioritization story](https://www.youtube.com/watch?v=kzMBIyzq9Ag)
- [The Fastest Issue Prioritization—Ducalis Story](https://hi.ducalis.io/ducalis-story)
_P.S. Steve Jobs Syndrome—being a lone genius who foresees the future. A person who is not interested in customers' or colleagues' opinions. The one to know what to do next. But still, we remember Steve saying, "Hire smart people and let them tell you what to do."_
## Solving the Prioritization Nightmare
*Learn how we solved prioritization chaos through transparent criteria and team alignment. Discover the framework that reduced evaluation time and synchronized remote teams without spreadsheet headaches.*
URL: https://help.ducalis.io/guides/tutorials/solving-issues-prioritization-nightmare/
The prioritization problem isn't about features—it's about collisions, choices, compromises, and conflicts. This is our story of fighting prioritization chaos and building a framework that works. If it resonates, consider trying our approach.
## The Problem with Prioritization and Team Alignment
CEOs demand one feature, competitors ship another, your biggest customers request something else, advisors push different priorities, and your product team has their own vision. Before saying "Yes" to any request, ask: Does this fit the vision? Is it a forward step? Will it matter in 5 years?
[Prioritization framework by Des Traynor from Intercom](https://www.youtube.com/watch?v=9AM6QQlgLSQ)
_Des Traynor from Intercom on prioritization_
***
Hiten Shah honestly said that prioritization problems ruined KissMetrics. He would drop "Hiten bombs" on the team—new ideas, new directions, brilliant things he came up with. "Good or bad, none of my ideas were based on any kind of framework or filter. I was shooting from the hip. Thinking that I was helping us focus and execute. I was dead wrong." The team was scattered and they lost it all.
"[My Billion Dollar Mistake](https://producthabits.com/my-billion-dollar-mistake/)" _by Hiten Shah from KissMetrics_
***
Steli Efti from Close.io recently wrote a post about the importance of over-communication in remote teams. You have to make sure your team stays in touch with each other, way beyond what's necessary to get the job done. Everybody should get not only Who is doing What, but also Why.
[Linkedin post](https://www.linkedin.com/posts/steliefti_remoteteam-remote-remotework-activity-6643890838332071936-2nXo/) _by Steli Efti from Close.io_
***
> Carrying out useless tasks is the greatest company time theft.
## How RICE Failed: Building an Internal Prioritization Framework
We faced the same problems. It's challenging to keep everybody on the same page in a remote team, sometimes working from different time zones. Customers demanded features, managers offered ideas, developers had their own product vision. The list of Issues was growing rapidly. Unimportant tasks were randomly pulled from the backlog and transferred to development unannounced. Product managers kept asking "Why are we even doing this? The priorities have changed!"
We tried to discuss all our Jira Cloud Issues every week. We tracked important things on Google Keep. We added fancy Jira Cloud plugins. None of this was helping. It was a mess.
The reason: we didn't have common objective criteria for assessing the importance of Issues. Every one of us was pursuing their own interests, and remote working was turning it all into complete chaos. That's when we decided to try existing prioritization frameworks.
### Why RICE Didn't Work
We started with the [RICE Score](https://hi.ducalis.io/rice-score-why-its-no-good-and-you-use-it-wrong)—a four-factor prioritization framework for evaluating product ideas: Reach, Impact, Confidence, and Effort.
RICE prioritization model
But it didn't work for us. The teams were confused about Impact. Everybody had their own picture of what is impactful. Should we value an Issue for money or reliability impact?
Developers valued code refactoring as crucial for the product. But fixing the help center article layout seemed like a waste of time. And vice versa for the managers.
> The biggest problem with RICE—it doesn't help each team member keep in mind what exactly is impactful right now.
### Fixing RICE: Synchronizing Teams on Impact
Improving prioritization isn't about a tool or a framework. It's about fixing broken collaboration. We discussed what is important and came up with a list of requirements for evaluation criteria. They must:
- Be clear and unequivocal
- Reflect relevant company objectives
- Consider business, product, marketing, and development goals
- Consider developers' and managers' points of view
At the end of the day we ended up with a mix of:
[North Star Metric](https://amplitude.com/blog/2018/03/21/product-north-star-metric) + [RICE](https://hi.ducalis.io/rice-score-why-its-no-good-and-you-use-it-wrong) + [AARRR](https://medium.com/@ms.mbalke/aarrr-framework-metrics-that-let-your-startup-sound-like-a-pirate-ship-e91d4082994b) + [Business Pain Point](https://blog.hubspot.com/sales/uncover-business-pain):
- **Sales.** Influences the money income (Acquisition from AARRR)
- **Activation.** Helps users understand how the product works (Activation from AARRR)
- **Retention.** Increases user motivation to use the product again (Retention from AARRR)
- **Service.** Helps us spend less time on customer support without quality loss (Our Business Pain Point)
- **FB Ads.** Increases the amount of Facebook Ads a user launches via our product. Important for Facebook Marketing Partnership (Product North Star Metric)
- **Time.** Time spent on development, complexity (Effort from RICE)
- **Mass.** How many customers, product units, or how much money this feature will affect (Reach from RICE)
To simplify the evaluation process we borrowed a [weighted scoring model](https://baelearn.uncg.edu/wordpress/ism678/unit-2/unit-2-2-selection-models/unit-2-2-2-numeric-selection-models/2225-weighted-scoring-model/): different relative weights are assigned to different criteria. For example, time spent on development should have a multiplier of -3 because we prefer to find quick wins.
You assign a score from 0 to 3 to each criterion:
- **3** — must be
- **2** — should be
- **1** — could be
- **0** — won't be
## Jira Cloud + Google Sheets: Marriage and Divorce
Then, we had to put it all together. Like many others, we started with Google Sheets. Automate.io helped pull data from Jira Cloud. 5 sheets as databases for calculations. The results were great for the first few weeks.
The first version of our weighted prioritization framework built with Google Sheets, Jira Cloud, and Automate.io
But in two months our shiny new prioritization system became a giant and slow file with lots of problems:
- Issue import was constantly crashing
- Lots of duplicated data rows
- Inflexible calculation
- Dozens of browser tabs to read Issue context
- The team often forgot to evaluate new Issues
One of our teammates became a spreadsheet admin. His mission was to constantly fix the spreadsheet.
At the end of the day, the team was annoyed with a dull routine nobody wanted to waste time on.
## Building Our Own Tool for Fast Prioritization
Finally, we decided to stop beating the dead horse and build our own tool.
We tried to make the interface as fast and as simple as possible. Ducalis resembles the usual spreadsheets, only formulas don't fall apart. And you don't need to switch between browser tabs—you assign scores, read the Issue context, and see Criteria descriptions on a single screen.
Issues sync in real-time. Criteria descriptions appear in pop-ups—no need to remember them or switch to a separate document. The calculation formula won't crash if you change something, and scores won't disappear. The whole team can assign scores simultaneously. Ducalis doesn't freeze and the UI works super fast. You can evaluate dozens of Issues in a few minutes without taking your hands off the keyboard.
_Blazing fast UI, Hotkeys, Focus Mode, etc._
### Bird's-Eye View of Team Priorities
After the Evaluation, scores are calculated and Issues ranked in the Backlog automatically. You can quickly see the overall picture of the most important project tasks. All necessary details like Issue status, sprint, priority, and description are on one screen.
A bird's-eye view of team's top priorities
### Every Project is Unique
Then, we started using Ducalis Boards for evaluating different projects—two product development Boards and one marketing plan Board. A Board is a combination of the What (Issues and tasks), the Who (teammates), and the How (Criteria).
We realized that we can apply the same approach in many areas:
- Feature requests
- Bug-fixing
- Marketing tasks
- Content ideas
_We use three Ducalis Boards—two for feature ideas and one for marketing tasks_
## Overwhelmingly Positive Results
- The whole process takes only 15-20 minutes if you sort the tasks out weekly
- You can see what's your team's priority and what's not
- Backlog Issues are evaluated by the whole team, not by particular managers
- Any number of users can evaluate simultaneously
- Settings can always be configured: you can add/remove users and Criteria without data loss
- No need to switch tabs: Issue context and Criteria descriptions are on a single screen
- Real-time synchronization—if the Issue changes in the tracker, it changes in Ducalis
- Slack and email notifications remind the team about Evaluation and create a strong habit
- The whole team understands the company's objectives and priorities
[Here you can read about Ducalis Workflow in more detail.](https://hi.ducalis.io/ducalis-prioritization-workflow)
It does magic to the team when they look at the Backlog—not only do they see what is important, they also understand why. Yes, everyone perceives the tasks differently. But that's a cool bonus because you collect diverse opinions.
We've come a long and painful way. After a year of using Ducalis, we came to the conclusion that Google Sheets aren't suitable for collaborative prioritization. The only viable solution is to replace them with a dedicated tool.
## First Users' Testimonials
We launched on March 16, 2020. The number of applications turned out to be ten times greater than we could have imagined. Spreadsheet Prioritization was a common pain that could now be cured.
### The feedback we received after the first tests
> The best tool for backlog grooming.
> Cool thing! Especially, I like the scoring expiration.
> As soon as I saw it, I knew—we need it.
> I have approached this topic from different angles, and it seems like the best solution so far.
> It took me and my other colleague about two and a half hours in total to evaluate 80 features. That's fast.
> Ducalis is a ready-made workflow.
> Helps the whole team to understand where we're heading.
## Canny Alternative [2024]: Pricing, Feature, and Feedback Comparison with Ducalis
*Compare Ducalis and Canny for user feedback management. See pricing differences, feature comparison tables, and integration options to choose the right tool.*
URL: https://help.ducalis.io/guides/tutorials/ducalis-best-canny-alternatives-pricing-features-feedback/
An honest comparison of two user feedback management tools. All information was current as of February 20, 2024.
## Main Differences
The main differences lie in product philosophy and how these tools handle user requests.
**Canny** focuses exclusively on user feedback.
**Ducalis** brings transparent roadmap prioritization to your existing backlog. You can prioritize and align customer requests with business goals. Customer feedback is one component of the complete picture.
## Free and Paid Offerings
Both Canny and Ducalis offer free feature sets suitable for collecting feedback. The key difference: Ducalis lets you collect and prioritize feedback, then sync it with your backlog. Integrate this feedback with your development process and see end-to-end prioritization of internal tasks from your task tracker alongside user feedback. This works through custom prioritization frameworks and team estimates.
The most significant difference is price:
A screenshot from canny.io/pricing
A screenshot from hi.ducalis.io/pricing
## User Feedback Management Features Comparison
| Free Plans Comparison | Ducalis Free | Canny Free | Ducalis Paid | Canny Paid |
| --- | --- | --- | --- | --- |
| Price per Month | $0 | $0 | $20 | $400 |
| Owners/Managers | Unlimited | Unlimited | 1 included | 5 included |
| Price per Additional Admin | $0 | $0 | $20 | $40 |
| Contributors / End Users | Unlimited | Unlimited | Unlimited | Unlimited |
| Boards | Unlimited | Unlimited | Unlimited | Unlimited |
| Roadmaps | Unlimited | 1 | Unlimited | Unlimited |
| Changelog | + | + | + | + |
| Tags | + | + | + | + |
| Status Email Updates | + | + | + | + |
| Feedback Prioritization | + | + | + | + |
| Changelog Widget | + | + | + | + |
| Vote on Behalf of Users | + | + | + | + |
| Mobile View | + | + | + | + |
| Localization | + | + | + | + |
| Custom Prioritization Framework | + | + | + | + |
| Compile Users' Feedback with Internal Backlog from Task Trackers | + | \- | + | \- |
| Real-Time Collaboration | + | \- | + | + |
| Task Tracking | + | \- | + | + |
| Internal Comments | + | \- | + | + |
| Prioritization Templates | + | \- | + | \- |
| Collaborative Prioritization | + | \- | + | \- |
| Aggregated Boards Report | + | \- | + | \- |
| Changelog Email Updates | + | \- | + | \- |
| Changelog Email Form | + | \- | + | \- |
| Layout Customization | \- | + | + | + |
| Custom domain | \- | + | + | + |
| Admin Roles | \- | + | + | + |
| API & Webhooks | \- | + | \- | + |
| User Segmentation | \- | \- | \- | + |
| Private Boards | \- | \- | + | + |
| Dark Theme | + | \- | + | \- |
| Colors Customization | + | \- | + | + |
| Custom statuses | \- | \- | Soon | + |
| Block New Posts | \- | \- | \- | + |
| Remove branding | \- | \- | With Year contract | + |
## Integrations Comparison
± means that the Canny free plan supports one of the below integrations.
Ducalis includes all '+' features listed below
| Free Plan Integrations | Ducalis Free | Canny Free | Ducalis Paid | Canny Paid |
| --- | --- | --- | --- | --- |
| Jira Cloud | + | ± | + | + |
| Jira Server | + | ± | + | \- |
| Slack | + | ± | + | + |
| ClickUp | + | ± | + | + |
| G Suite | + | ± | + | + |
| Asana | + | \- | + | \- |
| Trello | + | \- | + | \- |
| YouTrack | + | \- | + | \- |
| Intercom | \- | ± | \- | + |
| GitHub | \- | ± | \- | + |
| Discord | \- | ± | \- | + |
| Microsoft Teams | \- | ± | \- | + |
| Zendesk | \- | ± | \- | + |
| Linear | \- | ± | \- | + |
| Segment | \- | ± | \- | + |
| Sync Back to Custom Fields | \- | \- | + | \- |
| Push to Task Tracker | \- | \- | + | \- |
## End-User Experience
Ducalis has everything on one screen with a fast UI for searching, filtering, and commenting.
Canny has more screens with more complicated logic for end users.
Ducalis provides a simple, fast, and transparent way for end users to share feedback and see the complete picture for the whole team on what to do next and why.
## Prioritization Approach
Canny has a simple model to prioritize customer feedback.
Ducalis syncs the existing backlog from your task tracker, matches it with user feedback, and creates a collaborative prioritization framework. This helps you understand each idea's value and removes the gap between your existing backlog, customer requests, and product goals.
## Task Tracker Integrations
Both Canny and Ducalis offer connections with task trackers.
There are three main differences between these tools.
### Supported Task Trackers
| Supported Task Tracker | Ducalis | Canny |
| --- | --- | --- |
| Jira Cloud | + | + |
| ClickUp | + | + |
| Jira Server | + | \- |
| Asana | + | \- |
| Trello | + | \- |
| YouTrack | + | \- |
| Linear | \- | + |
| GitHub | \- | + |
### Integration Method
Ducalis syncs issues, not just links. You can see the same task description inside Ducalis as it appears in your task tracker (read more about [Ducalis 2-way sync features](https://hi.ducalis.io/2-way-sync-integration)).
### Complete Backlog View
Canny can link only existing user feedback with your task tracker. This means you still don't have the complete picture of your backlog, as internal ideas, tech debt, and bugs remain separate. Ducalis removes the gap between internal and external ideas.
## Changelog Analytics
Both Canny and Ducalis offer embedding of a changelog widget with a list of new features. After rolling out a new feature, you can promote it to your user base via this widget.
Ducalis ensures the requested feature is delivered to the user who asked for it.
Canny has a dedicated section where you write release notes from scratch. It's more like a blog platform.
Ducalis informs users and tracks exactly who reads about your new feature. It sends auto-feature release notes and builds a subscriber base of users who are loyal to your product and want to learn what new features you release.
Ducalis widget has two goals:
### Ensure Specific Users Read Your Updates
Has reading tracking built-in and shows the actual number and list of readers.
### Subscribe Loyal Users to Changelog Updates
Inform users who want to learn about your new features.
## Migrating from Canny
Canny and Ducalis are designed for different workflows, toolsets, and pricing approaches. If you'd like to try Ducalis instead of your Canny account, we offer a free migration option.
1. Create a [Ducalis account for free](https://hi.ducalis.io/signup).
2. Contact our support team with a request to try Canny migration (chat in the right corner).
3. We'll move your data within one workday.
4. You get your Ducalis account with your Canny data.
5. Decide if you'd like to try Ducalis or move permanently.
No credit card required.
## End User Guides
*Guides to share with your end users and customers — voting board basics, backlog evaluation, and feedback templates.*
URL: https://help.ducalis.io/guides/end-user-guides/
Share these guides with your team members and customers to help them get started.
## For team members
- [**Product Overview**](/guides/end-user-guides/product-overview/) – Learn the modules for your goals.
- [**Voting Board Terminology**](/guides/end-user-guides/basic-concepts-and-terminology-about-voting-board/) — Understand boards, ideas, votes, comments, labels, roadmaps, and changelog
- [**How to Evaluate Backlog**](/guides/end-user-guides/how-to-evaluate-backlog/) — Get started with scoring backlog issues for prioritization
## For customers
- [**How to Give Feedback (Template)**](/guides/end-user-guides/how-to-give-feedback/) — Template to share with customers explaining how to submit ideas and vote
## Product Overview
*Explore Ducalis - a unified platform for collecting customer feedback, prioritizing your backlog with team alignment, and automating stakeholder communication.*
URL: https://help.ducalis.io/guides/end-user-guides/product-overview/
Ducalis is a unified product decision-making platform that connects customer feedback, team prioritization, and stakeholder communication. Make better product decisions faster, with full transparency and customer engagement.
## What is Ducalis? {#what-is}
Product teams face a common challenge: balancing competing priorities from customers, internal stakeholders, and business goals. Ducalis solves this by providing a transparent, data-driven system for deciding what to build next.
The platform consists of three interconnected modules:
1. **Feedback & Voting** — Collect and organize ideas from customers and internal teams
2. **Prioritization** — Score, evaluate, and align your team on what to build next
3. **Release Communication** — Keep stakeholders informed with automated updates
```mermaid
flowchart TB
subgraph FEEDBACK[" "]
direction TB
F1["Module 1: Feedback & Voting"]
A[Voting Boards]
B[Messengers / Email / Widget]
C[Idea Inbox]
F1 ~~~ A
F1 ~~~ B
A --> C
B --> C
end
subgraph PRIORITIZATION[" "]
direction TB
P1["Module 2: Prioritization"]
D[Import Ideas & Tasks]
E[Team Evaluation]
F[Alignment Check]
G[Priority Ranking]
P1 ~~~ D
D --> E --> F --> G
end
subgraph COMMUNICATION[" "]
direction TB
C1["Module 3: Release Communication"]
H[Status Automation]
I[Release Notes]
J[Customer Notifications]
C1 ~~~ H
H --> I --> J
end
C --> D
G -->|Sync to Task Tracker| H
J -.->|Feedback Loop| A
```
## Who uses it {#who-uses}
Ducalis serves different roles across your organization:
| Role | Primary use |
|------|-------------|
| **Product managers** | Prioritize backlog, collect customer feedback, communicate roadmap |
| **Development teams** | Evaluate technical effort, see priority rationale, track what ships |
| **Customer success** | Submit customer requests, track feature status, share updates |
| **Leadership** | View cross-team priorities, track delivery metrics, understand customer needs |
| **Marketing teams** | Have one source of truth for their plans, managing requests and production processes |
---
## Module 1: Feedback & Voting {#feedback}
### What you get {#feedback-value}
Capture every customer voice in one place. Whether feedback comes from support tickets, messenger conversations, emails, or your product itself, Ducalis consolidates it into a single, organized backlog of ideas.
### Voting Boards {#voting-boards}
Voting Boards are pages where customers and team members submit and vote on ideas.
**The most powerful approach: Embed the Voting Board directly into your product.**
When you embed Ducalis as a widget inside your application, it becomes an invisible extension of your product. Users submit feedback, vote on ideas, and track feature status without ever leaving your interface. There are no external links, no context switching, no friction — feedback collection happens naturally as part of the product experience.
This removes the boundaries between your product and feedback collection. Customers don't think "I need to go to a feedback portal." They simply interact with what feels like a native feature of your product.
**Deployment options:**
- **Embedded widget (recommended)** — Make Ducalis an invisible extension of your product
- **Standalone page** — Host a dedicated feedback portal with your custom branding
- **Public or private access** — Control who can view and submit ideas
- **SSO integration** — Authenticate users through your existing identity provider
[Learn more](/docs/feedback-voting/sdk/) about Voting SDK.
### Multi-channel idea capture {#multichannel}
Collect ideas from wherever your customers communicate:
| Channel | How it works |
|---------|--------------|
| **Messenger bots** | Forward messages from Telegram, Slack, Mattermost or Discord to create ideas automatically |
| **Email forwarding** | Forward customer emails to convert them into trackable ideas |
| **Embedded widget** | Add a feedback form inside your product's interface |
| **Internal submissions** | Team members submit ideas on behalf of customers or from internal discussions |
| **Task Tracker backlog** | Create feedback from your existed backlog |
[Learn more](/docs/feedback-voting/public-ideas/creating-an-idea/) about collecting feedback from different sources.
### AI-powered processing {#ai-processing}
Ducalis uses AI to streamline idea management:
- **Voice message transcription** — Convert audio messages into text ideas
- **Idea templating** — Rewrite raw feedback into a consistent format based on your template
- **Duplicate detection** — Identify and merge similar ideas to consolidate votes
[Learn more](/docs/platform/ai/) about Ducalis AI.
### How feedback flows {#feedback-workflow}
```mermaid
flowchart LR
subgraph CHANNELS["Input Channels"]
A[Public Voting Board]
B[Messenger Bots]
C[Email Forwarding]
D[Embedded Widget]
end
subgraph PROCESS["Processing"]
E[AI Standardization]
F[Duplicate Detection]
end
subgraph OUTPUT["Output"]
G[Unified Idea Backlog]
end
A & B & C & D --> E --> F --> G
```
---
## Module 2: Prioritization {#prioritization}
### What you get {#prioritization-value}
Replace opinions with data-driven team decisions. Instead of the loudest voice winning, Ducalis captures everyone's assessment and surfaces where your team agrees — and where you need to discuss.
### Customizable criteria {#criteria}
Define your own scoring criteria to match how your organization makes decisions:
- **Value criteria** — Impact on activation, retention, revenue, or customer segments
- **Effort criteria** — Backend time, frontend time, design effort, or any custom factors
- **Weighted importance** — Assign different weights to criteria that matter more
- **Role-based assignment** — Engineers score effort, PMs score business value
Learn more about [criteria settings](/docs/prioritization/setup/criteria/) and [templates](/docs/prioritization/setup/prioritization-templates/).
### Evaluation Poker {#poker}
Ducalis uses a "secret voting" approach inspired by Planning Poker:
1. **Scores are hidden** — Team members evaluate issues without seeing others' scores
2. **Reveal together** — Once everyone scores, reveal all assessments simultaneously
3. **Discuss differences** — When scores diverge significantly, discuss and reach consensus
This prevents anchoring bias where early opinions influence everyone else.
[Learn more](/docs/sprint-planning/sprint-settings/) about Sprint Planning.
### Alignment tracking {#alignment}
The alignment indicator shows where your team agrees and where discussion is needed:
- **High alignment** — Team agrees on the priority; proceed with confidence
- **Low alignment** — Significant disagreement exists; discuss before deciding
- **Medium alignment** — Good to discuss, but not critical
[Learn more](/docs/prioritization/results/alignment/) about Alignment reports.
### Task tracker integration {#sync}
Ducalis syncs bidirectionally with popular task trackers:
| Direction | What syncs |
|-----------|------------|
| **Task Tracker → Ducalis** | Issues matching your filter appear automatically for prioritization |
| **Ducalis → Task Tracker** | Priority scores, rankings, and links sync back to custom fields |
Changes sync in real-time — no manual import or export required.
[Choose the tracker you use](/docs/integrations/).
### Report Boards {#reports}
Aggregate priorities from multiple Boards into a unified view:
- **Cross-team visibility** — See top priorities across all product areas
- **Multiple frameworks** — Different teams can use different criteria while contributing to a shared priority list
- **Enterprise rollup** — Combine feature requests, bugs, experiments, and technical debt into one ranked view
[Learn more](/docs/prioritization/reports/) about Report-boards.
### Matrix {#matrix}
The Matrix page displays your Issues in a Value vs Effort prioritization grid, helping you identify top priorities using the Eisenhower method.
The Matrix divides into four quadrants that categorize Issues by priority:
- First quadrant — High Value, Low Effort: Issues that deliver high ROI with minimal resources and time.
- Second quadrant — High Value, High Effort: Issues that deliver high ROI but require significant resources and time.
- Third quadrant — Low Value, Low Effort: Issues with low ROI that require minimal resources and time.
- Fourth quadrant — Low Value, High Effort: Issues with low ROI that require significant resources and time.
[Learn more](/docs/prioritization/results/matrix-page-features/) about Matrix report.
### How prioritization flows {#prioritization-workflow}
```mermaid
flowchart LR
subgraph IMPORT["Import"]
A[Task Tracker Issues]
B[Voting Board Ideas]
end
subgraph EVALUATE["Evaluate"]
C[Secret Scoring]
D[Score Reveal]
E{Alignment?}
end
subgraph OUTPUT["Output"]
F[Priority Ranking]
G[Sync to Task Tracker]
end
A & B --> C --> D --> E
E -->|High| F --> G
E -->|Low| C
```
---
## Module 3: Release Communication {#communication}
### What you get {#communication-value}
Automatically close the feedback loop. When you ship a feature that customers requested, they hear about it — without your team writing individual emails.
### Automated release notes {#release-notes}
Generate release notes automatically based on shipped work:
- **Status-driven automation** — When a task tracker issue moves to "Done," the release note is generated
- **AI-assisted writing** — Ducalis drafts the announcement from issue details and comments
- **Template consistency** — All notes follow your defined format and tone
[Learn more](/docs/release-notes/what-are-release-notes/) about Release Notes.
### Personalized notifications {#notifications}
Voters receive updates relevant to what they requested:
- **"You asked, we delivered"** — Customers who voted see exactly what shipped based on their feedback
- **Subscriber-specific updates** — Different customer segments receive different announcements
- **Multi-channel delivery** — Notifications via email, in-app, or embedded widget
Learn what [notifications your voters get](/docs/platform/notifications/voting-board-notifications-for-voters/).
### Public changelog {#changelog}
Share progress publicly with a branded changelog page:
- **Custom branding** — Match your product's design
- **Embeddable widget** — Add the changelog inside your product
- **Customer subscription** — Users subscribe to receive updates automatically
[Learn more](/docs/release-notes/the-changelog-page/) about Changelog page.
### Status automation {#automation}
Connect Ducalis to your deployment pipeline:
| Trigger | Action |
|---------|--------|
| **Task tracker status change** | Idea status updates automatically |
| **CI/CD webhook** | Release notes publish when code deploys to production |
| **Manual override** | Edit or delay any automated notification |
[Learn more](/docs/feedback-voting/public-ideas/status-auto-update-rules/) about Statuses automation.
### How communication flows {#communication-workflow}
```mermaid
flowchart LR
subgraph TRIGGER["Triggers"]
A[Task Tracker Status Change]
B[CI/CD Webhook]
end
subgraph AUTOMATE["Automation"]
C[Update Idea Status]
D[Generate Release Note]
end
subgraph NOTIFY["Notify"]
E[Email Voters]
F[Public Changelog]
end
A & B --> C --> D --> E & F
```
---
## How everything connects {#integration}
The three modules form a continuous feedback loop:
1. **Collect** — Customers submit ideas through Voting Boards or support channels
2. **Prioritize** — Your team evaluates ideas alongside internal plans using shared criteria
3. **Build** — Top priorities sync to your task tracker and enter development
4. **Communicate** — Completed features trigger notifications to everyone who requested them
5. **Repeat** — Customers see their impact, building trust and encouraging more feedback
```mermaid
flowchart TD
A[Customer Feedback] --> B[Idea Inbox]
B --> C[Prioritization Board]
C --> D[Task Tracker]
D --> E[Development]
E --> F[Release]
F --> G[Automated Notification]
G --> H[Customer Sees Impact]
H --> A
```
---
## Real-world results {#results}
Organizations using Ducalis report measurable improvements in decision-making speed and product delivery.
### Enterprise retail case study
A large retail company with multiple product teams implemented Ducalis to replace spreadsheet-based prioritization:
| Metric | Before | After | Improvement |
|--------|--------|-------|-------------|
| Annual planning time | 18 weeks | 2 weeks | 9x faster |
| Lead time | Baseline | -40% | 40% reduction |
| Delivery cycle | Baseline | -50% | 50% faster |
| Feature impact | Baseline | 5x | 5x more impactful |
**Key outcomes:**
- Eliminated low-value backlog items after team scoring revealed they weren't actually needed
- Reduced meeting time by replacing synchronous discussions with asynchronous evaluation
- Increased customer satisfaction by closing the feedback loop on shipped features
---
## Getting started {#getting-started}
Get value from Ducalis in three phases:
### Phase 1: Collect feedback
1. Create a Voting Board for your product
2. Embed the widget in your product, or share the board link with customers
3. Connect your support channels (messengers, email)
Here is the [step-by-step guide about collecting feedback](/guides/getting-started-feedback/).
### Phase 2: Prioritize your backlog
1. Connect your task tracker
2. Define your prioritization criteria
3. Invite your team to evaluate top issues
Here is the [step-by-step guide about backlog prioritization](/guides/getting-started-prioritization/).
### Phase 3: Automate communication
1. Configure status automation rules
2. Set up release note templates
3. Enable customer notifications
Here is the [step-by-step guide about creating Release Notes](/guides/getting-started-releases/).
## Voting Board terminology
*Learn Voting Board concepts including boards, ideas, votes, comments, labels, roadmaps, and changelog for account users.*
URL: https://help.ducalis.io/guides/end-user-guides/basic-concepts-and-terminology-about-voting-board/
Understand the core concepts of Voting Boards to collect feedback, manage ideas, and communicate updates to your users.
## Boards, ideas, votes & comments
Voting Boards contain ideas that users can vote on and comment. Each idea tracks user engagement through votes and discussion.
For example:
- **Board**: Product Requests
- **Idea**: Dark mode for timeline
- **Comment**: Cool! That's what needed!
Link for this test idea [https://video.ducalis.io/idea/61152](https://video.ducalis.io/idea/61152)
See it in action: check out our TEST Ducalis Voting Board [https://video.ducalis.io/acme-inc-insights-598](https://video.ducalis.io/acme-inc-insights-598)
* * *
## Boards
A board's access can be set to [public or private](/docs/feedback-voting/voting-boards/voting-board-privacy/). Public boards are visible to anyone on the web, while private boards limit access to specific groups.
**Public boards** typically gather user feedback. **Private boards** collect internal team feedback or can be tailored for specific audiences like customers or select team members.
How a public Voting Board looks:
To leave feedback, vote, or comment, users must sign in.
How a private Voting Board looks:
* * *
## Ideas
1. Anyone with board access can create a new post, whether they're a regular user or a Ducalis account user. Here's what the idea creation screen looks like for users who have access to Ducalis account at [https://hi.ducalis.io/](https://hi.ducalis.io/)
You can also create an idea from your Backlog Issue:
2. Every idea can be assigned an author. This creates accountability for addressing specific feedback. [Learn more](/docs/feedback-voting/public-ideas/change-the-author-of-a-public-idea/).
3. As an idea's status is updated, users who voted on the idea receive automatic email notifications. This keeps users informed about what matters most to them. [Learn more](/docs/platform/notifications/voting-board-notifications-for-voters/#notifications-users-get).
* * *
## Votes
Ducalis lets users show support for an idea with one click. Each user gets one vote per idea, and vote totals appear in Ducalis, allowing you to easily sort and filter your most popular or relevant ideas.
- Casting a vote automatically enrolls that user for updates related to that idea.
- Votes can be added by your team on a user's behalf.
- Users can rescind a vote by clicking the downvote button.
- If a vote was added on a user's behalf, an admin can also rescind it from the [All Voters list](https://hi.ducalis.io/all-voters).
* * *
## Comments
Comments can be added to an idea by anyone with access to that board.
- As an account user, adding a top-level comment notifies all voters.
- When you reply directly to another comment, only that commenter is notified.
- Individual **@mentions** are also supported for when you need to better understand someone's use case or expectations.
* * *
## Labels
Each board can have its own unique labels. They are visible to all external users and help organize ideas. Ideas can have multiple labels.
How labels look on the public Voting Board:
* * *
## Roadmaps & changelog
### Roadmap
The roadmap displays your current projects and their progress. It lets your team pull Ducalis ideas and decide what to work on next.
When you update an idea's status, it automatically moves along the roadmap, showing users that you're actively working on their requests. [Learn more](/docs/feedback-voting/public-ideas/status-auto-update-rules/).
See our roadmap at [https://feedback.ducalis.io/Ducalis-roadmap](https://feedback.ducalis.io/ducalis-roadmap)
Where to find your team's roadmap inside Ducalis account:
Where to find your team's roadmap outside Ducalis account:
Learn more: [How to create a roadmap](/docs/feedback-voting/voting-boards/how-to-create-a-product-roadmap/).
* * *
## Changelog
The changelog is where you publish all your product updates. Check out our example at [https://feedback.ducalis.io/Ducalis-roadmap/changelog](https://feedback.ducalis.io/ducalis-roadmap/changelog). It's a valuable resource to share with company stakeholders, and we recommend including it in your newsletters.
Learn more: [How to create a changelog](/docs/release-notes/how-to-create-changelog/).
## How to give feedback (template)
*Share this template with customers to show them how to submit Ideas, vote, and comment on your Voting Board.*
URL: https://help.ducalis.io/guides/end-user-guides/how-to-give-feedback/
This is a template you can share with customers to explain how to submit feedback on your Voting Board. Use this template as-is or customize it to match your brand.
You can use this template format or the [Google Docs template](https://docs.google.com/document/d/1xDxv60EhIIa0uRfqB7BsM2RW0tnqLuvpzJvbE9rbTPs/edit?usp=sharing).
## Intro
Good news! \[company name\] uses a voting board to track your feedback. Having everything in one place helps us understand all feedback at a glance.
## Access the voting board
Visit \[Features Board URL\] to submit your requests.
Sign up to submit feedback, comment, or vote.
## Submit and vote on Ideas
### Create an Idea
1. Click **+ Idea**.
2. Start typing your request. Ducalis automatically suggests similar Ideas.
3. If your request already exists, upvote it. Otherwise, continue creating your new Idea.
### Vote on an Idea
Click the upvote arrow on any Idea to vote for it.
To remove your vote, click the downvote button.
### Comment on an Idea
Add comments to share additional thoughts or insights.
You'll receive email notifications when the Idea is updated.
## Get started
Try Ducalis for your team—get started free at [hi.ducalis.io](https://hi.ducalis.io/customer-feedback-management).
## Evaluate backlog
*Learn how to score backlog issues, ask questions, and track team priorities as an invited member.*
URL: https://help.ducalis.io/guides/end-user-guides/how-to-evaluate-backlog/
This guide helps invited Admins and Members get started with scoring backlog Issues.
If your teammates invited you and you're not sure where to start, this guide walks you through the basics.
## Access prioritization Boards
From the Dashboard, select the Board you were invited to. You can be added to as many Boards as needed. Filter them using the quick filter **My estimations**.
## View the list of Issues
In the Board, under **Backlog**, you'll see a list of Issues added by your teammates. The Issues may have been manually created in Ducalis, or imported from your corporate task tracker.
If other Members in the Board have already evaluated the Issues, they'll be sorted by priority order. The total score of each Issue appears on the far right.
The top priority Issues are the starred ones.
Click on an Issue to get a detailed description.
## Evaluate Issues
To start evaluating Issues for prioritization, select the **Evaluation** tab.
Evaluate Issues using the Criteria set by your Admin. For example, consider how relevant an Issue is and how important it is.
Use the Criteria description as a guide and put a score in the cell under each Criterion.
## Ask a question
While evaluating, you can ask a question about an Issue or a Criterion that you want clarification on. For example, if you don't understand a task:
1. Click the **question icon**.
2. Choose a user and type your question to a teammate.
The person you direct the question to will be instantly notified.
If there are any Questions asked, or discussions held in the Board, you can view them under **Questions**.
You can join a discussion if you have a similar question.
## Skip Issue scoring
You can skip evaluating an Issue if you don't understand it or don't have enough information about it.
Click the **skip icon**. The Issue will be moved to the **Scores** tab.
## Change Issue scores
Go to **Evaluation → Scores** to see the tasks you evaluated, and re-evaluate if needed.
## What's next
Ducalis prioritization is a continuous cycle. To stay on track, set up notifications to get reminders to evaluate tasks, alerts on new Questions, and updates on what's happening in the Board.
## Getting Started with Prioritization
*Learn how to set up backlog prioritization from importing issues to syncing results with your task tracker.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/
Follow this 6-step guide to set up your prioritization workflow, then explore advanced features and team roles.
## Step-by-step setup
1. [**Import Backlog to a Board**](/guides/getting-started-prioritization/how-to-add-issues-to-a-prioritization-board/) — Add issues from a task tracker, CSV file, or create them manually
2. [**Set Up Criteria Framework**](/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/) — Configure evaluation criteria for your prioritization model
3. [**Add Users and Assign Criteria**](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/) — Invite teammates and assign criteria based on expertise
4. [**Evaluate Issues**](/guides/getting-started-prioritization/how-to-evaluate-issues-for-prioritization/) — Score backlog items using your criteria
5. [**View and Analyze Results**](/guides/getting-started-prioritization/how-to-view-and-analyze-prioritization-results/) — Review priorities on the Backlog and Matrix pages
6. [**Sync Results to Task Tracker**](/guides/getting-started-prioritization/two-way-sync-overview/) — Push priorities back to Jira, Asana, or other trackers
## Going further
- [**Advanced Settings and Features**](/guides/getting-started-prioritization/advanced-steps-and-features/) — Total score formula, alignment reports, sprint planning, and more
- [**Set Up Roles in the Evaluation Process**](/guides/getting-started-prioritization/use-case-how-to-set-up-evaluation-process-and-keep-it-up-to-date/) — Define responsibilities for team leaders, facilitators, and estimators
## Step 1. Import Backlog
*Learn how to add issues to a prioritization board by importing from task trackers, creating manually, or uploading CSV files.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/how-to-add-issues-to-a-prioritization-board/
Add Issues to your prioritization Board to evaluate and rank them. Issues are the work items you need to prioritize—tasks, features, bugs, or initiatives.
## Import methods
Add Issues using one of these methods:
- **Import from task tracker** – Connect Jira, Linear, Asana, GitHub, or other trackers to import existing Issues
- **Create manually** – Add Issues directly in Ducalis
- **Import CSV file** – Upload a spreadsheet with Issues from any source
:::tip[Sample Issues included]
New Boards include sample Issues that demonstrate how prioritization works. Review them to understand the workflow before adding your own.
:::
## Import from task tracker
Connect your task tracker to import Issues automatically. Ducalis integrates with:
- [Jira Cloud](/docs/integrations/jira-cloud/issues-import/)
- [Asana](/docs/integrations/asana/integrating-asana/)
- [Linear](/docs/integrations/linear/integrating-linear/)
- [GitHub](/docs/integrations/github/integrating-github-organization/)
- [ClickUp](/docs/integrations/clickup/integrating-clickup/)
- [Trello](/docs/integrations/trello/integration/)
- [YouTrack](/docs/integrations/youtrack/youtrack-issue-import/)
- [Jira Server](/docs/integrations/jira-server/issues-import/)
1. Connect your task tracker to Ducalis.
2. Import Issues to your Board.
See [Import Issues from task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/) for step-by-step instructions.
## Create manually
Create Issues directly in Ducalis when you don't have Issues in a task tracker.
1. Click **+ New issue** in the Issues table.
Or click **Add issue** in the top right corner.
2. Enter Issue details (title, description, priority).
See [Create Issues manually](/docs/prioritization/issues/creating-issues/) for detailed instructions.
## Import CSV file
Import Issues from a CSV file when your task tracker doesn't integrate with Ducalis.
1. Prepare a CSV file with your Issues.
2. Import the CSV file to Ducalis.
See [Import Issues from CSV](/docs/prioritization/issues/importing-issues-from-a-csv-file/) for file format requirements and import steps.
## What's next?
Set up Criteria to evaluate your Issues. See [Step 2: Set up Criteria](/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/).
## Step 2. Prioritization Framework
*Learn how to set up criteria to evaluate your backlog for prioritization. Configure estimators, weights, and scales for effective decision-making.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/
Criteria define the dimensions you use to evaluate and prioritize your backlog. This guide shows you how to configure evaluation criteria.
## Access Criteria settings
1. Open your Board.
2. Navigate to **Criteria settings**.
You'll see an editable pre-set prioritization framework.
## Add criteria
1. Click **+ Criterion**.
2. Choose a criterion from the suggested list or create a new one.
3. Configure basic properties: add Estimators and adjust weights.
4. Click **Edit Criterion** to access advanced settings.
5. Configure advanced properties: evaluation source, criterion type, rating scale, and description.
Read more about [criterion properties](/docs/prioritization/setup/criteria/).
### Create custom criteria
If your desired criterion isn't in the library:
1. Type its name in the search field.
2. Click **+ New [criterion name]**.
3. Configure the criterion properties.
4. Click **Save Criterion**.
Explore more prioritization frameworks in the [templates library](https://hi.ducalis.io/templates).
## Edit criteria
1. Open the criterion block.
2. Click the edit button.
3. Modify properties: name, Estimators, criterion type, weight, scores, and description.
4. Click **Update [number] board(s)**.
## Archive criteria
Unlink criteria you don't need now but may want later:
1. Open the criterion block.
2. Click **Unlink**.
3. Confirm the action.
### Restore unlinked criteria
1. Go to the unlinked block.
2. Click **Restore** next to the criterion.
## Duplicate criteria
Duplicating criteria lets you experiment with settings without modifying the original:
1. Click **Duplicate** in the criterion block.
A copy of the criterion appears in your framework.
Read more about [duplicating criteria](/docs/prioritization/setup/how-to-duplicate-criteria/).
## History and backups
All configuration changes are saved under **History**. View previous configurations and changes made to criteria.
The latest version of each property is kept indefinitely. Earlier versions are kept for ten days.
To restore a previous configuration:
1. Select the settings you want to restore.
2. Click **Restore backups**.
## Use custom fields as criteria
Use custom fields from Ducalis Voting Boards (like vote counts) or your task tracker (Jira, Linear, Asana) as criteria. This lets you leverage existing data instead of evaluating from scratch.
Read more about [using custom fields as criteria](/docs/prioritization/setup/using-a-custom-field-as-criterion/).
## Additional resources
- Ducalis [Templates](https://hi.ducalis.io/templates) – Ready-to-use prioritization frameworks
- [Prioritization Frameworks](https://hi.ducalis.io/prioritization-templates) – Overview of popular frameworks
- [PLG Hypothesis Prioritization Framework](https://hi.ducalis.io/templates/plg-hypothesis-prioritization-framework-template) – For growth hypothesis evaluation
- [RICE Framework](/frameworks/rice-framework-reach-impact-confidence-effort/) – Good starting point for prioritization
- [WSJF Agile Framework](/frameworks/wsjf-guide-weighted-shortest-job-first-agile-framework/) – Sequence work for maximum economic benefit
- [Prioritize Technical Debt](/frameworks/5-tip-prioritizing-technical-debt/) – Integrate debt prioritization into sprints
## What's next
After configuring your criteria, add teammates to your Board for collaborative evaluation.
Continue to [Step 3: Add Users and Assign Criteria](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/).
## Step 3. Add Users and Assign Criteria
*Learn how to add teammates to a Board and assign evaluation Criteria for collaborative prioritization.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/
Collaborative prioritization requires team participation. Add teammates to your Board and assign them Criteria to evaluate your backlog together.
## Add Users to a Board
1. Open **Board Members and Criteria Settings**.
2. Click **+ User**.
3. Enter the email address of the user you want to invite.
4. If you have [connected a task tracker](/docs/prioritization/issues/integrating-and-importing-issues-from-a-task-tracker/), you can add users from that integration.
5. Before sending the invitation, assign the user a [role](/docs/platform/organization/users-roles/).
6. Click **Invite** to send the invitation.
All pending invitations appear under **Pending**.
You can resend the invitation to remind users who haven't responded.
### Invite Users from Criteria Settings
You can also invite users when assigning Estimators to Criteria.
:::warning
Each user must have at least one Criterion assigned to participate in Evaluation. Adding a user to the Board without assigning Criteria prevents them from scoring Issues.
:::
1. Open **Criteria settings**.
2. Add Estimators to an existing Criterion.
You can also add Estimators while creating a Criterion.
## Assign Criteria to Users {#assign-criteria-to-users}
Assign Criteria to users based on their expertise and knowledge. Each Estimator should evaluate Criteria they're qualified to assess.
1. Select the user you want to assign Criteria to.
2. Click **+ Criteria**.
3. Select a Criterion from your prioritization framework, or use the search field to find it.
4. If the Criterion doesn't exist, create it by typing its name and clicking **+ Create [name of Criterion]**.
The Criterion creation page opens. Learn more about [creating Criteria](/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/).
## What's Next?
After setting up your prioritization system, continue to [Step 4: Evaluate Issues for prioritization](/guides/getting-started-prioritization/how-to-evaluate-issues-for-prioritization/).
## Step 4. Evaluate Issues for Prioritization
*Learn how to score Issues in your backlog using criteria and evaluate priorities with your team.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/how-to-evaluate-issues-for-prioritization/
Score Issues in your backlog using the Criteria assigned to you. This turns subjective opinions into data-driven priorities.
## Start evaluating
1. Go to **Evaluation**. You'll see the number of Issues you need to evaluate.
2. Review the [Criteria](/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/) you're assigned to evaluate. You'll only see Criteria [assigned to you](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/#assign-criteria-to-users) by an Admin.
3. Score each Issue against your assigned Criteria. Use the Criterion description as your guide.
4. Move between cells by pressing **Tab** or **Enter** (if Fast input is off). The numbers you enter depend on the [scoring method](/docs/prioritization/setup/scores/) configured by your Admin.
## Ask clarification questions
If you don't understand a Criterion or an Issue, ask your teammates for clarification. They'll be notified via email.
1. Click the questions icon on the right side of the Issue.
2. Type your question and click **Send**.
3. Find all questions and discussions under **Questions** in the Board navigation.
## Skip Issues
Skip any Issue you don't want to evaluate without affecting your team's overall evaluation progress.
All skipped Issues move to the **Scores** tab.
## View scored Issues
All scored Issues and skipped Issues appear in the **Scores** tab.
## Edit scores
Edit scores in the **Scores** tab or directly from Issue cards in **Backlog**, **Matrix**, or **Alignment** views.
### Edit from Scores tab
1. Go to the **Scores** tab.
2. Click any score to edit it.
### Edit from Issue cards
1. Open the Issue card in **Backlog**, **Matrix**, or **Alignment**.
2. Find the re-evaluation block.
3. Edit your scores, or the Final Score if you're an Admin.
## What's next
View your prioritization results in the Backlog and Matrix.
Continue to [Step 5: View and analyze prioritization results](/guides/getting-started-prioritization/how-to-view-and-analyze-prioritization-results/).
## Step 5. View and Analyze Results
*Learn how to view and analyze prioritization results on the Backlog and Matrix pages to identify top priorities.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/how-to-view-and-analyze-prioritization-results/
View and analyze prioritization results to identify which Issues your team should tackle first. Results appear on the Backlog page (ranked list) and Matrix page (visual quadrants).
## Backlog page
The [Backlog page](/docs/prioritization/results/top-priorities-page-features/) shows all Issues ranked by priority score. The highest-priority Issue appears at the top.
Top-priority Issues are starred. You can set how many Issues appear in your top-priority list based on your team's sprint capacity.
### Set top priority count
1. Go to [table customization settings](/docs/prioritization/boards/customizing-columns-in-table-view/).
2. Enter the number of Issues you want in your top-priority list.
### View scores
The **Scores** column shows the Final Score for each Issue, with the highest score at the top.
### View evaluation progress
The [Evaluation progress column](/docs/sprint-planning/reports/) shows the percentage of Estimators who evaluated each Issue.
### View detailed scores by Criterion
Expand any Issue card to see the re-evaluation block. This shows your scores and your teammates' scores for each Criterion.
## Matrix page
The [Matrix page](/docs/prioritization/results/matrix-page-features/) displays a 2x2 grid plotting Value against Effort. This visualization helps you identify top-priority Issues using the Eisenhower Matrix approach.
Value (y-axis) is plotted against Effort (x-axis). The grid is divided into four quadrants:
- **Quadrant 1 (Do it First):** High Value, Low Effort—top priority
- **Quadrant 2 (Cut into Pieces):** High Value, High Effort
- **Quadrant 3 (Fill-ins):** Low Value, Low Effort
- **Quadrant 4 (Too big to be true):** Low Value, High Effort—lowest priority
### Matrix views
The Matrix page offers two visualization options:
**List view:** Shows Issues in each quadrant as a ranked list, with the highest-priority Issue at the top.
**Chart view:** Displays Issues as color-coded bubbles positioned across the matrix grid, showing exactly where each Issue falls.
### Switch between views
Click **Change View** to toggle between List view and Chart view.
## What's next
[Sync prioritization results with a tracker](/guides/getting-started-prioritization/two-way-sync-overview/)
## Step 6. Sync Prioritization Results to a Task Tracker
*Learn how to sync prioritization results to your task tracker automatically. Map fields, schedule syncs, and keep priorities in sync across systems.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/two-way-sync-overview/
Sync Back sends your prioritization results to your task tracker automatically, keeping your backlog priorities aligned across systems. Work on tasks in priority order without switching between tools.
## Sync Back integrations
Ducalis integrates with these task trackers:
1. [Sync Back with Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
2. [Sync Back with Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/)
3. [Sync Back with Asana](/docs/integrations/asana/two-way-sync-with-asana/)
4. [Sync Back with ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/)
5. [Sync Back with Trello](/docs/integrations/trello/2-way-sync-with-trello-sort-trello-cards-by-order-of-priority-ranking-in-the-ducalis-custom-field/)
6. [Sync Back with YouTrack](/docs/integrations/youtrack/2-way-sync-with-youtrack/)
7. [Sync Back with GitHub](/docs/integrations/github/back-sync-with-github/)
## Access Sync Back settings
1. Click the sync icon in the bottom right corner.
2. Go to **Sync Back Fields**.
## Default fields
Two default fields sync automatically:
- **Priority No \{emoji\} Ducalis** – Issue priority ranking
- **Alignment \{emoji\} Ducalis** – Links to Issues in Ducalis
Delete these fields from the sync list if you don't need them.
## Add more fields
Click **Add field** to sync additional data:
- **Score Ducalis** – Total Issue scores
- **Score Status Ducalis** – Evaluation completion status
- **Score Percent Ducalis** – Evaluation progress percentage
- **Criteria fields** – Individual Criterion scores
## Create custom fields in your tracker
:::warning Prerequisites
Some task trackers require custom fields before you activate Sync Back:
- [ClickUp](/docs/integrations/clickup/two-way-sync-with-clickup/)
- [Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
- [Jira Server](/docs/integrations/jira-server/two-way-sync-with-jira-server/)
Create these custom fields in your tracker before proceeding.
:::
## Map fields to existing tracker fields
If your tracker already has custom fields, map them to Ducalis fields instead of creating new ones.
See [Field Mapping](/docs/prioritization/boards/field-mapping/) for details.
## Schedule Sync Back
Sync Back runs on a schedule before sprints end. Choose from two options:
- **By sprint end date** – Syncs based on sprint schedule
- **By custom period** – Set a specific day and time
### Manual sync
Click **Manual Sync** to sync data immediately without waiting for the scheduled time.
## What's synced
Sync Back sends data from Ducalis fields generated during prioritization:
- Priority rankings
- Alignment metrics
- Total scores
- Evaluation status and progress
- Individual Criterion scores
## Related articles
- [Field Mapping](/docs/prioritization/boards/field-mapping/)
- [Sync Back with Jira Cloud](/docs/integrations/jira-cloud/2-way-sync-with-jira/)
- [Getting Started with Prioritization](/guides/getting-started-prioritization/)
## Advanced Settings and Features
*Explore advanced features in Ducalis including total score formulas, alignment reports, sprint planning, evaluation poker, and custom field criteria for enhanced prioritization.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/advanced-steps-and-features/
After completing the basic setup and prioritizing your Backlog once or twice, explore these advanced features to enhance your prioritization workflow.
## Total score formula
The total score formula calculates Issue rankings after Evaluation. The default formula works for most teams, but you can customize it to match your prioritization framework.
Read more about [customizing the total score formula](/docs/prioritization/setup/total-score-formula/).
## Alignment
Collaborative Evaluation helps teams align on priorities. The Alignment report shows how well your team agrees on scoring and highlights areas where discussion is needed.
:::info Prerequisites
Invite at least one teammate and both evaluate the Backlog to see Alignment results.
:::
Read more about [using Alignment reports](/docs/prioritization/results/alignment/).
## Sprint planning
Plan your sprints by configuring evaluation cycles and deadlines. Set how long prioritization results remain valid before requiring re-evaluation.
Read more about [sprint planning settings](/docs/sprint-planning/sprint-settings/).
## Evaluation poker
Use Evaluation poker to collect unbiased opinions from your team. Scores remain private during Evaluation, revealing only after all team members submit their ratings.
Read more about [Evaluation poker](/docs/sprint-planning/evaluation-poker/overview/).
## Table customization and filters
Customize table columns on Backlog, Evaluation, and Alignment pages. Show relevant information, hide unnecessary fields, and rearrange column order to match your workflow.
Read more about [customizing table columns](/docs/prioritization/boards/customizing-columns-in-table-view/).
Use filters to display specific sets of Issues. Save frequently used filters to share with your team—once saved, any team member can access them.
Read more about [creating and using filters](/docs/platform/filters/how-to-create-and-use-filters/).
## Use custom fields as Criteria
Instead of creating new Criteria and scoring Issues, use existing custom field data from your task tracker or Ducalis as Criteria. This leverages data you already maintain for prioritization.
Read more about [using custom fields as Criteria](/docs/prioritization/setup/using-a-custom-field-as-criterion/).
## Public and private Boards
Control Board visibility by making Boards private. Private Boards restrict access to authorized users only, keeping sensitive information hidden from the broader Organization.
Read more about [public and private Boards](/docs/prioritization/boards/public-and-private-boards/).
Share Board links with other users. For private Boards, recipients must have Board access to view shared content.
## Related articles
- [Total score formula customization](/docs/prioritization/setup/total-score-formula/)
- [Alignment reports](/docs/prioritization/results/alignment/)
- [Sprint planning settings](/docs/sprint-planning/sprint-settings/)
- [Evaluation poker overview](/docs/sprint-planning/evaluation-poker/overview/)
- [Table column customization](/docs/prioritization/boards/customizing-columns-in-table-view/)
- [Creating and using filters](/docs/platform/filters/how-to-create-and-use-filters/)
## Use case: Roles in the Evaluation process
*Learn how to assign responsibilities to Board Team Leaders, Facilitators, Criteria Managers, and Estimators for effective prioritization workflows.*
URL: https://help.ducalis.io/guides/getting-started-prioritization/use-case-how-to-set-up-evaluation-process-and-keep-it-up-to-date/
Effective prioritization requires evaluating tasks from both business and technology perspectives. Each team member evaluates tasks based on their specific role and expertise.
[Learn more about assigning Criteria to users](/docs/prioritization/setup/users-and-teams/) based on their role-specific vision.
Beyond evaluating Issues with Criteria, you need a consistent process to maintain prioritization quality. This article defines responsibilities for each user role in the Evaluation process.
## User roles and responsibilities
Assign clear responsibilities among team members for a transparent and successful prioritization process.
### Board Team Leader
Oversees the entire Board prioritization process.
**Responsibilities:**
- Approves final Board configuration (Criteria, Estimators, Backlog Issues, prioritization deadlines)
- Can edit everything: Criteria, Estimators, scores, Final Scores
- Provides the final decision everyone trusts
- All team members can see modifications to Criteria or Final Scores
**Special capability:** Can create a Criterion like "Objective Urgency" to override all other priority rankings.
**Example actions:**
1. Analyze proposed Criteria and add or remove them as needed.
[Learn how to create Criteria](/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/).
2. Assign Evaluation Criteria to Estimators based on expertise and experience.
[Learn how to assign Criteria to Estimators](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/).
3. Set deadlines for completing Evaluation and task prioritization.
### Facilitator
A user who bridges business and technology perspectives—often a Scrum Master. You can assign two Facilitators: one for business Criteria and one for technical Criteria.
**Responsibilities:**
- Identifies missing information or alternative solutions
- Resolves team misalignment in Evaluation and finds consensus among Estimators
- Can overwrite Final Scores to resolve disagreements
**Example actions:**
- Moderates discussions about areas of misalignment in Evaluation
- Asks questions to Estimators to understand their perspectives and arguments
- Proposes alternative approaches to solving tasks to achieve consensus
[Learn how to set up the Facilitator role](/guides/getting-started-sprints/step-2-set-up-the-evaluation-poker/#set-who-can-edit-final-scores).
### Criteria Manager
Manages the organization's Criteria library. Ensures Criteria remain relevant to company goals.
**Responsibilities:**
- Refines and updates rating scales, descriptions, and Criterion weights as needed
- Uses the [Global Criteria Management section](https://ducalis.io/criteria) to orchestrate Criteria across all Boards
- Modifies descriptions, rating scales, and weights across the organization
**Example actions:**
- Monitors Criterion descriptions for relevance across teams
[Learn how to edit Criteria](/docs/prioritization/setup/criteria/#edit-duplicate-or-unlink-criteria).
- Initiates discussions with Estimators to clarify opinions based on Evaluation Criteria
- Adjusts Criteria rating scales when necessary for more accurate evaluation
[Learn about bulk Criteria management](/docs/prioritization/setup/bulk-criteria-actions/).
### Estimator
Assigned to Criteria based on expertise: "Who would you ask this question about the task in a live discussion?"
**Responsibilities:**
- Evaluates tasks based on assigned Criteria, using rating scales and experience
- Requests additional information or clarifications about tasks when needed
[Learn about asking Questions during Evaluation](/docs/prioritization/issues/questions-and-comments/).
**Example actions:**
- Studies task descriptions and evaluates them using assigned Criteria and rating scales
[Learn about the Evaluation process](/docs/prioritization/issues/issues-evaluation/).
- Requests clarifications from task authors or teammates when information is insufficient
[Learn about Questions during Evaluation](/docs/prioritization/issues/questions-and-comments/).
- Participates in discussions about tasks with team misalignment and provides arguments for their position
[Learn about the Alignment report](/docs/prioritization/results/alignment/).
## Evaluation process with user responsibilities
Follow this step-by-step process with clearly defined roles:
1. **Board Team Leader** assigns Evaluation Criteria to Estimators and sets prioritization deadlines.
2. **Estimators** evaluate the Backlog using assigned Criteria and provided rating scales.
3. **Facilitator** assists in resolving conflicts among Estimators and clarifying task information to find consensus.
4. **Criteria Manager** monitors Criteria relevance and adjusts rating scales as needed.
5. **Board Team Leader** reviews Evaluation results and approves final prioritization.
## Best practices
1. Start by evaluating 10-20 tasks using this model to gather feedback and adjust Criteria and processes.
2. Discuss the first iteration results and process mechanics with your team.
3. Adjust the prioritization process based on feedback: modify Criteria (description, weight, scale, Estimators).
4. Resolve Questions across tasks and add, edit, or remove tasks from the Backlog.
Iterate several times until your team finds the formula that matches your company's goals.
## Related articles
- [Set up a prioritization Criteria framework](/guides/getting-started-prioritization/how-to-set-up-a-prioritization-criteria-framework/)
- [Add users to a Board and assign them Criteria](/guides/getting-started-prioritization/how-to-add-users-to-a-board-and-assign-them-criteria/)
- [Set up the Evaluation Poker](/guides/getting-started-sprints/step-2-set-up-the-evaluation-poker/)
- [Bulk Criteria actions](/docs/prioritization/setup/bulk-criteria-actions/)
- [Alignment report](/docs/prioritization/results/alignment/)
## Getting Started with Customer Feedback
*Learn how to set up your Voting Board to collect, manage, and act on customer feedback.*
URL: https://help.ducalis.io/guides/getting-started-feedback/
Follow this 5-step guide to set up your Voting Board for collecting customer feedback, then explore advanced features.
## Step-by-step setup
1. [**Add Public Ideas**](/guides/getting-started-feedback/add-public-ideas-to-the-voting-board/) — Import ideas from your backlog, CSV, Canny, or create them manually
2. [**Customize Appearance**](/guides/getting-started-feedback/step-2-customize-the-voting-board-appearance/) — Brand your Voting Board with logo, colors, theme, and custom domain
3. [**Create Idea Templates**](/guides/getting-started-feedback/step-3-create-a-template-for-public-ideas/) — Guide customers on how to submit well-structured feedback
4. [**Set Up Status Auto-Updates**](/guides/getting-started-feedback/step-4-set-up-status-auto-updates/) — Sync idea statuses with your task tracker automatically
5. [**Announce Releases**](/guides/getting-started-feedback/step-5-announcements-of-released-features-on-the-changelog-page/) — Publish product updates on your Changelog page
## Going further
- [**Advanced Settings and Features**](/guides/getting-started-feedback/next-steps-advanced-settings-and-features/) — Changelog widget, embedded boards, SSO, custom user parameters, and more
## Step 1. Add Public Ideas
*Learn how to add Ideas to your Voting Board using AI-powered conversion, manual creation, CSV import, or Canny migration.*
URL: https://help.ducalis.io/guides/getting-started-feedback/add-public-ideas-to-the-voting-board/
Add Ideas to your Voting Board to collect and manage customer feedback. You can create public Ideas from internal backlog Issues, manually create Ideas directly on the Voting Board, bulk import from CSV, or migrate from Canny.
## Create Public Ideas from Backlog Issues
Share your internal roadmap with customers by creating public versions of backlog Issues. Use Ducalis AI for automatic conversion or write descriptions manually.
First, [import your backlog](/guides/getting-started-prioritization/how-to-add-issues-to-a-prioritization-board/) from your task tracker or create Issues manually in Ducalis.
### Use Ducalis AI to write a public version
The AI generates public-facing descriptions automatically, saving time while maintaining clarity for external audiences.
The feature is enabled by default. Access settings under **Voting Board settings**.
1. Open the Issue card you want to convert to a public Idea.
2. Click **Create Public Idea with AI**.
3. Review the AI-generated draft. Edit the description if needed before approving and publishing.
4. If you want different content, prompt the AI to rewrite the draft.
Read more: [Creating an Idea](/docs/feedback-voting/public-ideas/creating-an-idea/).
### Write a public version manually
Manually create custom descriptions for public Ideas when you need full control over messaging.
1. Click **Create Public Idea**.
2. Fill in the Idea details and publish to the Voting Board.
Read more: [Creating an Idea](/docs/feedback-voting/public-ideas/creating-an-idea/).
## Create Ideas manually on the Voting Board
Create Ideas directly on the Voting Board without connecting to internal Issues. This method works for teams without existing backlogs or when Voters submit requests directly.
Click **+ Idea** from either location:
**On the public Voting Board:**
**On the Voting Board admin page:**
Read more: [Creating an Idea](/docs/feedback-voting/public-ideas/creating-an-idea/).
## Bulk import Ideas from CSV
Import Ideas in bulk from spreadsheets or other feedback tools by uploading a CSV file.
1. Go to **Voting Board settings**.
2. Click **Import/Export** in the left menu.
3. Open **Create Ideas From External Sources** > **Import Voting Ideas via CSV**.
Read more: [Import Ideas via CSV](/docs/feedback-voting/public-ideas/import-ideas-via-csv-to-your-voting-board/).
## Import Ideas from Canny
Migrate Ideas and Voters from Canny to Ducalis using your Canny API key.
1. Go to **Voting Board settings**.
2. Navigate to **Import/Export** > **Create Ideas From External Sources** > **Migrate from Canny to Ducalis**.
3. Click **Start Import**.
Read more: [Import feedback from Canny](/docs/feedback-voting/public-ideas/how-to-import-feedback-from-canny/).
## What's next
Continue to [Step 2: Customize the voting board appearance](/guides/getting-started-feedback/step-2-customize-the-voting-board-appearance/) to customize appearance, privacy, and notification preferences.
## Step 2. Customize Voting Board branding
*Learn how to customize your Voting Board colors, logo, and theme to match your brand identity and improve customer recognition.*
URL: https://help.ducalis.io/guides/getting-started-feedback/step-2-customize-the-voting-board-appearance/
Customize your Voting Board with your brand colors, logo, and theme so customers recognize it instantly when they visit.
## Upload your logo
Upload your logo to display on your Voting Board. You can upload either a square or horizontal logo.
1. Navigate to **Voting Board Settings**.
2. Upload your logo in the **Logo** section.
Read more: [Logo customization](/docs/feedback-voting/voting-boards/customizing-voting-boards/#logo)
## Set primary color and theme
Choose your brand's primary color to use across all Voting Boards. Select from the color palette or paste your specific color code.
1. Open the **Primary Color** settings.
2. Select your color from the palette or paste your color code.
Choose your preferred color theme for Voting Boards. Three themes are available: Dark Classic, Light, and Dark.
1. Open the **Color Theme** settings.
2. Select your preferred theme.
Read more: [Primary color](/docs/feedback-voting/voting-boards/customizing-voting-boards/#primary-color) and [Color theme](/docs/feedback-voting/voting-boards/customizing-voting-boards/#color-theme)
## Configure language settings
Choose the default language for all Voting Boards. All new Voting Boards you create will use this language.
You can set a specific language for individual Boards to serve customers in different languages.
Read more: [Different languages for different Voting Boards](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/)
## Set up custom domain
Customize the domain or subdomain for your organization's Voting Boards to help customers recognize your site instantly.
Read more: [Setting up a custom domain](/docs/feedback-voting/voting-boards/setting-up-a-custom-domain-for-voting-boards/)
## Customize Voting Board URL
Customize the URL for each Voting Board to make it more recognizable and easier to share.
Read more: [Voting Board URL customization](/docs/feedback-voting/voting-boards/customizing-voting-boards/#voting-board-url)
## Configure privacy settings
Set specific Boards as private and grant access to select customers only.
Read more: [Voting Board privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/)
## Set up custom email domain
Customers are more likely to read emails from your own domain like **username@yourcompany.com**.
Customize the email address for [Ducalis Voting Board notifications](/docs/platform/notifications/voting-board-notifications-for-voters/) to Voters.
Read more: [Send release notes from your own domain](/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/)
## What's next?
Create Idea templates to guide Voters on submitting Ideas to your Voting Board.
Continue to [Step 3: Create a template for public Ideas](/guides/getting-started-feedback/step-3-create-a-template-for-public-ideas/).
## Step 3. Create Idea Templates
*Create idea templates to guide customers when submitting feedback. Templates help structure bug reports, feature requests, and user feedback consistently.*
URL: https://help.ducalis.io/guides/getting-started-feedback/step-3-create-a-template-for-public-ideas/
Create templates for new Ideas to guide how customers format their feedback. Templates help structure bug reports, feature requests, and user experience feedback consistently.
## Create a template
1. Go to **Voting board settings**.
2. Scroll down to **Idea Template and Voting Options**.
3. Open the Idea template block.
4. Create your template using the editor.
Your template saves automatically and is ready for customers to use.
## Template examples
### Bug report template
If you're collecting bug reports, create a template that guides users to include essential debugging information:
### Website feedback template
For website experience feedback, create a template that captures specific details about the user's visit:
## What's next
Continue to Step 4 to learn how to embed your Voting Board into your product.
## Step 4. Set Up Status Auto-Updates
*Learn how to sync Idea and Issue statuses automatically. Set up rules to update public Idea progress when linked Issue statuses change.*
URL: https://help.ducalis.io/guides/getting-started-feedback/step-4-set-up-status-auto-updates/
Automatically update Idea statuses when linked Issue statuses change. Keeps public Ideas and internal Issues synchronized without manual updates.
## Access settings
1. Navigate to the Voting Board settings.
2. Select **Automation** from the left menu.
3. Click **Status Auto-Update Rules**.
## Create status update rules
1. Click **+New Rule**.
2. Set **Trigger Condition** to **Issue Status**.
:::info
Custom Event triggers are system defaults. Select from existing events only. Need more automation conditions? Contact us via chat.
:::
3. Select the platform where your Issues are tracked (Ducalis or your task tracker).
4. In **When status is**, choose the Issue status from your task tracker.
5. In **then update Voting Idea to**, choose the corresponding Idea status.
**Example:** When a Jira Cloud Issue changes to **In Progress**, the linked Idea automatically updates to **In Progress**.
6. Click **Save Rule**.
7. Repeat steps 1-6 to create rules for all your statuses.
## What's next?
Continue to [Step 5: Announcements of released features on the Changelog page](/guides/getting-started-feedback/step-5-announcements-of-released-features-on-the-changelog-page/) to learn how to keep customers updated about new releases using the Changelog page.
## Step 5. Changelog
*Learn how to publish announcements of completed Ideas on the Changelog page for subscribers.*
URL: https://help.ducalis.io/guides/getting-started-feedback/step-5-announcements-of-released-features-on-the-changelog-page/
The Changelog publishes announcements of completed features and bug fixes. Subscribers view all releases in one place and track product updates from Idea submission to release.
## Announcements
Announcements are public descriptions of completed features published to the Changelog. They appear in reverse chronological order, with the latest announcements at the top.
## Create announcements
Create announcements [with the AI assistant](/docs/release-notes/creating-announcements/#turn-on-the-ai-assistant) or manually. After creation, Admins approve announcements for publication.
Read the detailed guide: [Creating announcements](/docs/release-notes/creating-announcements/).
Create announcements in advance. When the Idea moves to **Done** status, the announcement publishes automatically to the Changelog. The announcement must be **Approved** to appear on the Changelog page.
## Linked Public Ideas
Each announcement displays the associated Public Idea below it. Click the Idea block to view detailed information.
## React and comment on announcements
Subscribers provide instant feedback on announcements through reactions or comments.
## Next Steps: Advanced Settings and Features
*Explore advanced Voting Board features including changelog widgets, embedded boards, SSO authorization, custom user data, and domain customization.*
URL: https://help.ducalis.io/guides/getting-started-feedback/next-steps-advanced-settings-and-features/
After completing basic setup, explore advanced features to maximize your Ducalis Voting Board's capabilities.
## Changelog widget
Embed the changelog widget across your product so users can access it anywhere. The widget displays release updates and provides access to the Voting Board roadmap, allowing users to submit Ideas directly without navigating to the Voting Board.
Learn how to [embed and customize the changelog widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/).
## Embed Voting Board
Embed the Ducalis Voting Board within your product to create a seamless single-application experience. Users can access it directly from their accounts.
Learn how to [embed a Voting Board as a frame](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/).
## Single Sign-On (SSO)
Pre-authorize users who have signed in to your application to access your Ducalis Voting Board without requiring additional login. You can still identify Voters—who they are, their company, and other details.
Learn how to [configure SSO for Voting Boards](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/).
## Custom Voter data
Collect information about your customers—their identity, company, tenure, subscription plan, and more. This data helps you [filter feedback](/docs/feedback-voting/sdk/filter-feedback-using-voters-metadata/) to focus on specific customer segments, such as a particular organization.
Learn how to [add Voters' custom data fields](/docs/feedback-voting/sdk/filter-feedback-using-voters-metadata/).
## Custom email domain
Increase email open rates by sending from your domain—**username@yourcompany.com**.
Learn how to [configure your custom email domain](/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/).
## Vote on behalf of Voters
When you receive feedback during meetings or support calls, add Ideas to the Voting Board and vote on behalf of that Voter. For existing Ideas, you can add votes representing customer support. Voters receive email notifications about votes submitted on their behalf.
Learn how to [vote on behalf of Voters](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#vote-on-behalf-of-your-customers).
## Getting Started with Release Notes
*Learn how to create and send Release Notes to keep customers informed about product updates and new features.*
URL: https://help.ducalis.io/guides/getting-started-releases/
Follow this 5-step guide to set up Release Notes for announcing product updates to your customers.
## Step-by-step setup
1. [**Release Note Structure**](/guides/getting-started-releases/what-are-release-notes-2/) — Understand Release Note components and building blocks
2. [**Create Templates**](/guides/getting-started-releases/step-02-release-notes-templates/) — Build reusable templates for consistent Release Notes
3. [**Add Announcements**](/guides/getting-started-releases/step-03-add-announcements-to-a-release-note/) — Create feature announcements with AI or manually
4. [**Set Up Custom Email Domain**](/guides/getting-started-releases/step-04-setting-up-custom-domain-for-email-address/) — Send emails from your own domain for better recognition
5. [**Import Subscribers**](/guides/getting-started-releases/step-5-import-the-list-of-subscribers-who-will-receive-the-release-notes/) — Add your subscriber list via CSV or manually
## Step 1. Release Note Structure
*Learn how Release Notes keep customers informed about product updates, new features, and improvements with email announcements.*
URL: https://help.ducalis.io/guides/getting-started-releases/what-are-release-notes-2/
Release Notes are email announcements that inform customers about product updates, new features, improvements, and bug fixes.
## Release Note structure
Release Notes consist of building blocks. Some blocks are required, others are optional.
### Release Note name and email subject
The title appears as the email subject line.
### Introduction block
The introduction explains why customers are receiving this email.
### Main feature block {#main-feature-block}
Main feature blocks highlight new features customers should know about. You can add as many blocks as needed, depending on the number of features you're announcing.
Read more [here](/docs/release-notes/composing-a-release-note/#main-feature-block).
### Simple text block
Use simple text blocks to share product updates like bug fixes or minor improvements.
### Call to action block
Add a call to action you want customers to perform, such as signing up for a webinar or visiting your Voting Board.
### Voting Board status blocks
Voting Board status blocks display Ideas that moved to a specific status during the [date range](/docs/release-notes/composing-a-release-note/#set-the-timeframe) you selected. Use these blocks to update customers about activities on your [Voting Board](/docs/feedback-voting/voting-boards/voting-board/).
## What's next?
Continue to [Step 2: Create Release Note templates](/docs/release-notes/composing-a-release-note/) to learn how to create and use templates for faster Release Note creation.
## Step 2. Create Release Notes Template
*Learn how to create and use the Release Notes template to maintain uniformity across all your email announcements.*
URL: https://help.ducalis.io/guides/getting-started-releases/step-02-release-notes-templates/
A template provides a reusable structure for email release notes, ensuring consistency across all announcements without manual copying and pasting.
## Create a Release Note Template
1. Click **Release Note Templates** under the Release Notes page.
2. Customize your release note template using the blocks below.
### Email Subject Block
The **Email Subject block** is required and cannot be hidden or deleted.
### Variables
Use **variables \{X\}** to insert dynamic content like dates, weekdays, and years.
### Introduction Block
Leave the **Introduction block** text field empty to exclude it from the email template.
### Main Feature, Simple Text, and CTA Blocks
Add as many **Main Feature**, **Simple Text**, and **CTA blocks** as needed.
### Voting Board Status Blocks
Choose which **Voting Board Status blocks** to include and arrange them in your preferred order.
Your template auto-saves. Every release note you create will follow this template structure.
## What's Next?
Learn [how to add announcements to Release Notes](/guides/getting-started-releases/step-03-add-announcements-to-a-release-note/).
## Step 3. Add Announcements to a Release Note
*Learn how to add Announcements to Release Note emails using AI or manual creation. Automate feature descriptions for Changelog pages.*
URL: https://help.ducalis.io/guides/getting-started-releases/step-03-add-announcements-to-a-release-note/
Announcements describe your released features. They appear in Release Note emails, on the [Changelog page](/guides/getting-started-feedback/step-5-announcements-of-released-features-on-the-changelog-page/), and in the [Changelog widget](/docs/feedback-voting/sdk/embedding-customizing-changelog-widget/).
Create Announcements using AI or write them manually.
## Create Announcements using AI
Use Ducalis AI to generate Announcements automatically.
1. Navigate to **Voting Board Settings** → **Automation**.
2. Scroll to **Ducalis AI**.
3. Under **Auto-Generate Announcement by Idea**, enable the toggle.
When this feature is enabled, Ducalis AI automatically creates an Announcement when an Idea reaches **Done** status.
## Create Announcements manually
Write Announcements manually if you prefer custom content.
1. Navigate to **Voting Board Settings** → **Automation**.
2. Scroll to **Ducalis AI**.
3. Under **Auto-Generate Announcement by Idea**, disable the toggle.
4. Create Announcements manually from the Release Notes section.
Read more about [creating Announcements](/docs/release-notes/creating-announcements/).
## Create Announcements in advance
Create Announcements before releasing features so they're ready when you move Ideas to **Done** status.
After creating an Announcement (via AI or manually), approve it before it's added to Release Note emails.
1. Navigate to **Release Notes** in your Voting Board.
2. Review the generated or manual Announcement.
3. Click **Approve** to make it available for Release Note emails.
## Create Announcements after feature release
Create Announcements when preparing your Release Note email after releasing features.
Announcements appear in the [Main feature block](/guides/getting-started-releases/what-are-release-notes-2/#main-feature-block) of your Release Note email.
1. Navigate to **Release Notes** in your Voting Board.
2. Select the Release Note you're preparing.
3. Add or edit Announcements for the features you released.
4. Approve each Announcement to include it in the email.
## What's next?
Continue to [Step 4: Configure custom domain for email address](/guides/getting-started-releases/step-04-setting-up-custom-domain-for-email-address/) to make your emails easily recognizable.
## Step 4. Custom Domain for Emails
*Set up a custom domain to send release notes from your company email. Increase email open rates with familiar sender addresses.*
URL: https://help.ducalis.io/guides/getting-started-releases/step-04-setting-up-custom-domain-for-email-address/
Send release notes and notifications from your company's email address to increase open rates and build trust with your subscribers.
When you configure a custom domain, all emails sent to Voting Board subscribers use your company address instead of a generic sender. This includes release notes, Idea status updates, comments, and other notifications.
:::info
Contact support to set up a custom domain. This feature requires DNS configuration and cannot be self-configured.
:::
## Custom email address format
Your custom email address follows this pattern: **username@yourcompany.com**
**Example:** If your company is GLD café, your email address would be **pgash@gldcafe.com**.
## Setup process
1. **Configure DNS settings** for your domain (support will provide specific records to add).
2. **Provide your organization information** for email footers (company name, address, contact details).
### Email footer after setup
## Related articles
- [Send Release Notes from your own domain](/docs/feedback-voting/sdk/send-release-notes-from-your-own-domain/)
- [Voting Board notifications for Voters](/docs/platform/notifications/voting-board-notifications-for-voters/)
## What's next?
Continue to [Step 5: Import subscriber email addresses](/guides/getting-started-releases/step-5-import-the-list-of-subscribers-who-will-receive-the-release-notes/).
## Step 5. Import Subscribers
*Import email subscribers to send Release Notes to your users automatically.*
URL: https://help.ducalis.io/guides/getting-started-releases/step-5-import-the-list-of-subscribers-who-will-receive-the-release-notes/
Import your subscriber list so they can receive Release Notes about your product updates.
## Import via CSV file
Import subscribers in bulk using a CSV file.
1. Open **Voting Board settings**.
2. Scroll to **Access** section and open **Voters' list** block.
3. Click **Import List of Votes (CSV)**.
4. Download the CSV example file to see required fields.
5. Select the CSV file from your computer.
6. Review the list and confirm import.
## Add subscribers manually
For smaller lists, enter email addresses directly in the text box.
## Auto-subscription for new Voters
All new Voters who subscribe to your Voting Board are automatically added to the Release Notes subscriber list. This feature is enabled by default to ensure new users receive your product updates without manual list management.
Learn more: [How auto-subscription to release notes works](/docs/feedback-voting/sdk/embed-a-voting-board-as-a-frame/#auto-subscription-to-release-notes)
## Export subscriber list
Export your subscriber list as a CSV file to review subscribed users or work with subscriber data elsewhere. The export includes subscription status, source, and date information.
You're now ready to send your first Release Note. Check the audience size to verify your subscriber list is correct.
## How to Get Started with Sprint Planning
*Articles about How to Get Started with Sprint Planning*
URL: https://help.ducalis.io/guides/getting-started-sprints/
Articles about How to Get Started with Sprint Planning
## Step 1. Sprint Duration
*Learn how to configure sprint settings, set reveal days, and schedule sync back in your sprint planning workflow.*
URL: https://help.ducalis.io/guides/getting-started-sprints/step-1-how-to-set-up-a-sprint/
Configure sprint duration, reveal schedules, and sync settings to manage your team's sprint planning workflow.
## Access sprint settings
1. Navigate to **Evaluation Progress & Sprint Planning**.
## Select sprint mode
Choose from three modes:
- **[Continuous](/docs/sprint-planning/sprint-settings/#continuous-sprint-mode)** – Automated sprints that run regularly without manual setup
- **[One-time](/docs/sprint-planning/sprint-settings/#one-time-sprint-mode)** – Manual sprint setup requiring restart after each sprint
- **[Off](/docs/sprint-planning/sprint-settings/#off-mode)** – Sprints disabled with all related settings inactive
## Configure Reveal day and evaluation reminders {#configure-reveal-day-and-evaluation-reminders}
1. Select your **Reveal day** when the sprint ends.
2. Configure **Evaluation reminder** to notify your team before the sprint planning meeting.
3. (Optional) Add an appreciation message for team members who complete evaluations. Messages can be sent to Slack channels or email.
For more details, see [Slack integration and evaluation reminders](/docs/sprint-planning/slack-integration-and-evaluation-reminders/).
## Schedule Sync Back
If you're evaluating a backlog from a connected task tracker, schedule when prioritization scores sync back to the tracker.
Choose from two options:
- **By sprint end date** – Sync when the sprint ends
- **By custom period** – Sync on your custom schedule
For more details, see [2-way sync overview](/guides/getting-started-prioritization/two-way-sync-overview/).
## Enable score expiration
To reset scores after a specific period, enable **Score expiration** and set the duration before scores expire.
For more details, see [Score expiration](/docs/sprint-planning/score-expiration/).
## What's next
Get unbiased prioritization results with [Evaluation Poker Mode](/guides/getting-started-sprints/step-2-set-up-the-evaluation-poker/), which keeps scores hidden during evaluation.
## Step 2. Set Up Scrum Poker
*Learn how to configure Scrum Poker to hide scores during evaluation, control who can update scores after reveal, and manage final score adjustments.*
URL: https://help.ducalis.io/guides/getting-started-sprints/step-2-set-up-the-evaluation-poker/
Scrum Poker enables teams to evaluate backlogs with minimal bias by hiding stakeholder scores until the Reveal milestone.
Scores are revealed at the Reveal milestone to discuss evaluation results.
Find an overview of Scrum Poker [here](/docs/sprint-planning/evaluation-poker/overview/).
## Enable Scrum Poker
To configure Scrum Poker, enable the feature first. When enabled, Board Users can't see others' scores until Reveal (the moment when scores are revealed for discussion). During this period, only Facilitators can see everyone's scores.
Read more about [hiding scores during evaluation](/docs/sprint-planning/evaluation-poker/keeping-scores-private-when-the-team-is-evaluating/).
## Configure score updates after Reveal
After the [Reveal milestone](/guides/getting-started-sprints/step-1-how-to-set-up-a-sprint/#configure-reveal-day-and-evaluation-reminders), you can allow or restrict Estimators from updating their scores:
- **Allow updates:** Estimators can revise their scores after seeing others' evaluations.
- **Restrict updates:** No Estimator can edit scores once Reveal occurs.
## Set who can edit Final Scores
After scores are revealed and discussed, you can update Final Scores directly instead of re-evaluating Issues. Choose who can change Final Scores:
- **Everyone:** All Board Users can edit Final Scores.
- **Facilitators only:** Only Facilitators can edit Final Scores.
If you want re-evaluation instead of direct Final Score updates, restrict everyone from editing Final Scores.
You can update Final Scores or re-evaluate on the Issue card.
Read more about [the Issue Re-Evaluation Block and Issue Re-Evaluation](/docs/sprint-planning/evaluation-poker/the-issue-re-evaluation-block-and-issue-re-evaluation/).
## What's next
Continue to [Step 3: Check the Evaluation Progress Report](/guides/getting-started-sprints/step-3-check-the-evaluation-progress-report/) to monitor your team's evaluation status.
## Step 3. Evaluation Progress Report
*Monitor your team's sprint evaluation progress and track completion status across all Estimators.*
URL: https://help.ducalis.io/guides/getting-started-sprints/step-3-check-the-evaluation-progress-report/
The Evaluation Progress Report shows how your team is progressing with backlog evaluation during sprint planning.
## Access the report
1. Navigate to **Evaluation Progress and Sprint Planning Settings**.
## Report metrics
### Overall evaluation progress
The top of the report displays the team's overall evaluation progress as a percentage. When all Estimators have completed their evaluations, the progress reaches 100%.
### Days remaining until milestones
Track the time remaining until:
- **Reveal** – when scores hidden during Scrum Poker become visible to the team for discussion
- **Final** – when scores are locked and sprint planning ends
### Issues to evaluate by user
View how many Issues each user still needs to evaluate.
### Remind users to complete evaluations
Send reminders to users who haven't finished evaluating before the Reveal milestone.
### Skipped Issues
Track how many Issues were skipped during the evaluation process.
### Questions asked and received
View how many clarification questions each user has asked and received.
### Completed evaluations
See which users have finished evaluating all their assigned Issues.
### Facilitators
Facilitators oversee the sprint planning process. They can see other users' scores during Scrum Poker and update Final Scores after team discussions.
### Scrum Poker settings
Review your Scrum Poker configuration:
1. Users who can change Final Scores
2. Users who can see scores during evaluation
3. Users who can update their estimates
## What's next
You've completed the Getting Started with Sprint Planning series! Continue exploring:
- [Alignment Report](/docs/prioritization/results/alignment/) — Review team consensus on evaluations
- [Backlog](/docs/prioritization/results/top-priorities-page-features/) — View prioritized Issues based on Final Scores
- [Sprint Planning Settings](/docs/sprint-planning/) — Advanced sprint planning configurations
## Getting Started with Feedback Widget
*Learn how to set up the feedback widget to collect user feedback, configure display sections, and customize appearance.*
URL: https://help.ducalis.io/guides/getting-started-widget/
Follow this guide to embed the Ducalis feedback widget on your website and start capturing user feedback at the moment it occurs.
## Step-by-step setup
1. [**What is an In-App Feedback Widget**](/guides/getting-started-widget/what-is-widget/) — Understand how feedback widgets capture real-time user insights
2. [**Step 1: Configure code**](/guides/getting-started-widget/step-1-configure-code/) — Install the widget code on your website
3. [**Step 2: Set what to display**](/guides/getting-started-widget/step-2-set-what-to-display/) — Choose which sections display alongside the feedback form
4. [**Step 3: Customize appearance**](/guides/getting-started-widget/step-3-customize-appearance/) — Match colors, position, label, and language to your brand
5. [**Step 4: Voter identification**](/guides/getting-started-widget/step-4-voters-identification/) — Authenticate voters and pass customer data for segmentation
6. [**Step 5: Connect messenger**](/guides/getting-started-widget/step-5-connect-messenger/) — Get instant notifications via Slack, Telegram, or Mattermost
## Going further
- [**Best practices**](/guides/getting-started-widget/best-practices/) — Proven strategies to maximize feedback collection and user engagement
## Step 1. Configure code
*Learn how to install the feedback widget code on your website to capture user feedback at any point in their journey.*
URL: https://help.ducalis.io/guides/getting-started-widget/step-1-configure-code/
Install the feedback widget code on your website to capture user feedback at any point in their journey. Users can share feedback about bugs, features, or general product needs through an embedded button.
## Before you begin
Choose the Voting Board where you want to collect feedback via the widget.
## Copy the widget code
1. Open the Voting Board and navigate to **Embed** → **Feedback/Roadmap/Changelog widget**.
2. Click **Copy Code** to copy the code snippet.
3. Paste the script tag into your HTML `` section.
## Verify the installation
1. Enter the website URL where you pasted the widget code.
2. Click **Verify**.
A success message appears if the installation is correct.
:::warning
If verification fails, contact support via the chat.
:::
## View the widget
The feedback button appears on your website.
:::tip Alternative access
You can also configure the widget directly from the Voting Board banner.
:::
## What's next
Continue to [Step 2: Set what to display](/guides/getting-started-widget/step-2-set-what-to-display/) to customize your widget's display sections and modules.
## Step 2. Set what to display
*Configure which sections display in your feedback widget alongside the form.*
URL: https://help.ducalis.io/guides/getting-started-widget/step-2-set-what-to-display/
Configure which sections your Ducalis widget displays — choose between Roadmap and Changelog alongside the feedback form.
## Choose visible sections
The widget can display different combinations of sections. Select which modules users see along with the feedback form, and which section opens first.
1. Go to **Embed** section and select **Feedback/Roadmap/Changelog widget** stripe.
2. Find **Choose what to show** option.
Available options:
- **Feedback Form** – Always shown by default to let users submit feedback.
- **Changelog** – Shows the Feedback Form and Changelog modules. The Roadmap is hidden.
- **Public Roadmap** – Shows the Feedback Form and Roadmap modules. The Changelog is hidden.
3. Click **Save** to apply your selection.
## Set default opening section
Choose which section appears first when users click the widget button.
1. Find **What opens first** option.
2. Select the section you want to open by default.
3. Click **Save** to apply the changes.
When users click the widget, the selected section opens first. For example, if you choose Feedback form, the form appears immediately.
:::info What's next
Continue to [Step 3: Customize appearance](/guides/getting-started-widget/step-3-customize-appearance/) to make the widget match your site's branding.
:::
## Step 3: Customize appearance
*Customize widget appearance, button position, and branding. Configure background color, text color, placement, and form templates to match your brand.*
URL: https://help.ducalis.io/guides/getting-started-widget/step-3-customize-appearance/
Customize widget appearance, button placement, and branding to match your product design.
## Brand settings
Find the **Make it match your brand** section.
### Background color
Select your brand color for the feedback button background and widget interface elements.
Click **Save** to apply changes.
The widget form with the applied brand color:
### Text color
Choose the text color that appears on the button.
Click **Save** to apply changes.
### Widget button position
Control where the widget appears on your website by selecting left or right positioning.
### Button label
Customize the text displayed on the widget button.
Click **Save** to apply changes.
## Language settings
Set the language for all customer-facing modules, including the widget, Roadmap, Changelog, and emails. [Learn how to configure language](/docs/feedback-voting/voting-boards/different-languages-for-different-voting-boards/).
## Feedback form
Create templates for new Ideas based on the feedback type you're collecting (feature requests, bugs).
1. Go to **Voting Board** settings.
2. Scroll down to the **Idea Template** section.
3. Open the Idea template block.
4. Create your template.
5. Your template saves automatically and becomes available for customers.
## Widget privacy
Control who can see the widget and submit feedback: public access, sign-in requirements, domain restrictions, or email allowlist.
To change widget visibility, go to **Voting**. Expand the **Privacy** section under **Access**.
### Visible to anyone
Make your Voting Board public so anyone can browse Ideas without signing in. Voters sign in only to upvote, submit Ideas, or comment.
Turn off all privacy toggles to enable public access.
### Sign-in required
Require all visitors to sign in before viewing the widget.
Enable the **Sign in required** toggle.
### Allow specific domains
Grant access to anyone with an approved email domain.
1. Enable **Sign in required**.
2. Enable **Only Voters from the list**.
3. Enter allowed domains (e.g., yourcompany.io).
### Allow specific email addresses
Grant access to individual Voters by email address.
:::info Learn more
[Configure widget privacy](/docs/feedback-voting/voting-boards/voting-board-privacy/).
:::
## FAQs
### What widget questions are best for collecting bugs?
Example questions from the Bug Widget template:
- What steps did you take to encounter this bug?
- Which page or feature did this happen on?
- What were you doing when the error occurred?
- What browser and operating system are you using?
- Did you see an error message? If so, what did it say?
- Attach screenshot
### What widget questions are best for collecting feature requests?
Example questions from the Feature Requests Widget template:
- What would you like to see added or improved?
- What goal are you trying to achieve with this feature?
- Why do you need this feature?
- Do you have any specific ideas on how we might solve this?
For a quick 3-4 field form, use:
- **Title:** What do you want to add or change?
- **Problem:** What problem does this solve for you?
- **Use case:** How would you use this?
## What's next
Continue to [Step 4: Identify voters](/guides/getting-started-widget/step-4-voters-identification/) to configure authentication and voter tracking.
## Step 4. Voter identification
*Learn how to identify voters and pass customer data to enhance feedback collection and segmentation.*
URL: https://help.ducalis.io/guides/getting-started-widget/step-4-voters-identification/
Pass voter data automatically through the feedback widget to identify users who submit feedback. Authentication removes the need for email fields in the widget and enables better customer targeting.
Passing voter attributes can significantly enhance your ability to target specific user groups, provide personalized experiences, and segment feedback. While optional, we strongly recommend using voter identification to get the most value from Ducalis.
## Voter authentication
Use these parameters to authenticate voters:
- **email** (required): Ties received feedback to a specific user account.
- **userId** (optional): When passed, the user counts as "logged in" for targeting purposes.
- **name** (optional): User's name from your product. Displays as the voter and Idea author. Visible only to your Ducalis team inside your Board.
- **avatar** (optional): User's avatar from your product. Displays in your Board when evaluating feedback. Shows who voted and what they voted for.
- **company** (optional): Organization name for grouped accounts. Recommended for viewing Voting Board requests grouped by organization.
:::info Learn more
See how to authenticate your customers in [Single sign-on for Voting Boards](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/#configure-authentication-parameters).
:::
## Custom parameters
Add custom context data for each Voter to capture additional information like revenue, ARR, or market segment. Feedback patterns often differ based on company size, market, or customer maturity.
Use custom parameters in Ducalis to segment and analyze user feedback patterns more deeply.
:::info Learn more
See how to add custom voter parameters in [Single sign-on for Voting Boards](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/#add-custom-fields).
:::
## What's next
Continue to [Step 5: Connect messenger](/guides/getting-started-widget/step-5-connect-messenger/) to enable chat integration with the feedback widget.
## Step 5. Connect messenger
*Get instant feedback notifications via Slack, Telegram, or Mattermost to respond faster and build customer trust.*
URL: https://help.ducalis.io/guides/getting-started-widget/step-5-connect-messenger/
Connect your team messenger ([Slack](/docs/integrations/slack/notifications/), [Telegram](/docs/integrations/telegram/), or [Mattermost](/docs/integrations/mattermost/)) to receive instant notifications when feedback arrives. Centralizing alerts ensures you never miss critical customer input.
## Access settings
1. Go to **Integrations**.
2. Find the **Notifications** section.
3. Select your messenger.
## Enable notifications
1. After connecting your messenger, open **My Notifications** and **Team Notifications**.
2. Enable **Voting Boards** notifications to track feedback activity.
## Why messenger notifications matter
Every piece of feedback is an opportunity to improve. But if you don't see it in time, that opportunity vanishes.
**Without real-time alerts:**
- Customers feel ignored when feedback sits unnoticed
- Critical issues go unaddressed and escalate
- Response delays damage trust
**With messenger notifications:**
- Feedback arrives where you already work
- Quick responses build customer loyalty
- You catch problems before they grow
## What's next
Your feedback widget is now set up. See [Best practices](/guides/getting-started-widget/best-practices/) to maximize feedback collection.
## Best practices
*Build an effective feedback widget. Learn proven strategies to maximize user engagement and gather valuable customer insights.*
URL: https://help.ducalis.io/guides/getting-started-widget/best-practices/
Collect best practices for getting maximum value from your feedback widget. This guide covers proven strategies for widget design, placement, and follow-up that drive more engagement and better insights.
A user-friendly widget attracts more feedback. Here's how to create one.
## Keep the form simple and short
- Ask targeted questions to get specific information from users
- Use simple rating scales (1-5 stars)
- Make text input optional, not required
- Avoid too many form fields by automatically passing user data with the widget
Ducalis has a customizable form with [scale options](/docs/feedback-voting/voting-boards/upvotes-and-votes-display-for-the-voting-board/) and [SSO authentication](/docs/feedback-voting/sdk/single-sign-on-sso-for-authorizing-users-on-voting-boards/) to identify users who submit feedback.
## Customize your widget
- Use colors that match your brand
- Position the floating widget button on the right or left where it's accessible but doesn't block content
- Choose the right button label—whether it's "Feedback," "Support," or "Get Help," it should match what users expect when they click
- Decide whether to show the Roadmap and Changelog alongside the feedback form
Learn more about customization in [Step 3: Customize appearance](/guides/getting-started-widget/step-3-customize-appearance/).
## Make it dismissible and non-intrusive
- Users should be able to close the widget easily without feeling pressured. A small, unobtrusive design—like a feedback button—respects their experience while remaining accessible.
- Ensure it's easily accessible and fast to use on mobile devices.
## Close the loop
- Review responses regularly. Ducalis sends you [Daily Digest emails](/docs/platform/notifications/voting-board-email-digest/) about feedback activity.
- Respond to critical issues quickly using the [commenting feature](/docs/feedback-voting/public-ideas/votes-commenting-mentions-on-ideas/#comments).
- Let users know their feedback matters—when you fix something based on their feedback, [notify those who reported it](/docs/platform/notifications/voting-board-notifications-for-voters/#status-changes).
- Send [Release Notes](/docs/release-notes/) and share your [Changelog](/docs/release-notes/how-to-create-changelog/) when you implement suggestions.
- Send notifications about the progress of each user's feedback.
## Act on the feedback
The worst thing you can do is collect feedback and ignore it. Review regularly, categorize themes, and prioritize improvements based on patterns you see.
## Common pitfalls to avoid
- ❌ Requiring too much information—reduces completion
- ❌ Blocking critical page functionality—frustrates users
- ❌ Collecting feedback but never acting on it—wastes goodwill
- ❌ Not making the widget dismissible—traps users
- ❌ Poor mobile experience—loses half your audience
- ❌ Asking vague questions—gets vague answers
## FAQs
### Can I use the feedback widget for a product management team?
Yes. You can build your roadmap based on customer insights instead of assumptions.
- Let users send you feature requests via the embedded widget to learn what's missing from your product
- After you collect feature requests, [build a product roadmap](/docs/feedback-voting/voting-boards/how-to-create-a-product-roadmap/)
- Integrate Ducalis with your task tracker to send feature requests to the backlog
- Prioritize your backlog with your team
- Share the Roadmap with your users to let them upvote the next feature to build
- Close the feedback loop with notifications
- Notify your customers about the release using announcements or the changelog
### Can I use the feedback widget for a development team?
Yes. You can simplify bug tracking and improve your QA and testing processes.
- Ducalis widget has a customizable form for creating bug reports from users
- Pass custom and user data
- Organize bugs by status
- Add labels to easily filter similar issues
- Visualize your workload with the Kanban board view
- Prioritize bugs with your team
- Send notifications to the bug reporter when you fix the issue
### Can I use the feedback widget for a marketing team?
Yes. You can gather in-context feedback throughout the user journey and collect insights to guide content strategy.
- Use the embed widget to capture in-context feedback from visitors on your marketing site, landing pages, or pricing page
- Understand what's missing on the page, what information isn't clearly visible, and identify bugs or broken links
- Integrate Ducalis with your task tracker to send requests to the backlog
- Use labels and statuses to group your feedback into categories
- Prioritize your backlog with your team
- Share the Roadmap with your users to let them upvote the next feature to build
- Close the feedback loop with notifications
- Notify your customers about the release using announcements or the changelog
## Definition & Benefits
*Discover what in-app feedback widgets are and how they help you capture real-time user insights without disrupting their workflow.*
URL: https://help.ducalis.io/guides/getting-started-widget/what-is-widget/
An in-app feedback widget helps you capture user insights at the exact moment they occur. This guide explains what feedback widgets are, why they improve user experience, and when to deploy them for maximum impact.
## What is an In-App Feedback Widget?
An in-app feedback widget is a small, interactive UI element embedded inside your software or app. It lets users share thoughts, report bugs, and suggest improvements without leaving the page they're on.
Adding a feedback widget to your site captures the full range of user emotions—frustration, delight, and everything in between—at the moment users experience them while navigating your site.
## Why Use a Feedback Widget?
Here's how in-app feedback widgets improve user experience:
- **Minimal setup effort** – The Ducalis embed widget requires minimal coding and effort on your part.
Simply copy and paste the code onto the pages where you need it — no developers required.
- **Real-time insights** – Collect real-time data to better understand customer needs.
- **Marketing value** – Use this data for your marketing campaigns.
- **Problem diagnosis** – Dig deeper into customers' problems and help retain them.
- **Higher visibility** – A branded, visible feedback button leads to more responses.
- **Lower friction** – Users are more likely to provide feedback through a simple widget than by sending an email or filling out a long survey.
- **No page navigation** – Feedback widgets don't require leaving the current page.
- **Context awareness** – Because widgets are embedded on specific pages or triggered by specific actions, you automatically know which page or feature users are referencing.
- **Build what matters** – Collecting feedback helps you build what users actually want, not what you assume they want.
## When Should You Use a Feedback Widget?
Deploy feedback widgets at these key moments:
- **After goal completion** – User completes registration, purchase, or onboarding.
- **First feature encounter** – User encounters or uses a new feature for the first time.
- **Before churn** – User is about to cancel a subscription, close their account, or abandon a workflow.
- **After support interaction** – After a support chat, help article view, or FAQ page visit.
- **During struggle** – User encounters an error message, failed action, or obvious struggle (multiple attempts, long time on page).
- **After major releases** – You release a significant new version, redesign, or feature overhaul.
## Key Takeaways
Feedback widgets are powerful tools for understanding your users, but their value depends on how you use them. Deploy them thoughtfully at moments when users have genuine insights to share, keep them simple and respectful of user time, and most importantly—actually use the feedback to make your product better.
The best feedback widget isn't the one with the most features or the fanciest design. It's the one that asks the right question at the right time and turns user insights into meaningful improvements.
Start small, measure what works, iterate based on what you learn, and remember: the goal isn't to collect feedback—it's to build something people love.