Creating and Editing Work Process Entries

Work Processes are first created by the administrator; and then they are associated to security roles, which determine the types of work processes that are available to you.

Creating and Editing Work Process Entries
To create a work process entry:

• Just as with a task, a user is assigned to a work process entry. To open the personal entry list, click the Processes tab, and click the Work List option in the left pane. If you know the type of work process entry you are creating, expand the appropriate category in the left pane (such as Administrative, Change Management, etc.), and then click the work process.
• In the right pane, click the New button  to open the work process entry edit screen.
• Each work process entry will be assigned a unique identification number. Other fields are pre-populated with default options that can easily be changed.
• Click Browse beside the Project field to open the Project List. From this list, select the project that relates to the new work process entry.
• Often the Creator and Originator is the same individual. However, in some cases one person might create the entry, but another person has actually originated it. For example, one person might find a software bug but because this individual does not have rights to create the entry, they might ask another person to create it. The person who found the bug is the Originator and the person who created the entry is the Creator. In these cases the Browse button can be used to set another individual as the Originator for the entry.
• The Priority field contains five options: Blocking, Critical, High, Medium, and Low. These options represent the entry’s level of urgency; the term “Blocking” signifies work has been completely halted due to severity of incident.
• The Days open field quickly permits the user to see how many days ago the entry was opened.
• When first creating a work process entry, the Action drop-down list is disabled. Normally, this field is used to move an entry from one state to the next. This will be discussed in more detail in section “Working With Assigned Work Process Entries”.
• The State is a read-only field that displays the progress of a work process entry through its various states. The state of a work process entry is modified by progression through predefined transitions.
• For the Deadline field, click the Calendar button  to set a specific target date for the completion of the entry.
• The fields displayed in between the general work process information and the Summary field vary according to the type of work process selected. In the Summary field, enter a brief description of the work that must be accomplished. Click Save.
• You will note that at the bottom of the screen, the three tabs: Description, Notes, and Attachment, are enabled. In some Work Process Entry screens (for example, if you select Skill Update Request) there are three additional tabs: Additional, Workaround, and Way to reproduce.
• Exactly which tabs are visible depends on the setup of the administrator. However, the purpose of each tab is simply to elaborate on the entry and the work that must be completed in order for it to be closed.
• Text can be entered directly into each field. Under the Notes and the Attachment tab, click New to insert a note or to attach a file to the entry.
• If you wish to add any comments to the work process entry, enter them in the Comments field (under the General tab).
• Once the appropriate work process entry has been completed, go to the Action drop-down list to select the next action for the work process entry. For example, if the user has worked on programming code, then the next action in the list may be “verification”.
• Once you have selected an action, click Save. The Entry History field is automatically updated with the user’s name and the type of action that was selected. Note that you cannot edit any text in the Entry History field.
• Click Save, and then Close.

To navigate between Entries:

1. From the Work Process List page, click the Tracking # of an existing Work Process entry.
2. Upon the Work Process Entry Edit page displaying note the Previous and Next links at the top page.Note: Either link may be disabled in either of the cases:
   • When the first entry in the list is being viewed, the Previous link is disabled.
   • When the first entry in the list is being viewed, the Previous link is disabled.
3. Click either the:
   • Next link to refresh the Work Process Entry Edit page and load the next item in the list.
   • Previous link to refresh the Work Process Entry Edit page and load the previous item in the list.

Exceptions with the Previous/Next links:

A.    When the My Entries,Work List or Administrator list is modified in any way (refresh, sorting, searching, changing the list view, entries in list modified, etc...) then the original list order for the Next and Previous links is lost.

• When the new list has at least 1 entry and the Next/Previous link is clicked on the Work Process Entry page, a message displays that reads “The Work Process list has been changed. Do you wish to load the first Work Process Entry in the list?”
  • Click Yes to have the page refreshed to show the first Work Process entry in the current list.
  • Click No to not have the page refreshed.
• When the new list has no entries and the Next/Previous link is clicked on the Work Process Entry page, a message displays that reads “The Work Process list is empty. At least one Work Process entry is required for the Previous/Next navigation to function.”

B.    Use of the Next/Previous links do not accommodate navigation with multiple Work Process Entry screens are open.

• When more than one Work Process entries is open, when clicking either the Previous or Next link, a message will be displayed that reads “This functionality is not supported when multiple Work Process entries are open.”