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Jackal Software Pty Ltd

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BugAware v7.0
Bug Tracking Software User Guide

Jackal Software Pty Ltd

User Guide Contents

2. Administration

From the administration menu you can add and edit users and set up every aspect of BugAware including systems, components, status, task types and urgency.

To begin the setup of your new BugAware installation, navigate to your new BugAware homepage and log in as :

User: admin@bugaware.com
Password : bugaware

Login to BugAware

2.1 Users

a. Managing Users

Users can manage their own user record by clicking on the [Account] menu. A system administrator can manage all user records as well as their own by using the Administration menu. An administrator is no different to any other user in the system except they have a role in which the System Administration attribute is set. As this is the default BugAware user, it is best to setup your BugAware administrator now. Click on the [Admin] menu.

Manage Users

Modify the default Admin user and enter your own details.

Enter your First Name, Last Name, Email Address, phone extension (optional) and set a new password. You will notice that you are unable to change your Role, because there must be at least one user with administration privleges in the system. You will also be unable to select a Manager, as there are no other users with the Manager role.

After you have finished setting up your user, click on the Save button to update your user record.

To begin creating new users, click on the [New User] menu option. From here you can create users with any of the default roles including Administrators, managers or standard users. You will notice that users with the Team Manager attribute will begin appearing in the Manager list box. You will be able to assign one or many of these users as managers of any other user in the system. Assigning a manager to a user allows that manager to view and modify the tasks of that user. See Team Tasks later in this document.

There are ten attributes that can set on a user record.

Default to Support Queue: Select the Support Queue Tab by default when you navigate to My Tasks.
Site Index: Display the side navigation frame.

You can set whether a user receives BugAware Alerts, the Daily BugAware summary alert and for Team Managers you can set whether they receive alerts associated with their team members.

The task display can also be customised per user. You can set whether My Tasks (tasks assigned to the user), My Bugs (Tasks created by the user) or both are displayed. A saved search can also be set to be displayed by default when the user logs into the system.

b. Managing Roles

The BugAware default installation comes with three predefined user roles. You can however, create as many different roles as you wish, as long as at least one role has System Administration privleges. Roles enable you to sort users into various groups and allows you to modify attributes of those groups collectively. You can set various system attributes such as system adminstration, team management, global searching and read only access. You can also restrict which Systems and Components a particular role has access to.

Manage user roles

System Administrator : This gives a user access to the Administration menu in BugAware, giving them complete access to the customization and user management features.
Team Manager : Users with this attribute appear in the Manager drop down list in the User Management screen. A new menu item will also appear called Team Tasks, allowing users to view the tasks of users that have them selected as their manager.
Support Queue : Enables the Support Queue tab for users with this role. Select this attribute for teams that require shared access to tasks.
Edit Fixed Fields : This attribute will allow a user to modify system fields against a task they have access to. Fixed fields that are not normally editable are task name, system, component, version and description.
Search all tasks : This attribute allows users to search across the entire bug tracking software database. If this is unchecked, the user may only search tasks that are associated with themselves, a system or component they are the default owner of, or tasks that are associated with the team that they are a member of.
Read Only : This attribute prevents a user from modifying any attribute of a task. The user will have read only access to the system which is a useful feature for users who may only need to view the progress tasks.
Guest : This attribute offers restricted access to the system. A guest can only create bugs, and will not appear in user lists for tasks to be assigned to them. Guests cannot assign a task to a specific individual, they can only create tasks for the default owner of a given system or component. A guest user will only see the My Bugs view, and may not alter the task display setting in their account record.
System Access :Clicking the Set System Access button opens a new window allowing you to select which systems and components the selected role has access to. This is a good way to separate groups of users into teams that only have access to specific projects. You may wish to use this feature also to restrict external clients to only be able to view tasks from relevant projects.

Control user access

c. User Groups
User groups allow you to identify which users have access to a specific support queue.

Control user access

To create a support queue;
1. Create a user account in which the groups tasks will be assigned to by default. This does not need to be an actual user, just a "place holder" for incoming tasks.
2. Create a role which will be used for Support Staff and select the "Support Queue" attribute.
3. Assign this role to the users which require access to support queues.
4. Create a user group and set your support user account as the "Support Queue Account"
5. Click on the "Set Group Members" button and select your group members.

You may want to set a the default owner of a support project or system to the newly created Support User account. You can also associate a mailbox with this user, so all incoming support emails are processed automatically and assigned to the support queue. See external user access.

d. Migrating User tasks
To migrate all tasks from one user to another, or a set of tasks from one user to another, use the Migrate User tool. You may wish to do this to move batches of tasks from one user to another or when a user may leave the Company. You can choose whether you want to move tasks created by, or owned by a user from one user to another. You can specify a group of specific tasks by entering the task ids in a comma separated list.

2.2 System

a. Administration
The System Administration menu provides an interface to all of the customizable aspects of the bug tracking software. From here you can define systems and components, task types, statuses and urgency. You can even define your own custom fields against each system or component that you setup. Each label in the System Administration screen displays a helpful tool tip. To view the tool tip, simply move your mouse pointer over the label.

To begin, navigate to the [System Configuration] menu under [Admin].

b. BugAware configuration
This screen defines the system wide variables used in our bug tracking software.

Configure Bug Tracking Software - BugAware

Organization name : If you wish to brand your bug tracking software for your organization, enter your company name here. The BugAware toolbar will display "BugAware for " your company name.
Language : BugAware provides multi-linugual support. Select which language you want BugAware displayed in. If you wish to add a new language to BugAware, please
contact us and we'll provide you with a language template to translate the English Phrases.

BugAware homepage URL : This is the url defined by IIS that your users will use to navigate to the BugAware system. For example http://ourcompanyintranet/bugaware/. This url will be used when generating email alerts, so users can open a task from the hyperlink in their email.

BugAware can use your own mail server to send email alerts. Simply enter your mail server details including an authenicated email account username and password.

Alert email address : The email address that your email alerts will be addressed from. If you wish to allow your users to be able to reply to this email address then you will need to enter a valid email address here.
Mail Type : BugAware supports both HTML and plain text email alerts. The HTML alerts are formatted and are recommended.
Mail Server : The Mail server that BugAware will use to send email alerts.
Email Account : A valid email account on your mail server - usually an email address.
Email Password : Your email account password.

c. Systems / Project Configuration
These are your company systems, projects or products for which you wish tasks to be assigned under.

Configure systems and components

Each system can contain one or many components. To add components to a system click the [+] icon to expand the system view. In the above example, Company Intranet has been expanded to allow components to be added.
Owner : The default owner of a system or component. If no user is selected when creating a task, the default owner of that system/component will be assigned.
Track : Track Changes. When this flag is set, automated system messages will be added to a task thread when the status, urgency or owner of a task has changed.
Status : A system can be active, disabled or archived. An Archived system is one that users can assign information to, but the tasks do not appear in users task lists. The information stored against these types of system can be searched on and reports can be generated.
Default : This flag determines the default system or component when creating a new task. Systems and components are ordered alphabetically, but you can decide which system or component will be selected as the default in a drop down list.
Inherit : Inherit. This flag is set by default against a component. Components with this flag set will inherit the custom fields defined at the system level. If you uncheck this flag, the components custom fields will be used if defined, otherwise the default BugAware fields will be used.

d. System fields

System fields can be hidden from tasks at the system and component level. In the Custom Fields screen, accessed by clicking on the "fields" button under System Configuration, you can define which system fields are displayed. You can also define the default values for both system and custom fields by clicking on the Default button on the System Configuration screen. All systems and components that do not have their own system and custom fields defined will inherit the values defined at the default system level.

Customise fields per system and component

e. Custom fields
Systems and components can have their own set of custom fields. When you create or edit a tasks, depending on which system or component is selected, you can present a set of specific custom fields to your users.

Configure custom fields

BugAware supports up to ten custom text and list fields per system/component combination.

Rank : The order in which the custom field will appear in task and search screens.
Label : The name of the custom field.
Description : This description will be used when describing the field in the new task screen.
Active : You can disable custom fields by unchecking this box.
Required : If you wish to force a user to enter a custom field, you can make it mandatory.
Search : This flag determines whether the custom field is available for searching in the search screen.

The two custom lists are seperated by a line on the Custom Fields screen. To add new values to the custom list, simply type in a value next to the Value label and hit save. To remove a value from the list, select the value and click on the [Remove] link.

f. Task Attributes
The attributes of a task are used to define its workflow. You can customise the task status, type and urgency system wide and at an individual project or component level.

Configure task statuses

There are three predefined statuses that cannot be customized. These are New, Closed and Reopened.

Rank : The "Rank" field determines the order in which the status will appear in drop down lists.
Completed : This sets the status type to "complete". A task with a Completed status will be shown as complete in BugAware email alerts.
Closed : This flag will treat that task as closed and move the task to the Task History for the task owner. The task will remain in the task creators task list, until they have verified and closed the task. By default, tasks remain in both user lists until the task has been closed.
Comment Required : This flag forces the user to enter a comment when selecting this status.
Negative of : This column allows you to set a status to be the "negative" of another status. This gives the task creator a way of responding negatively to a given status. For example, you may create a status called Complete and another status called Incomplete. By setting the Incomplete status to the negative of Complete, the task creator can either accept and close the task, or respond negatively to the task status.

g. Task Type
The task type represents the nature of the task and is a system wide list. You can create as many task types as you wish and tasks can be sorted and searched by their type.

h. Task Urgency
The task urgency is how critical a task is. Color is used to visually identify a task's urgency. The color field will accept any standard HTML color code and will be represented in a graphical legend at the top of the bug tracking software application. Task urgency is also sorted by Rank, the higher the rank the more critical the urgency.

2.3 External User Access

BugAware can record and track tasks submitted by external users who do not have user accounts defined in the system. These can be submitted via a web form, or processed via email.

Configure non user external task submission

You can create as many external access points to your bug tracking software as you require. Each external access record can have its own Introduction and Task confirmation summaries. You can control the access that exerternal users have to systems and components by clicking on the "Set System Access" button. Once you have saved your external user access record, a hyperlink to the external New Task screen will be displayed. You can then publish the url to your external users and clients.

You can also associate a mailbox to an external access record. BugAware will poll an associated mailbox using the /func/processmail.vbs script which you can schedule to poll as often as you like. This feature provides a powerful way for your support team to track all incoming tasks whether created by BugAware or sent to a support mailbox. To combine this feature with a support queue, simply set the "assign tasks to" option to the support queue user account you have defined. See User Groups.

Tasks recorded by the External User Access system will behave like any other task in the BugAware system. The external user contact details will be displayed in the task description, and their name will appear against the task. External tasks will be highlighted in grey to easily identify them from standard bug tracking software tasks. External tasks will be assigned to the default owner of the selected system or component and the external user will have the ability to close the task once they have completed and manually followed up the external user.

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