Manage tasks using the Visual Task Board

  • Release version: Yokohama
  • Updated January 30, 2025
  • 4 minutes to read
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    Summary of Manage tasks using the Visual Task Board

    The Visual Task Board (Kanban view) in ServiceNow enables Major Security Incident (MSI) Managers to efficiently track and manage all tasks related to major security incidents. It provides a visual, step-by-step process to move task cards through various stages such as Draft, Assigned or Ready, In Progress, and Closed. An integrated activity stream on the board allows easy tracking of task updates and changes.

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    This functionality requires the snmsi.workspacemanager role and the separate installation of the MSIM VTB Task Card: 1.0.1v app after the MSIM app is installed.

    Create a Task

    • Navigate to Workspaces > Major Security Incident Management > Major Security Incidents, select the Lists view, and pick the relevant incident.
    • Go to the Tasks tab and switch to Kanban view.
    • Select New task, then fill out the form fields including Title, Due Date, Description, Priority, State, Assignment Group, Assigned To, Affected Assets, and Affected Users.
    • Some fields such as Task Number and Incident Number are auto-generated and read-only.
    • Click Create to add the task to the board.

    View and Modify a Task

    • Access the task via the Kanban view in the relevant major security incident’s Tasks tab.
    • Select a task card in any lane (Draft, Assigned or Ready, In Progress, Closed) to open its details.
    • Edit fields like Title, Due Date, Description, Priority, State, Assignment Group, Assigned To, Affected Assets, and Affected Users as needed.
    • Use the Activity section to add or view work notes, comments, and other activity details, with options for private posting and additional comments.
    • Click Save to update the task instantly.

    Delete a Task

    • In the Kanban view, select the task card to delete.
    • In the task pop-up, choose Delete and confirm the deletion.

    Why This Matters

    This capability streamlines task management during critical security incidents by providing a clear, visual workflow that enhances collaboration and accountability. The Visual Task Board helps MSI Managers and responders quickly create, update, and track task statuses and related activities, improving incident response efficiency and communication.

    Track and manage all the tasks associated with a major security incident using the Visual Task Board (Kanban view).

    You can use the Visual Task Board to move the cards in a step-by-step manner between lanes like Draft, Assigned or Ready, In progress, and Closed depending on the status of the tasks. An activity stream on the board displays recent activity to track task changes easily. You can add task cards from any table that extends Task to quickly track updates and edit major security incidents directly from the board.

    Create a task using the Visual Task Board

    Role required: sn_msi.workspace_manager.

    Note:
    Make sure you have installed the MSIM VTB Task Card: 1.0.1v app separately after installing the MSIM app.
    MSI Managers can create a task in the Visual Task Board using the following steps:
    1. Navigate to Workspaces > Major Security Incident Management > Major Security Incidents.
    2. Select the Lists view.
    3. Choose the required major security incident record.
    4. Select the Tasks tab.
      Figure 1. Create a task using the Visual Task Board
      Create a task using the Visual Task Board
    5. Select Kanban view, and choose New task.
    6. On the form, fill in the fields.
      Field Description
      Number A unique number that is automatically generated for the selected task. This field isn’t editable.
      Incident Major security incident number. This field isn’t editable.
      Title Provide a name for the task.
      Due date Select a due date and time for the task to be completed. Select a date using the Calendar option and specify the time on the Select Time section.
      Description Provide a unique description for the task.
      Priority Select the priority of the task to determine when the task is performed. The priority can be one of the following values:
      • None
      • 1-Critical
      • 2 - High
      • 3 - Moderate
      • 4 - Low
      • 5- Planning
      State Select the current state of the task. The state can be one of the following:
      • Draft
      • Analysis
      • In Progress
      • Closed

      The default state is Draft.
      Assignment group Select an assignment group of the user to assign the task using the search option.
      Assigned to Select the user to assign the task using the search option.
      Affected assets Select the affected assets by the task using the search option.
      Affected users Select the affected users by the task using the search option.
    7. Select Create to create the task.

    View and modify a task using the Visual Task Board

    Role required: sn_msi.workspace_manager.

    Note:
    Make sure you have installed the MSIM VTB Task Card: 1.0.1v app separately after installing the MSIM app.
    MSI Managers can view the details of a task and activity information from the MSI Responders, and modify a task in the Visual Task Board using the following steps:
    1. Navigate to Workspaces > Major Security Incident Management > Major Security Incidents.
    2. Select the Lists view.
    3. Choose the required major security incident record.
    4. Select the Tasks tab, and choose Kanban view.
    5. Choose the desired Task card in one of the lanes to view the details of the task.

      The Task card can be in one of the lanes: Draft, Assigned or Ready, In progress, or Closed.

    6. On the Task info section, you can modify the following details:
      Field Description
      Number A unique number that is automatically generated for the selected task. This field isn’t editable.
      Incident Major security incident number. This field isn’t editable.
      Title Provide a name for the task.
      Due date Select a due date and time for the task to be completed. Select a date using the Calendar option and specify the time on the Select Time section.
      Description Provide a unique description for the task.
      Priority Select the priority of the task to determine when the task is performed. The priority can be one of the following values:
      • None
      • 1-Critical
      • 2 - High
      • 3 - Moderate
      • 4 - Low
      • 5- Planning
      State Select the current state of the task. The state can be one of the following:
      • Draft
      • Analysis
      • In Progress
      • Closed

      The default state is Draft.
      Assignment group Select an assignment group of the user to assign the task using the search option.
      Assigned to Select the user to assign the task using the search option.
      Affected assets Select the affected assets by the task using the search option.
      Affected users Select the affected users by the task using the search option.
    7. Select the Activity section to view the activity details from the MSI Responders.

      Use the Activity section to add your work notes and comments, and post your activity privately and also add additional comments as required using the Compose section. Save the activity after you post your work notes and comments to view the added activity or worknotes in the Activity section.

      Figure 2. Activity section on the Visual Task board
      Activity section on the Visual Task board
      Note:
      Select the Show more details link to view the details of a specific security incident record, which is associated with that major security incident.
    8. Select Save to update the task information.

      The task information gets updated instantly.

    Delete a task using the Visual Task Board

    Role required: sn_msi.workspace_manager.

    Note:
    Make sure you have installed the MSIM VTB Task Card: 1.0.1v app separately after installing the MSIM app.
    MSI Manager can delete a task in the Visual Task Board using following steps:
    1. Navigate to Workspaces > Major Security Incident Management > Major Security Incidents.
    2. Select the Lists view.
    3. Choose the required major security incident record.
    4. Select the Tasks tab, and choose Kanban view
    5. Choose the Task card that you want to delete.
    6. In the Major security incident task pop-up, select the Delete option.

      The Delete task pop-up appears requesting you to confirm the deletion of the task.

    7. Select Delete.