How to Manage the Backlog Board

Introduction

This article shows you how to manage the Backlog Board in Easy8. You will learn how to use columns, refine PBIs, split larger features, and use colors, emojis, and filters. These tools help prepare a clear and valuable backlog ready for upcoming sprints.

Target Audience

User

Prerequisites

A project with Scrum or Kanban enabled
The Agile plugin activated
A Backlog Board linked to your project
Correct trackers configured (Administration → Trackers → Enable “Product backlog board” for selected trackers)

How to Manage the Backlog Board

Step 1: Open and Understand the Columns

The Backlog Board includes these columns:

Inbox – Initial collection of ideas, tickets, and features
To Refine – Items ready for refinement and discussion
Refined – Items that are ready for sprint planning

📌 You can drag and drop items between columns or to the bin to remove them.

Step 2: Add a New PBI

Use the plus (+) icon in any column
Fill out the item title and relevant data

💡 Good practice: Add items in the Inbox first, then refine them with your team.

Step 3: Refine and Split PBIs

Open a PBI and click Split to break it into smaller items
Smaller PBIs help with better estimation and smoother sprint planning

🔍 Refinement includes adding acceptance criteria, clear descriptions, and estimates.

Step 4: Use Sticky Notes and Templates

Inside a PBI, go to the Sticky Notes tab
Use a template (e.g., Bug or Feature) to quickly insert structured notes
Sticky notes help break down the solution into clear steps

📌 Sticky notes can represent the Definition of Done (DoD) and support daily work.

Step 5: Estimate and Visualize

Add time or story point estimates
Use colors or emojis to label urgency, complexity, or type:

🐞 for bugs, ✏️ for enhancements, 🟢/🔴 for importance

Customize each card for easier recognition

🎨 Changing colors and icons improves visual clarity across columns.

Step 6: Filter and Sort

Use filters to find PBIs by:

Assigned user
Priority
Status
Tracker

Sort by created date or status to keep work organized

📌 Filtering helps when the backlog grows large or involves multiple teams.

Conclusion

The Backlog Board helps Agile teams organize, refine, and plan work efficiently. By using Inbox → To Refine → Refined flow, teams can prepare clear PBIs for sprint planning. Use filters, sticky notes, split, and color coding to streamline your workflow and collaborate better.