Work Summary

Use the Item Summary page to find, view, and export items.

 

 

Function Description
Page size In the bottom-right of the table footer click the Page Size dropdown list to choose the number of items displayed per page
Sort columns The columns can be sorted by ascending or descending order by clicking the column heading
Total number of items The Total number of items is displayed at the top-left and bottom-left corners

 

  1. In the top left corner, in the Search By dropdown list, click a search option:

     

    Field Description
    Create Time The date and time the item was created
    Due Date The deadline for completing the item (date and time)
    Item ID The unique number that identifies each item. It is automatically generated by the system
    My Items Items assigned to you
    Related Items The items that are linked to this item
    Scheduled Date The date on which work on an item is scheduled to start
    Work Item Title The Title field is a hidden field that contains data from another field. You choose the field whose data appears in the Title field when you set up your forms . For example, if you choose Notes, you can search on the Notes field. See Form Settings > 3c: Options > Title Field (Optional)

     

  2. Next to the Search By dropdown list, type your search term and press Enter or click Search ( )
  3. Search results appear
  4. Optional. To redo the most recent search, click Refresh ( )

The Advanced Search window defaults to the most recent search, which is listed in the Saved Search list and the Save As text box at the bottom of the window. The most recent Search By search (from the summary screen) appears as "Quick Search." For details, see Saved Searches, below.

  1. To the right of the search bar, click Advanced Search ( ). Result: The Advanced Search window appears

  2. In the Advanced Search window, click Add Criteria, open the dropdown list, and choose field names/criteria to build your search:

    Define the search by adding criteria/fields. Some fields need to be configured in the Search Condition column. There are three types of fields:

    Type of Field Description
    General Standard fields on all forms
    [Form name] Field occurs only on the form named

     

    Define the search by adding criteria/fields. Some fields need to be configured in the Search Condition column. There are three types of fields:

    Field (General ) Description
    Assigned to The user the item is assigned to
    Category Defined by the administrator to group forms with similar characteristics
    Close Date The time when the item was first closed
    Created by The user who created the item
    Create Time The date and time the item was created
    Due Date The deadline for completing the item (date and time)
    Folder The folder containing the item. Folders are used to organize items
    Is Past Due Whether the item is past due
    Item Closed Indicates whether item has a status of closed
    Item ID The unique number that identifies each item. It is automatically generated by the system
    Item Location

    Item Location searches combine

    • Address
    • City
    • County
    • State
    • Primary location: The Location field set as primary on the form from which the item was created
    • All locations: All location fields in the form, including the primary Location field
    Item Valid Items are valid when all required fields are filled in
    My Items Items assigned to you
    Past Due Time Amount of time the item is past due
    Related Items The items that are linked to this item
    Scheduled Date The date on which work on an item is scheduled to start
    Status The status of the item. The statuses Open and Closed are defaults in lists of forms (Summary screens) and in Advanced Search. Administrators can create custom statuses for each form
    Type The name of the form
    Work Item Title The Title field is a hidden field that contains data from another field. You choose the field whose data appears in the Title field when you set up your forms. For example, if you choose Notes, you can search on the Notes field. See Form Settings > 3c: Options > Title Field (Optional)

     

  3. In the Search Conditions column, set a condition (conditions vary depending on the field you chose)
  4. Optional. To add more fields/criteria, click Add Criterion and set a condition, if needed

  5. New search vs default search:

    • Overwrite default search: If you do not type a new search name in the Save As text box, your search replaces the default search that appears in the Saved Search list and the Save As text box

    • New search: If you type a new search name in the Save As text box, the new search is saved in the Saved Search list (and the default search is unchanged). If an advanced search is performed with an empty Save As text box, it is saved as "Default"

     

  6. Click OK. Results: Search results appear. If you renamed the default search, it now appears in the Saved Search list. If you did not rename the default search, your new search criteria overwrites the criteria of the default search. If an advanced search is performed with an empty Save As text box, it is saved as "Default"
  7. Optional. To redo the most recent search, click Refresh ( )

 

If there are more than one page of search results from using Search By or Advanced Search, use Search In to search them by columns/fields.

  1. In the upper left corner, below Search By and the total number of search results, in the Search In dropdown list, choose the column/field to search in
  2. In the Search In searchbox, type your search term and press Enter or click Search ( ). Result: Search results appear
  3. Optional. To undo the Search In results and return to the search results from using Search By or Advanced Search, click Cancel

 

 

After finding items, take actions on them.

  1. In the leftmost column, check the boxes for the items you want to take action on

  2. In the upper right corner, in the Select an action to perform dropdown list, click an action.

    Some actions need explanation:

    Action Description
    Add Attachments

    In the Add Attachments window:

    1. Click Attach Files
    2. The Open window appears
    3. Find the file you want to attach
    4. Click Open
    5. On the Add Attachments window:
      1. Optional. Write a comment
      2. Click Add
    6. Item displays in History view with "Attachment Added" () in the Type column. The Description includes any comments you added.
    Add Note

    In the Add Note window:

    1. Check the box for the item to which you want to add the note
    2. Type the note
    3. Click Save
    4. Item redisplays. In History view, the Type column says "Note Added." The Description column contains the note.
    Assign

    On the Assign Items window (can also add notes):

    1. Check the item you want to assign
    2. In the Assign To dropdown list, click the person you want to assign the item to
    3. In the Schedule dropdown list, schedule the item:
      1. Schedule to: Set the date and time for the item to be started (edit or use calendar)
      2. Don’t Change Schedule Time: Leaves any scheduled time unchanged
      3. Clear Schedule: Deletes any scheduled date
      4. Optional. Write a note
    4. Click Save
    5. Item redisplays. In History view, the Type column says "Assigned' or "Re-Assigned." The Description includes any notes you added while assigning the item
    Change Status
    1. On the Change Item Status window, check the item you want to change
    2. In the Status dropdown list, click the status
      1. Optional. Write a note
      2. Click Save
    3. Item redisplays. In History view, the Type column says "Status Changed (Status)." The Description includes any notes you added while changing the status
    Export to CSV (Next to Action list)
    1. In the upper right corner, next to the Actions list, click Export to CSV
    2. In the Opening an export window, choose where to save the exported CSV file (or open it)
    3. Click OK
    Put in Folder/Remove from Folder

    On the Put Item in Folder (or Remove Item from Folder) window:

    1. Check the item you want to put in (or remove from) a folder
    2. In the Folder dropdown list, click the folder. An item can be in only one folder at a time.
    3. Optional. In the Schedule dropdown list, schedule the item:
      1. Schedule to: Set the date and time for the item to be started and completed (edit or use calendar)
      2. Don’t Change Schedule Time: Leaves any scheduled time unchanged
      3. Clear Schedule: Deletes any scheduled date
      4. Optional. Write a note
    4. Click Save
    5. Item redisplays. In History view, the Type column says "Put in Folder." The Description includes any notes you added
    Schedule

    On the Schedule Item window:

    1. Check the item you want to schedule
    2. In the Schedule dropdown list, schedule the item:
      1. Schedule to: Set the date and time for the item to be started and completed (edit or use calendar)
      2. Don’t Change Schedule Time: Leaves any scheduled time unchanged
      3. Clear Schedule: Deletes any scheduled date
      4. Optional. Write a note
    3. Click Save
    4. Item redisplays. In History view, the Type column says "Scheduled" or "Re-Scheduled." The Description includes any notes you added
    Start Work / End Work
    1. Click Start Work / End Work
    2. In the window confirming the start or end of the work, click OK
    3. Item reloads. In the History View, the Type column shows the start or end of the work (time, date, and location)
    Unassign
    1. On the Assign Items window, uncheck the items you want to unassign
      1. Click Save
      2. Optional. Write a note
    2. Item redisplays. In History view, the Type column says "Unassigned." The Description includes any notes you added

 

Screens allow you to choose the fields (data) that appear on Summary pages. This procedure also organizes the data for the export feature. See Screen Configuration for details on defining and managing screens.

  1. In the bottom-left corner, click the Screen dropdown list to choose a screen
  2. To modify an existing screen, click Screen Details ( )
  3. On the Screen Details page, in the left column, click Modify
  4. On the Modify Screen page, change, add, or remove criteria from the screen. Click Save
  5. The Screen Details page appears. Click Go to Work Items Summary to return to the Summary page you came from

 

Filters allow you to filter the list of Summary items. See Filter Configuration for details on defining and managing filters.

  1. In the bottom-left corner, click the Filter dropdown list to choose a filter
  2. To modify a filter, click Filter Details ( )
  3. On the Filter Details page, in the left column, click Modify
  4. On the Modify Filter page, change, add, or remove criteria from the filter. Click Save
  5. The Filter Details page appears. Click Return to Work Items Summary to return to the Summary page you came from

 

You can export any data displayed on an Item Summary page.

  1. Optional. Follow the Screen procedure to choose what data to export
  2. In the top right corner of the page, click Export to CSV. The Summary data on the page downloads in Comma Separated Value (CSV) format