Aha! Develop | Account customization settings
Account-level settings affect your entire Aha! Develop account, including all teams and all users.
This article will explain each account setting in the Customization section. You need to be an administrator with customizations user permissions to access this section of the account settings.
Open your account settings by clicking on Settings ⚙️ Account. Click any of the links below to skip ahead:
A team is a dedicated space for members of your Aha! Develop account to plan, work, and document together. You can create as many teams as you want and individual Aha! Develop users can be members of multiple teams.
Click Add team to add a team to your account. Give it a Name and a Prefix (an abbreviation that will be used in Aha! Develop record reference IDs), then click Create team to create your team.
Once created, click on your team to move to that team's settings and add, edit, or remove its members. Click on any individual team member to edit their user permissions for any team in your Aha! Develop account.
If you are a Develop Advanced plan customer, you also have access to team lines. You can organize multiple teams under a team line to set consistent settings or coordinate delivery across a program increment.
Click Add team line to add a team line to your account. Give it a Give it a Name and a Prefix, then select the Teams that should be grouped under this team line.
You cannot change the Teams in line after you have created the team line, though you can assign a team to a different team line, or delete the team line and start over.
Once created, click the More options menu to Delete it. You can also click on your team line to move to its settings and add, edit, or remove its members.
Statuses and workflows
An Aha! Develop workflow is the set of statuses and transitions that your records may move through during their lifecycles. Because different teams' records need to pass through different lifecycles, this setting allows you to customize workflows for each team and each record type.
Use the Set defaults button to select the default workflow for each record type in your account's teams. Click Set default workflows to save your changes.
Use the filters or search bar to find an existing workflow to Clone, Edit, or Delete. Use the Add workflow dropdown to create a new workflow. You can create or adjust workflows for the following record types:
Epics (select "Features")
Requirements (select "Features")
After you have created a custom workflow, you still need to apply it to a team. Do this on a per-team level, so navigate to or Settings ⚙️ → Team → Configure, scroll down to Workflow, and click the appropriate Change workflow button. Then select your custom workflow. Click Update record workflow to save your changes.
When you first Add a workflow, select whether it should be flexible or fixed.
Flexible workflows allow users to skip steps in the workflow and do not support approval gates. They are best suited for workflows that do not follow the same steps in the same order every time.
Fixed workflows do not allow users to skip workflow steps and support approval gates.
While they are an option in Aha! Develop, Fixed workflows are not well suited to most teams' workflows. The majority of Aha! Develop users should use Flexible workflows.
To edit, add, or delete custom statuses, click into a workflow using the Edit button.
You can use Custom statuses to delineate each step of a record's lifecycle and customize their names to fit your team's vocabulary. The statuses you select here will appear in the Status dropdown on a record.
The Status category will not appear on that Status dropdown. Instead, status categories allow you to group statuses together — for example, a feature may have three custom statuses (Research, Design, and Review) that are all part of that feature's In progress lifecycle stage.
If your custom status does not match up to a status category, leave it blank.
Status categories affect features and releases:
When a release is shipped, all features with statuses not in the categories Done, Shipped, or Will not do will be moved to another release.
Any features with statuses in the category Done will be changed to Shipped.
Status colors are not just for show. If you establish consistent status colors across a team or group of teams, you will be able to skim through sets of records (such as Work Team board) to find the records that you need to address first.
Transition buttons help Aha! Develop users follow a predefined workflow. To add transitions between two statuses, click the + icon in the Transition buttons column beneath the first status. Then you can choose how the statuses should flow and add a name for the transition button.
The name of the transition appears on the button for moving between states, so choose an action phrase, such as "Start designing." It is also helpful to acknowledge the completion of a step in your flow, such as "Requirements completed."
Some record types have additional ways to customize their workflows:
Epics, features, and requirements can each have custom description templates. This lets anyone creating an initiative or an epic through the create modal (in other words, not through an import) will see the same record description text and start structuring their work the same way.
Features can also have custom types corresponding to different types of work your teams complete. The type you move to the top of the list will be the default type that your users will see when they create features using that workflow. We recommend reordering types to represent the most commonly selected types first.
Tags are a highly flexible tool. You can create tags here at the account level, let your users create tags as they work, and/or manage tags from view.
Click Add tag to create a tag and assign it a color. Your tag can include letters, numbers, or emoji.
Hover over a tag and click Edit to edit its name or color.
Hover over a tag and click the More options button, then Replace to replace a given tag with another existing one or click Delete to delete an existing tag.
If you do not want users to be able to create their own tags on a particular record type, add a Predefined tags field to that record's custom layout instead of a Tags field.
Custom fields in Aha! Develop are incredibly powerful. In conjunction with custom layouts, custom fields allow you to collect, organize, and analyze the exact information you need to make strategic decisions and complete planned work.
Use the top-level tabs to select a record type, then click Add custom field. Select from a variety of custom field types, and follow the prompts specific to your selected field type. Click the Create button to create your custom field.
Back on the Custom fields page, use the search bar to search for a field in your selected record type.
Click a Custom field hyperlink to edit it, then click Save to save your changes.
Click a Used in layouts hyperlink to open and adjust the associated layout, then click Save to save your changes.
Hover over a custom field and click the More options button to Edit, Merge, Convert, or Delete it. Merging combines two custom fields of the same type. Converting changes a custom field from one type to another. Both options help you manage your list of custom fields.
Finally, click the More options button at the top of the page to Export custom fields.
Each record type in Aha! Develop has a layout — a group of fields and how they are arranged. For each record type, you can customize a layout for the record's creation, called a Record create layout, and for the record after it has been created, called a Record view layout. You can add, remove and rearrange fields (custom or standard) to fit your team's ideal workflow, and rearrange tabs to organize those fields.
Use the top-level tabs to select a record type, then click Add custom layout to open the Custom layout builder and create a new custom layout. In the layout builder you can:
Drag fields to add, rearrange, or remove them for each layout type. You can create custom fields in the Record view layout and you can add any Extension fields that exist as a result of extensions you have installed.
Is your list of existing custom fields full of discarded and duplicate fields? In Settings ⚙️ Account Custom fields you can merge duplicate fields together or convert a custom field from one type to another.
Click and drag tabs to the order that best fits your needs.
In the Record create layout, you can mark individual fields as Required. Users will not be able to create the record using your layout until they enter information into all the Required fields.
In the Record view layout, you can mark individual fields as Read-only. You can also toggle between Detail and Drawer views. Read-only fields prevent a user from editing them from the detail or drawer views of a record.
Read-only views can still be edited through integrations, reports, roadmaps, or the Aha! API.
If you are editing an existing layout, click the Impacts link to see and click into any teams using your layout.
Click Save layout to save your changes.
Back on the Configure layouts page, use the search bar to search for a layout in your selected record type. Click a Custom layout hyperlink to edit it or click the Edit button, then click Save to save your changes. Click a Used in hyperlink to be taken to that team's Configure settings.
Finally, hover over a layout to use the Actions buttons to Copy, Edit, or Delete a layout.
Capacity planning (Advanced plan)
If you are an Advanced plan customer, you have access to account-level capacity planning settings. You can use these to set default work schedules for teams in your account, and manage sprint capacity by individual team members.
Check Enable team capacity planning to enable these settings.
On the Work schedules tab, click Add work schedule to create a work schedule that individual team members can link to. You can set the typical Working days, average daily capacity (in Hours or Story points), and add any known Non-working days like company holidays.
On the Teams tab, create capacity planning teams — then link your Aha! Develop teams to them. Any member of a capacity planning team will adopt that team's default schedule (which they can personalize).
Click on any installed extension to open it and manage the settings.
In the profile section of an extension's details page:
Click to view the extension's Repository.
Choose whether to automatically prompt users in your account to install this extension for themselves.
Click on a list of users who have permission to use the extension or who have been disabled.
In the Contributions section of an extension's details page:
Click on any contribution to see its code.
For extensions that provide a webhook contribution, this is where you can find that URL. You can also see incoming requests to that URL so you can debug issues with your extension
It is all too easy to accidentally delete something. The recycle bin shows you:
Recently deleted teams.
Records that have been recently deleted.
You can see when and how the deletion occurred and which Aha! Develop user deleted it. Click the Restore button to recover anything deleted by mistake.
The recycle bin will show you records and teams that have been deleted within the last seven days.