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

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

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

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

   • In the Project Task No. field, enter the project task, if the work item is also related to some specific project task.

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

7. On the Checklist FastTab, in the Related Work Item No. field, select the work item which should be done in order to complete the work for this work item.

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

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.

   Tip

   The AssistEdit for the Recurrence Pattern will not be enabled until Start Date is entered.

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.

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 buckets 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 not started or in progress 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 not started or in progress 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 quickly create work items with certain fields prepopulated. The two different actions can be used depending on the source.

To create one or more work 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 quickly generating 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 Related 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 Related 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 quickly generating 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 Create action next to one of the following fields: Not Started Work Items, In Progress Work Items or Completed Work Items.

   Tip

   Choose Create only on the line which Project Task Type field is of type Posting, since work items can only be created for this type of project tasks.

   The Work Item page opens with the following fields prepopulated:

   • Progress - progress based the field which triggered the action
   • Project No. - project from the task line
   • Project Task No. - project task from the task line

5. 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 Create action next to one of the following fields: Not Started Work Items, In Progress Work Items or Completed Work Items.

   Tip

   Choose Create only on the line which Project Task Type field is of type Posting, since work items can only be created for this type of project tasks.

   The Work Item page opens with the following fields prepopulated:

   • Progress - progress based the field which triggered the action
   • Project No. - project from the task line
   • Project Task No. - project task from the task line

3. 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 Bucket 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 prompted 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 in order 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 it can be used for creation of 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 it can be used for creation of new checklists.