Tracked Recommendations: Manage Work in Kanban
Overview
The Kanban Board turns prioritised recommendations into tracked work. It preserves the recommendation context while your team moves the item from prioritisation through delivery and organizes related work into optional swimlanes.
Where to find it
In the Spotto Portal, go to Tasks -> Review -> Kanban Board.
The page is access-controlled. View access lets you inspect tracked work; manage access is required to change workflow state or board organization.
Add work to the board
- Open Recommendations.
- Open a recommendation and select Prioritise.
- Go to Tasks -> Review -> Kanban Board.
- Find the new card in the Prioritised lane.
Cards retain a snapshot of the tracked recommendation so the board can continue to show the selected work even when the recommendation is not present in the latest detected data. In that case, some card details can come from the saved snapshot rather than the latest recommendation dataset.
Move work through the lanes
The board uses four workflow stages:
- Prioritised
- To Do
- In Progress
- Completed
Drag a card between columns to change its stage. You can also reorder cards within a column. Spotto saves both the workflow stage and the card order.
Completed means the board workflow is complete. It does not prove that an Azure change was implemented or validated.
Completed work is limited to recent items by default. Change the time filter when you need to review older completed cards.
Organize work with swimlanes
Custom swimlanes group work into delivery packages, teams, customers, or other planning contexts. The board always keeps an Unassigned swimlane for cards that do not belong to a custom lane.
With manage access, you can:
- Rename a custom swimlane.
- Reorder swimlanes.
- Delete a custom swimlane.
- Move cards between swimlanes.
Deleting a custom swimlane moves its cards to Unassigned. It does not mark the work complete.
Filter and inspect tracked work
Use search and the available filters to narrow the board by:
- Category
- Impact
- Ticket connection
- Recent or all tracked work
Open a card to review the recommendation details. Cards can show scope, affected-resource count, estimated savings, score, comments, and an external ticket when those values are available.
Share or export work
From a card, use Share to send the recommendation through an available company channel. The tracked board recognizes tickets from Jira, Autotask, Halo, and ConnectWise.
Where recommendation export access is enabled, a swimlane can be sent to the Statement of Work workflow. Review the resulting scope in Statement of Work before treating it as a customer-ready document.
Remove work from tracking
Use the card menu to unprioritise a recommendation. This removes its tracked workflow item from the board; it is not the same as completing the card or dismissing the recommendation.
Troubleshooting
A prioritised recommendation is not on the board
What you're seeing: The recommendation is prioritised, but no card appears.
Likely causes:
- The selected company or subscriptions do not match the recommendation.
- A board filter hides the card.
- The prioritisation request did not complete.
How to fix:
- Clear search and filters and select All tracked work.
- Confirm the board is in the same company and subscription context.
- Reopen the recommendation and confirm its prioritised state.
A card cannot be moved
What you're seeing: Dragging a card does not save its new stage or swimlane.
Likely causes:
- Your role has view access but not workflow management.
- The save request failed.
How to fix:
- Refresh to restore the last saved board state.
- Ask an administrator to check your tracked-work permission.
- Retry after any temporary service error clears.
A completed card disappeared
What you're seeing: A card moved to Completed is no longer visible.
Likely cause: The default time filter shows only recent completed work.
How to fix: Change the time filter from recent work to all tracked work.