Setting up work items

• 1: Create work items
• 2: Work items visibility
• 3: Creating prepopulated work items
• 4: Create new work items by copying existing work items
• 5: Create new work items by using work item templates
• 6: Create new checklists by using checklist templates
• 7: Work items Kanban board
• 8: Work items time tracking
• 9: Work items time entering

1 - Create work items

To create a work item

1. Choose the 🔎 icon, enter Work Items, and then choose the related link.

2. Choose the New action.

3. In the Title field, enter the short description that describes its purpose.

4. In the Assigned To field, enter the resource who is responsible for it.

5. In the Start Date field, enter the date which specifies its scheduled start date.

6. In the Project No. field, enter the project to which the work item is related.

   Note

   Once you enter the project which has a work process assigned, you cannot change it to the project which has a different work process assigned to it.
   • In the Project Task No. field, enter the project task, if the work item is also related to some specific project task.

7. Fill in the remaining fields on the Work Item page as necessary. Hover over a field to read a short description.

8. On the Checklist FastTab, in the Sub Work Item No. field, select the not completed work item which should be done to complete the work for this work item line.

   Leave the Sub Work Item No. field empty when the checklist line is not specifically related to any work item and in this case write what needs to be done in the Description field.

   Tip

   Select the Completed checkbox only when the Sub Work Item No. field is empty. Otherwise, the Completed checkbox will be automatically checked when the related work item is completed.

   Note

   Once the sub work item is completed, you should not remove its value from the Sub Work Item No. field, since you will not be able to select it again.

To create a recurring work item

Use recurring work items to create a series of work items that are based on a master work item. You can set the recurrence pattern, such as daily, weekly, monthly, or yearly. The system will automatically create new work items based on the defined recurrence pattern.

1. Create a work item as described in To create a work item.

2. On the Recurring FastTab, the AssistEdit for the Recurrence Pattern field lets you specify the recurrence pattern for the work item.

   Note

   The AssistEdit for the Recurrence Pattern will display an error until you enter the Start Date.

3. On the Recurrence Schedule Card, choose Daily, Weekly, Monthly or Yearly action to define the type of recurrence.

4. In Start Date field, enter the date when the recurrence should start. The default value will be based on the Start Date of a related work item.

5. In End Date field, enter the date when the recurrence should end.

6. Fill in the other fields as necessary.

7. Choose the OK button.

8. The field Series Master on work item is automatically checked.

9. The new work items are automatically created based on the chosen recurrence pattern and the number of the series master work item will be automatically entered in the Series Master Work Item No. field.

Each new work item will have the same title, description, and other details as the series master work item, but with a new start date and due date based on the recurrence pattern.

Checklist lines that are present in the series master work item, will also be copied to the new work items created from the series master. However, the checklist lines will not be linked to any other work item, and their progress will not be automatically updated based on the progress of any linked work item.

If a series master work item is modified, the changes will not be applied to the work items created from it.

If a series master work item is deleted, all work items created from it will also be deleted.

Related information

Create new work items by using work item templates

Using stages on work items

2 - Work items visibility

On role centers

On the Team Member and Project Manager role centers, under the My Work Items cue group, you can see the number of work items that are overdue to start, starting today, starting soon, overdue, overdue today, overdue soon and all mine based on your resource. Learn more about setting up your resource at To set up a resource.

On role centers on PGS

On the Accounting Manager, Line Manager, Project Executive, Project Manager and Time and Expense User PGS role centers, under the My Work Items cue group, you can see the number of work items that are overdue to start, starting today, starting soon, overdue, overdue today, overdue soon and all mine based on your resource. Learn more about setting up your resource at To set up a resource on PGS.

On projects

On the Project Card page, under the Tasks FastTab, you can see the number of work items that are not started, in progress or completed related to the task.

On projects on PGS

On the Project Plan page, under the Project Subform FastTab, you can see the number of work items that are not started, in progress or completed related to the task.

3 - Creating prepopulated work items

From the work item checklist and project tasks, you can use actions to create work items with certain fields prepopulated. The two different actions can be used depending on the source.

To create one or more work sub items from the work item checklist

This feature allows users to create a new work item directly from a checklist line. This is useful for fast generation of work items based on specific checklist line when it needs to be tracked separately.

1. Choose the 🔎 icon, enter Work Items, and then choose the related link.

2. Open a work item that is not already completed.

3. On the Checklist FastTab, select the line where Sub Work Item No. is blank.

4. Choose the Create Work Item action.

   The Work Item page opens with the following fields prepopulated:

   • Title - description from the checklist line
   • Project No. - project from work item to which the checklist belongs
   • Project Task No. - project task from work item to which the checklist belongs

5. Fill in the remaining fields of work item as necessary.

6. The new work item in automatically linked to the original checklist line by populating the Sub Work Item No. with the number of the new work item.

Creating work items from the project task

This feature allows users to create a new work item directly from a project task. This is useful for fast generation of work items based on project task and specific progress.

To create one or more work items from the project task

1. Choose the 🔎 icon, enter Projects, and then choose the related link.

2. Open a project.

3. On the Tasks FastTab, select the line.

4. Choose the Drill-down button next to one of the following fields: Not Started Work Items, In Progress Work Items or Completed Work Items.

5. Page Work Items with filtered view is opened.

6. Choose the New action.

   Tip

   Choose New only on the line which Project Task Type field is of type Posting, because work items can only be created for this type of project tasks, otherwise you can end up with a filtered view on Work Item page that is not showing the specific record until you enter the proper value in the Project Task No. field.

   The Work Item page opens with the following fields prepopulated:

   • Progress - progress based on the field from which the drill-down was triggered
   • Project No. - project from the task line
   • Project Task No. - project task from the task line if drill-down was triggered from the line which Project Task Type field is of type Posting

7. Fill in the remaining fields of work item as necessary.

To create one or more work items from the project task on PGS

1. On the Project Subform FastTab on the Project Plan select the line.

2. Choose the Drill-down button next to one of the following fields: Not Started Work Items, In Progress Work Items or Completed Work Items.

3. Page Work Items with filtered view is opened.

4. Choose the New action

   Tip

   Choose New only on the line which Project Task Type field is of type Posting, because work items can only be created for this type of project tasks, otherwise you can end up with a filtered view on Work Item page that is not showing the specific record until you enter the proper value in the Project Task No. field.

   The Work Item page opens with the following fields prepopulated:

   • Progress - progress based on the field from which the drill-down was triggered
   • Project No. - project from the task line
   • Project Task No. - project task from the task line if drill-down was triggered from the line which Project Task Type field is of type Posting

5. Fill in the remaining fields of work item as necessary.

4 - Create new work items by copying existing work items

To copy an existing work item to a new work item

1. Choose the 🔎 icon, enter Work Items, and then choose the related link.

2. Select the work item that you want to copy to.

3. Choose the Copy Work Item action.

4. Select the work item you want to copy from and choose OK button.

   The system will then populate the target work item and checklist lines with the same values as the origin.

   Note

   When using the Copy Work Item action, Progress and Stage Code fields are never copied. The target work item fields with existing values are not copied from the origin work item and the target checklist lines are recreated based on the origin checklist lines.

5. Fill in or adjust the fields of work item and its checklist as necessary if some fields are not populated in the origin work item or if their values are not applicable to this work item or its checklist.

5 - Create new work items by using work item templates

To use a template on a work item

1. On the Work Item page, choose the Apply Template action.

   If more than one work item template exists, then a page opens from which you can select a work item template. In that case, follow the next steps:

   1. On the Select a template for a work item page, choose the template that you want to use.

   2. Choose the OK button.

      You will be asked do you want to replace data in the fields or not, if some values are already entered in some fields before choosing the Apply Template action.

   3. Some fields are filled with the information from the template, as well as the checklist lines.

2. Proceed to fill or change fields on the work item as necessary. Hover over a field to read a short description.

To create a new work item template

1. Choose the 🔎 icon, enter Work Item Templates, and then choose the related link.
2. Choose the New action.
3. In the No. field, enter the unique identifier for the work item template.
4. Fill in the remaining fields on the Work Item Template page as necessary.
5. On the Checklist FastTab, enter what should be done to complete the work for the work item.

To save a work item as a template

1. On the Work Item page, choose the Save as Template action.
2. The Work Item Template page opens showing the work item as a template.
3. Fill in the fields as necessary.
4. When you complete the new work item template, choose Close.

The work item template is added to the list of work item templates, so that you can use it to create new work items.

6 - Create new checklists by using checklist templates

To use a template on a checklist

1. On the Checklist FastTab on the Work Item page, choose the Add from Template action.

   If more than one checklist template exists, then a page opens from which you can select a checklist template. In that case, follow the next steps:

   1. On the Select a template for a checklist page, choose the template that you want to use.
   2. Choose the OK button.
   3. New lines are added to the checklist from the template.
   4. Some fields are filled with the information from the template.

2. Proceed to fill or change fields on the checklist as necessary. Hover over a field to read a short description.

To create a new checklist template

1. Choose the 🔎 icon, enter Checklist Templates, and then choose the related link.
2. Choose the New action.
3. In the Code field, enter the unique identifier for the checklist template.
4. Fill in the remaining fields on the Checklist Template page as necessary.
5. On the Checklist FastTab, enter the predefined checklist lines.

To save a checklist as a template

1. On the Checklist FastTab on the Work Item page, choose the Save as Template action.
2. The Checklist Template page opens showing the checklist as a template.
3. Fill in the fields as necessary.
4. When you complete the new checklist template, choose OK.

The checklist template is added to the list of checklist templates, so that you can use it to create new checklists.

7 - Work items Kanban board

The Kanban board provides a visual representation of work items in different stages of progress. It allows you to easily track the status of work items and manage their workflow by moving cards between columns and swimlanes.

Kanban board elements

The Kanban board consists of three main elements:

• Cards - visual representations of individual work items
• Swimlanes - horizontal lanes used to group work items
• Columns - represent different groupings based on the selected column grouping option

Cards

Each work item is represented by a card that displays the following information:

• Customer name
• Project name
• Start date (displayed in blue if overdue)
• Due date (displayed in red if overdue)
• Title of the work item
• Assigned resource (shows Unassigned in grey if unassigned)
• Recurring icon (if the work item is recurring)
• Checklist completion (shows completed/total number of checklist items)

Swimlanes

On page Work Item Kanban there is action group Swimlanes from which you can choose desired swimlanes view.

Swimlanes group work items based on the selected grouping option:

• No swimlane - all work items are shown in a single lane
• By Resource / Assigned-to - work items are grouped by the resource they are assigned to
• By Project - work items are grouped by the project they belong to
• By Customer - work items are grouped by the customer associated with the work item

Columns

On page Work Item Kanban there is action group Columns from which you can choose desired columns view.

Columns are displayed based on the selected grouping option:

• By Stage - columns are all stages in the work processes used by the work items shown (the stages are displayed in the order of their priority in the work process)

  Example

  Some work items might use the DEVELOPMENT work process with stages: “To-Do”, “Develop”, and “Release”, while others use the MARKETING work process with stages: “To-Do”, “In Progress”, and “Done”. The Kanban board will show “To-Do”, “Develop”, “In Progress”, “Release”, and “Done” as columns, in the priority order defined by their respective work processes.

• By Progress - columns are all possible progresses (Not Started, In Progress, Completed)

• By Due Date - columns are Overdue, Due today, Due tomorrow, Due this week, Due next week, Due later and No due date (Due this week only shows work items due after tomorrow within the current week)

• By Start Date - columns are Overdue, Starting today, Starting tomorrow, Starting this week, Starting next week, Starting later and No start date (Starting this week only shows work items which are supposed to start after tomorrow within the current week)

Working with the Kanban board

To reassign a work item to a different resource

1. Drag the card to the swimlane of the target resource.
2. The work item’s assigned resource is updated automatically.

To move a work item to a different column in By Stage view

1. Drag the card to the desired column.
2. The work item’s stage and progress are updated automatically.

To move a work item to a different column in By Progress view

1. Drag the card to the desired column.
2. The work item’s progress and stage (if work process stages are used) are updated automatically.

To move a work item to a different column in By Due Date view

1. Drag the card to the desired column.
2. The work item’s due date is updated automatically to the first date of the target column:
   • Due today = today
   • Due tomorrow = tomorrow
   • Due this week = first remaining day in this week after tomorrow
   • Due next week = Monday of next week
   • Due later = Monday of the week after the next week
   • No due date = clears due date

To move a work item to a different column in By Start Date view

1. Drag the card to the desired column.
2. The work item’s start date is updated automatically to the first date of the target column:
   • Starting today = today
   • Starting tomorrow = tomorrow
   • Starting this week = first remaining day in this week after tomorrow
   • Starting next week = Monday of next week
   • Starting later = Monday of the week after the next week
   • No start date = clears start date

To add a new work item

1. Choose the New action.
2. Choose the Project the which Work Item will be related to.
3. Fill in the remaining fields of work item as necessary.
4. The Kanban board refreshes automatically, and the new card appears in the appropriate column and swimlane.

Learn more about creating work items at Create work items.

To edit a work item

Do one of the following:

• Double-click a card.
• Right-click a card and choose Edit.

The Work Item page opens for the selected work item where you can edit fields of work item as necessary.

To delete a work item(s)

Do one of the following:

• Select one or more cards, right-click a card and choose Delete.
• Select one or more cards and press the Delete key on your keyboard.

Filtering and views

You can filter work items using the standard Business Central filters available on the Work Item Kanban page.

The following predefined views are available:

• All - shows all work items
• My Work Items - shows only work items assigned to your resource
• Unassigned - shows only work items that are not assigned to any resource

Accessing the Kanban board

From the work items

1. Choose the 🔎 icon, enter Work Items, and then choose the related link.
2. Apply any filters if needed.
3. Choose the Kanban action.

The filters applied to the Work Items page are also applied to the Kanban board.

From a project

1. Open the Project Card page for the project you want to view.
2. Choose the Kanban - Work Items action.

The Kanban board shows only work items for the selected project.

From a resource

1. Open the Resource Card or Resource List page.
2. Choose the Kanban - Work Items action.

The Kanban board shows only work items assigned to the selected resource.

8 - Work items time tracking

When time tracking is used and you’re working on work items, you can track the time spent on each work item. This way you don’t need to enter details about the projects and tasks you’re working on.

Prerequisite for using this feature is to have Pryme Time app installed. Learn more about the Pryme Time app.

Track time on/for work items from Time Tracking Entries

Here you can learn how to Track time from Time tracking entries.

1. When you are on the Time Tracking Entries page, choose the line for you want to enter the Work Item.

2. In the Time Sheet Line Type, enter the Project option.

3. In the Work Item No. field, enter the work item on/for which you want to track time.

   Tip

   Fields Project No. and Tack Code will be populated with the values from related fields on the work item if they are populated on it.

   Note

   If you have Pryme Time on PGS app installed field Time Sheet Line Type is not visible and entering option Project is not required.

Track time on/for work items from Time Tracking Card

When you are on the Time Tracking Card page, on the General FastTab in the Work Item No. field, enter the work item on/for which you want to track time.

Work item selection

The work item dropdown list is populated based on the following criteria:

• Work items you are currently assigned to
• Work items you were previously assigned to
• Work items must not be in Not Started status
• Work items completed before the time tracking date are excluded
• If a Customer, Project, or Task is already specified on the time tracking entry line, only work items matching those values are shown

9 - Work items time entering

When time sheets are used and you’re working on work items, you can enter time directly for each work item. This way you don’t need to manually enter details about the projects and tasks you’re working on, as these fields are automatically populated from the work item.

Enter time for work items from Time Sheet

1. When you are on the Time Sheets page, choose the line for you want to enter the Work Item.

2. In the Type, enter the Project option.

3. In the Work Item No. field, enter the work item on/for which you want to enter time.

   Tip

   Fields Project No. and Project Task No. will be populated with the values from related fields on the work item if they are populated on it.

Enter time for work items from Modern Time Sheet (PGS)

Using the Lines view

1. When you are on the Timesheets page and it is in a Lines view, choose the line for you want to enter the Work Item.

2. In the Work Item No. field, enter the work item on/for which you want to enter time.

   Tip

   Fields Project No. and Task will be populated with the values from related fields on the work item if they are populated on it.

Using the Matrix view

1. When you are on the Timesheets page and it is in a Matrix view, choose the line for you want to enter the Work Item.

2. In the Work Item No. field, enter the work item on/for which you want to enter time.

   Tip

   Fields Project No. and Task will be populated with the values from related fields on the work item if they are populated on it.

Enter time for work items from Time Tracking Entries

When a work item is selected via Time Tracking Entries and that tracking entry is transferred to a time sheet, the work item number is automatically transferred to the time sheet entry.

Prerequisite for using this feature is to have Pryme Time app installed. Learn more about the Pryme Time app.

Work item selection

The work item dropdown list is populated based on the following criteria:

• Work items you are currently assigned to
• Work items you were previously assigned to
• Work items must not be in Not Started status
• Work items completed before the time sheet entry date are excluded
• If a Customer, Project, or Task is already specified on the time sheet entry line, only work items matching those values are shown

Related information

Work items time tracking