You can add multiple workitems if the eForm is configured to add multiple instances. Some eForms may not, for example, the Effort Estimates where you can create and edit just one Effort Estimate instance. Refer to the Number of Instances option in Adding an eForm help for more information.
Adding a Workitem
All workitems related to a feature display an Add icon on the toolbar in the List view. Click the Add icon.
The workitem view appears displaying a few sections -Details (which appears by default if it is set in the eForm) and Workflow (if Workflow is configured when creating the eForm). The sections appear either in tabs or tree structure as configured in the eForm.
Details is a standard section. Enter information in text boxes or select values in lists.
Workflow, which is also a standard section, displays various workflow stages for the workitem to be routed through. To assign resources in the workflow, select the member in the Members list for the required stage in the queue. For further information, see Adding the Workflow Details page.
Click the Save button at the bottom of the view. In some workitems, you will see Save and Add New (after saving the current item, opens new item for adding) or Save and Close (after saving, returns to the List view).
On saving, other common will appear, based on the eForm configuration such as:
- Comments: You can add comments for the item and view comments entered by various team members. However, you can only edit the comments that you entered. Every comment has a time and date stamp for it. Thus, you can track the comments and the progress of the items in the chronological order. See Adding Comments for a Work Item for help on adding comments.
- Previous Versions: As and when an item is modified, you can view the previous versions and also the differences in the versions for an item. See Viewing the Previous Versions for an Item help on how to track version differences.
- Activity Log: The Activity log displays a list of activities performed on the item. It is in the read-only view and appears in the format: <Activity> by <User> DD-Mon-YYYY HH:Min:Sec. For example, ‘Item initiated by John Smith on 05-Apr-2010 10:36:38’.
- Attachments: You can add documents, image files, spreadsheets up to 10 MB in size. These attachments can be overwritten, deleted, and downloaded. See Managing Attachments in a Work Item help for more details.
On clicking the Reset button, the values entered will be deleted and you can re-enter information.
On clicking the Cancel button, the item is not saved and you will return to the previous page.
After you save the newly created item, open the item from the List view. Additional default and custom sections appear, some of which may be configured to capture more specific information. Enter information and save.
For items displaying any custom sections, enter and select values.
Other alternatives to add workitems:
- You can also add workitems from the workitem view, i.e. if you already have an item open, you can click the Add icon on the toolbar.
- In the List view, add multiple workitems at a time using the Multiline Add option.
You can add multiple items at a single go using the Multiline Add feature option. The List view appears in a grid view where one row represents one workitem. You can add details in the rows and save just once after you are done. Thus, you can save time on adding every item and saving, Enter required details in the grid view and save after you have finished adding the workitems. Moreover, you can also define the workflow of the workitem.
You can add maximum 50 work items at a time.
Go to the required feature, for example Defects.
Click the Multiline Add icon on the toolbar of the List view. The Defects view appears in a grid view with blank rows. It displays all fields as columns, including the fields in other sections that are of Field Type Segment. The mandatory fields are indicated by the asterisk on the column headings.
Enter and select values in the cells for the work item you want to add. Select team members in the Workflow columns, which display default value as ‘Unassigned’.
After you have added new item details, click the Save button at the bottom of the view.
Tip: Press the Tab key to move to the next column quickly.
To remove a workitem before saving, click the required workitem and then click the Delete icon on the toolbar.
After saving, the Status window displays the count of items successfully added and failed, if any. On clicking the Return button, the Multiline Add view changes back to the List view.
Modifying a WorkItem
To modify a workitem, click the workitem in the List view which opens the item in its Detail view. The standard sections appear along with the custom sections, the details for which you can view and modify.
Make your changes to the Details, Workflow, Attachments, and the custom sections, if exist. If required, add comments. To modify comments that you added, click the comment, edit and click Submit.
Click Save to save the changes to the work-item.
To go to the previous item from the current work-item, click the Navigate to Previous workitem icon available along with the Route and other buttons. To go to the next item, click the Navigate to Next workitem icon.
You can edit multiple workitems at a single go, using the ‘Edit’ mode. The List view changes to an editable grid, where one row represents one workitem. You can edit details in the rows and save just once after you are done. Thus, you can save time on editing and saving every item.
The grid view displays the columns set in the Table view, so only those will be editable. You can reset the Table view to edit field values for required columns. See Creating Table Views help for more on resetting the columns.
Go to the required feature, for example, Defects.
In the List view, select the items to be edited by clicking in the corresponding check boxes.
Click the Open in Edit Mode icon on the toolbar of the List view. The view appears in an editable grid layout. It displays all fields as columns, including the fields in other sections that are of Field Type Segment. The mandatory fields are indicated by the asterisk on the column headings.
Enter and select the new values in the cells for the workitem you want to edit.
After you have edited new item details, click the Save Edited Grid icon on the top to save the changes. After you are done, click the Switch Normal Mode icon. The grid changes back to the normal List view.
After saving, the Status window displays the count of items successfully edited and failed, if any. On clicking the Return button, the Multiline Add view changes back to the List view.
To delete a workitem, in the List view, select corresponding check boxes for the required item, and then click the Delete icon on the toolbar. In the Confirmation window, click OK to confirm and proceed. The item will no longer be available and will not appear in the list.
To delete the instance of a Workitem, ensure that the time entered against it is removed.
You cannot delete an item if it is being used in any of the project in the current organization.
When a sub-organization is created, then all the standard eForms as well as the items are copied to the sub-organization from the parent organization. In such a case, the item in the sub-organization can be deleted even if it is used in the parent organization.
You can also delete a workitem from the Detail view of the workitem. Select the item in the List view and in the Detail view, click the Delete icon.
To delete multiple workitems, select the check boxes for the required workitems in the List view and click the Delete Selected item(s) icon on the toolbar.
eForms set with Flat View with Container as List Type lists eForm instances which can be grouped into folders. It helps easy retrieving of items organized into related folders. An example of such type of eForm is the Documents eForm. You can create a Hierarchical Tree Structure on the left pane of the two-pane window. You can have folders that can contain sub folders and workitems. This view allows to create folders for organizing data more conveniently using the features such as, sorting, reordering of folders, and moving to different sub-folders.
To add a work-item, click the Add icon on the toolbar and when adding details, also select the folder in which you want to create the work-item.
To organize workitems into folders, see the following sections in this topic:
You can add a folder or a sub-folder to organize related items which allow easy access to the items.
To add a folder/subfolder to organize workitems:
- Go to the List view in which you want to add a folder or a sub-folder.
- From the toolbar of the left pane i.e. the Folder List pane, select the root folder or a sub-folder, if exists, and then click the Add New Folder icon.
- In the Add Folder window, type the folder name. If you want to select any other folder, select the folder from the Create Folder In list.
- Click OK. The new folder or sub-folder is displayed in the left pane of the Folder List pane.
You can now add work-items in a folder by selecting the folder and then clicking the Add icon on the toolbar. If you want to save the work-item in a different folder, from the Detail view of the work-item, select the folder in the Save In the list on the toolbar.
To modify the existing folder properties in a work-item:
- Go to the List view and select the folder in the Folder List pane, for which you want to modify the properties.
- From the toolbar of the Folder List pane, click the Edit Current Folder Properties icon. The Folder Properties window displays the following details:
- Folder Name: Change the name of the folder if you want.
- Created By: The user who created the folder.
- Date Created: The date when the folder was created.
- Contains: Number of sub-folders in the folder.
- Folder Location: The hierarchy indicating the location of the folder.
- Move Folder to: Select a different folder into which you want to move the current folder.
- Reorder Sub Folders: Reorder the sub-folders in the current folder, if exists. Select the folder in the list and click Up or Down, as required. To simply sort the sub-folders in the ascending order by their name, click the Sort List by Name button. The Folder List pane lists the sub-folders as set in the Folder Properties window.
- Click OK to save the changes made.
If you created a folder and you no longer need it, you can delete the folder.
If the folder contains sub-folders and items that you need, you can to move them to other folders using the Move Folder to option in the Folder Properties window.
To delete a folder in the List view:
- In the Folder List pane, select the folder you want to delete.
- From the toolbar of the Folder List pane, click the Delete Current Folder icon. If the folder contains sub-folders and items, a message is displayed for confirmation, click OK to delete the contents within.
Select the folder In the Folder List pane, where the workitem is created. on the right pane displaying the List view, select the corresponding check box for the workitem to be deleted and click the Delete icon on the toolbar. Click OK to confirm.
Copying a WorkItem
You can create a copy of the work-item, where the details of the workitem is copied along with the attachments, except the workflow, traceability, and baselines.
Closing and Reopening a WorkItem
You can close a workitem before the workitem undergoes all stages in the workflow and closes automatically. A workitem can be closed when you do not want any updates to happen for the workitem, team member to work on it and subsequently enter time for it.
To close a workitem, go to the workitem from its List view, and click the Complete button. Note that in a closed workitem, all the fields of the workitem are shown in the read-only view. Also note that in its List view, the status of that particular requirement is displayed as ‘Closed’.
If you have decided to resume work on a closed workitem, you can reopen the workitem and make updates to it. Work can start from the required workflow stage i.e. the assigned team member in that workflow stage can work and enter time for it. To reopen a workitem, go to the workitem from its List view, and click the Reopen button. Select the workflow stage in the list and click OK to proceed.