Getting started with Yuuflow.

14 Feb, 2020

Getting started with Yuuflow

Yuuflow is a Project Management platform that has been designed to helps teams plan, track and visualise their work. The aim of this article is to provide the reader with an introduction to the fundamentals of Yuuflow and to act as a quick-start guide for anybody looking to get started with the platform.

This article will reference terms used as part of agile methodologies used within the sofware development industry but it's worth pointing out that the same principles can be applied for any type of organisation or team.

One of the cool things about Yuuflow is how customisable it is.

Tom founder of Yuuflow.

Item Types

Item Types are the "things" or "items" that you can create in Yuuflow. For example, the following could be defined as an Item Type:

  • Project
  • Epic
  • User Story
  • Bug

Or a more generic configuration not concerned with agile development might look like:

  • Project
  • Milestone
  • Task

Yuuflow Administrators are able to configure Item Types by choosing the Item Type Settings menu item from the User Profile menu.

Item Type Settings

By default Yuuflow comes with the following Item Types already configured:

  • Project
  • Epic
  • User Story
  • Bug

The Item Type Settings screen allows Administrators to Create, Edit or Delete Item Types, Edit and Re-order the Workflow States associated with Item Types and change the order that Item Types appear within the platform.


Once you've defined the types of items you need you can start creating them! To create a new Item click the (+ Item) button located on the left of the header bar. Choose the type of item you wish to create, enter a name and click Add or Add & Open.

Clicking Add & Open will create a new item and automatically launch the item designer window.

The Item Designer Window is where you can Edit and Plan the details of the work that needs to be completed. For example, if I was creating a new Project I would choose a name, change the State of the Project to Design, write a descriptive overview including any objectives, and finally assign appropriate users who will be working on the Project.

Item Designer Window

We're a software development team so our next job is to decide what Epic's constitute this Project. An Epic is an agile development term that's used to define a large piece of work that will be broken down further into User Stories. Other industries may use different terminology such as Milestones or Subproject. Not all teams will need this additional layer of abstraction, especially if your project is smaller in size, in which case you might just use Projects and Tasks. Other teams may need to break the Project down even further. This is the beauty of Yuuflow as it allows you to structure your Projects or Work the way that makes sense to your team and organisation.

To add Epics to our Project we will select the Items tab from the Project's Item Designer Window, click the Add button and choose Epic. Type a name for the Epic and click Add. Once we've added all our Epic's we can click them to open the Item Designer Window for the Epic where we can follow the same process in defining our Epics.

Item Designer Windows Items Tab

* A quick tip - to navigate back to the Parent Item quickly you can click the link to the parent in the Item Info section on the Item Designer Window.

Item Info Section

Repeat this process for defining all Epics and User Stories.


All Items in Yuuflow have the following fields:

  • Estimate (used to record a time estimate in hours)
  • Percentage Complete

These fields a generally set against the most granular Items within the Project structure so in our case User Stories. This is because, by default, Items with Children (or Parent Items) automatically inherit a computed value of the aggregate of all it's children. Providing these values are set and are kept up to date by the team members working on the Items we are able to clearly see the progress made and total estimates at each level of the Project. In our case Project, Epic and User Story levels.

Tracking Progress


A view (either List or Board) is a visual representation of the Items added to Yuuflow and can be customised using the View Edior screen. By default Yuuflow comes with the following Views:

  • Projects - List View of all Projects grouped by Workflow State
  • User Stories - List View of all User Stories grouped by Workflow State
  • Backlog - List View of all User Stories and Bugs currently in the Backlog Workflow State
  • Kanban #1 - Board View of all User Stories and Bugs which has columns for the following states:- To Do, Blocked, In Progress, Code Review, Done

The above default Views are just examples of some of the power and flexibility of Views.

To create a new View click the Add View button in the left navigation bar and choose either List or Board. Upon selecting the type of View you are presented with the View Editor window where you should enter a name and a description for your new View.

The following options are also available to ensure your view is filtered correctly and only shows the Items that are required:

  • Item Types
  • States
  • Tags
  • Parent Item

After you've configured your View click Save.

Your new View will be added to the left navigation window and is available to all users within the system.

Board View

As you can see Yuuflow offers virtually unlimited flexibility and ease of use to organise any team for any purpose.

To find out more about the platform or to arrange a demo please contact us and we'll be happy to assist you.