dspTrack

Work with Work List Items

Work List Items are ad hoc tasks that can be added outside of project and plans.

Work List Items are different from Plan Tasks in that Work List Items:

  • Are not assigned to a plan or project
  • Do not have predecessor tasks, and are never in the status Waiting on Dependency
  • Are added on the Work List Setup page
  • Cannot be copied
  • Cannot have tags assigned
  • Only display on the Work List Detail page when the status is Completed
  • Do not have Warn Thresholds applied
  • Do not have a duration or Unit of Measure set
  • Are never included on the Critical Path
  • Are never milestones

Work List Items, like Plan Tasks, display on the Work List unless they are in Completed status. After work on a Plan Task completes, the Plan Task can be viewed on the PlanTask page and the Work List Detail page. After work on a Work List Item completes, the Work List Item can be viewed on the Work List Detail page only.

NOTE: Plan Tasks cannot be edited on the Work List Setup page. Changes to Plan Tasks can be made on the Plan Task pages only (Project > Plans > Plan Tasks).

Plan Tasks and Work List Items display on the Work List and Work List Setup page. To differentiate between the two, a Plan Task has a Project and Plan name in the PROJECT and PLAN field on the Work List and Work List Setup page. These fields are blank for Work List Items. Refer to Plan Tasks versus Work List Items for more information.

To add a Work List Item:

Add Work List Items

Work List Items, like Plan Tasks, display on the Work List unless they are in Completed status. After work on a Plan Task or Work List Item completes, they can be viewed on the PlanTask page only.

Work List Items, added on the Work List Setup page, are not assigned to a plan and do not have predecessor tasks. They cannot be in a Waiting on Dependency status and cannot have Tags assigned.

Plan tasks, added on the PlanTask page, are assigned to a plan and can have predecessor tasks. They can be in Waiting on Dependency status.

Refer to Plan Tasks Versus Work List Items for more information.

On the Work List Setup page, Plan Tasks and Work List items can be edited.

To add and configure a Work List Item:

  1. Select Configuration > Work List.

  2. Click Add; Vertical View displays.

    View the Work List Setup page’s Vertical View

  3. Enter an item name in the Item Name field.
  4. Enter a description of the item in Item Description field.
  5. Select a Planned Start Date by clicking in the field, selecting a date and clicking Done, or enter the date in the format MM/DD/YYYY.

  6. Select a Planned Finish Date by clicking in the field, selecting a date and clicking Done, or enter the date in the format MM/DD/YYYY.

    NOTE:The planned finish date must be later than the planned start date.

  7. Select a component name: page name in the Page ID list box. For example, select Target Design: Targets.

    NOTE: The Key Name(s) for the page selected in this list box displays on the Work List Binding Criteria page after the Work List Item is saved. On the Work List Binding Criteria page, the user selects a key description, then a key value for the key name from a list box.

    NOTE: A link to the page selected in LinkToPage list box displays on the Work List for this item. When a user clicks the Page ID icon, the page opens and displays using the data entered on the Work List Binding Criteria page. The Work List Binding Criteria page is populated with data for the Work List Item once the item is saved. Refer to Add Work List Binding Criteria to a Work List Item for more information.

    NOTE: If a LinkToPage is not selected for the item, the Work ListBindingCriteria page does not display any records for the selected Work List Item.

  8. Click Save.

NOTE:This item displays on the Work List for users assigned to the item. Refer to Add Users to a Work List Item for more information.

Add Users to a Work List Item

When a user is added to a Work List Item, that item appears on the Work List when that user logs in (until it is in Completed status). When a user is removed from an item, the item no longer displays on the user’s Work List.

Multiple users can be assigned to the same Work List Item.

If multiple users are assigned to an item, that item will display in each user’s Work List. When the item moves to a status of Completed, it will be removed from each user’s Work List. For example, users A, B and C are assigned the item Run Daily Audit Report. This item displays on the Work List for each user. User B completes the task, and the item is removed from the Work List for users A, B, and C.

To add users to and remove users from a Work List Item:

  1. Select Configuration > Work List from the Navigation pane.
  2. Click the Users icon for an item on the Work List Setup page.
  3. Select a USER ID.
  4. Click Add To Work List Item or Remove From Work List Item.

NOTE: The Work List Item User page is read only for Plan Tasks. Task users must be added and removed from the Plan Task User page (Project > Plans > Tasks > Users).

Add Work List Event Rules for a Work List Item

On the Work List Setuppage, Work List Items and Plan Tasks display. A Work List Event Rule can be added to a Work List Item using the Rules icon on this page.

Work List Event Rules can also be registered at the plan level,  Plan Task level or tag level.

Refer to Register Work List Event Rules for more information about viewing and editing all rules from one page, and about parameters that can be used in Work List Event Rules.

A Work List Event Rule cannot be added to a Plan Task using this page. If a user selects Rules for a Plan Task on the Work List Setup page, the Work List Event Rule – Work List Setup – Plan Task page displays. This page is read only and displays information about Work List Event Rules for Plan Tasks, which can only be added on the Work List Event Rule – Plan Task page (Project > Plans > Tasks> Rules)

To add a Work List Event Rule to a Work List Item:

  1. Select Configuration > Work List in the Navigation pane.

  2. Click Rules for an item.

    NOTE: If no rules exist, the page displays in add mode. Otherwise, click Add.

    View the field descriptions for the Work List Event Rule - Work List Setup page

  3. Enter a value in the PRIORITY field.

    NOTE: The rule runs in this order if multiple rules are assigned to the Work List Item.

  4. Select the data source that contains the rule from the DATA SOURCE ID list box.

    NOTE: These options are data sources registered in Common. Refer to Register a Data Source in Common for more information.

  5. Select the rule in the RULE list box.

  6. Select the event that triggers the rule to run in the WORK LIST EVENT ID list box.

    NOTE: Values are:

    • Finish – The rule runs when a user completes the Work List Item. To complete the Work List Item, on the Work List, click Next Action when the item’s status is In Progress.
    • Start – The rule runs when a user starts work on the Work List Item. To start work, on the Work List, click Next Action when the item’s status is Ready.

  7. Click the ACTIVE check box to disable it, if necessary.

    NOTE: If a rule is inactive, the rule does not run.

  8. Enter a comment about the rule in COMMENT field.
  9. Click Save.

The rule will run for the Work List Item depending on the option selected in the WORK LIST EVENT ID list box.

Register Work List Event Validations for a Work List Item

On the Work List Setup page, Work List Items and Plan Tasks display. A Work List Event Validation can be added to a Work List Item using the Validations icon on this page.

Work List Event Validations can also be set at the Plan Task level, the tag level, and the plan level.

Refer to Register Work List Event Validations for more information about viewing and editing all validations from one page, and about parameters that can be used in Work List Event validations.

NOTE: A Work List Event Validation cannot be added to a Plan Task using this page. if a user selects Validations for a Plan Task on the Work List Setup page, the Work List Event Validations Work List Setup Task page displays. This page is read only and displays information about Work List Event Validations for Plan Tasks, which can only be added on the Work List Event Validation – Plan Task page (Project > Plans > Tasks> Validations).

Validations are stored procedures or views that have been written and saved in a data source that is registered in the DSP® prior to adding the Work List Event Validation to a plan, Plan Task or Work List Item.

For example, if a validation registered to a Start event fails, then work on the task cannot begin until the error is corrected and the validation runs successfully.

NOTE: When a Work List Event Validation is added to a Plan Task using a tag, then the validation cannot be edited at the Plan Task level, on the Work List Event Validations All page (Configuration > Work List Event Validations) or on the Work List Event Validations All page (Configuration > Work List Event Validations). Validations added using a tag can only be edited at the tag level (Tag > Tag Type > Registrations > Validations). Refer to Configure Logic Tags for more information.

To add a Work List Event Validation to a Work List Item:

  1. Select Configuration > Work List in the Navigation pane.

  2. Click Validations for a Work List Item.

    NOTE: If Validations is clicked when a Plan Task is selected, the Work List Event Validations Work List Setup Task page displays.

  3. Enter a value in PRIORITY field.

    NOTE: This value determines the order the validation runs.

  4. Select whether the validation is a Stored Procedure or a View in the VALIDATIONTYPE list box.
  5. Click Save; the Vertical View displays.

  6. Select the data source that stores the view or stored procedure in the Data Source ID list box.

    NOTE: This data source must be registered in Common. Refer to Register a Data Source in Common for more information..

  7. Select the name of the stored procedure or view from the Procedure/View list box.

    NOTE: The name that displays for this field depends on the selection made in the VALIDATION TYPE list box on the Horizontal View.

  8. Select whether the validation runs when the Work List Item starts or ends in the Work List Event ID list box.

    NOTE: Values are:

    • Finish – The validation runs when a user completes the Work List Item. To complete work, on the Work List, click Next Action when the task’s status is In Progress.
    • Start – The validation runs when a user starts work on the Work List Item. To start work, on the Work List, click Next Action when the task’s status is Ready.

  9. Click the ACTIVE check box to disable it, if necessary.

    NOTE: If a validation is inactive, the validation does not run.

  10. Enter a brief message in the ValidationMessage box that will display to the user if the validation fails for the Work List Item.

    NOTE: The message should provide information about what may have caused the error and potential solutions if applicable.

  11. Enter a detailed description of the validation in the Description box.

    NOTE: This description should contain notes about the validation that serve as a summary of the SQL code so that another user does not have to review the SQL code to understand the validation.

  12. Click Save.

The validation will run for the Work List Item depending on the option selected in the WORK LIST EVENT ID list box.

Upload Files to a Work List Item

Refer to Upload and Download Files for a Plan, Task or Work List Item for more information.