Work Item Actions

The menu in the toolbar of the Work Item Viewer/Editor provides access to several useful actions you can perform on Work Items.

Duplicating Work Items

There are a few ways to duplicate a Work Item:

  1. Duplicate as tracker-based Work Items in the same or a different project.

    This will copy selected Work Item fields. (Selected using the "Additional Fields" option in the "Duplicate Work Item" dialog.)

  2. Duplicate a Work Item within a document lets you quickly copy a saved Work Item and selected data within the same document or to an entirely different document - even one that resides in another project. (Provided you have CREATE NEW Work Item and MODIFY CONTENT permissions for the target document and project.) You can create either a new Work Item based on the clipboard data or a "Referenced" Work Item.

    Fields that are duplicated:

    • When duplicating a Work Item within the same document.

      - Only the fields that are visible in the document.

      - Applies to both saved and unsaved Work Items.

    • When duplicating a Work Item from one document to another.

      You can choose one of the following options from the "Duplicate" drop-down list.

      - "Basic" will copy the Title, Description and Test Steps values.

      - "Advanced" will copy the "Basic" option fields plus the Priority, Severity, Links, Attachments and Custom Fields.

  3. Copy and Paste an unsaved Work Item within the same document.

    (This will only copy its highlighted content. No additional data will be copied.)

Things to consider while duplicating Work Items:

  • You can duplicate a single or multiple Work Items. (If your license enables the Bulk Edit feature.)

    If multiple selected Work Items are all the same type, they can be duplicated as a different type. For example, the type in the source project might be "Requirement", and a corresponding type in the target project might be "User Story".

  • When duplicating a single Work Item, there is an option to Preview. A preview appears in the editor and is not created until Create is clicked.

    (There is no Preview when duplicating multiple Work Items selected at once.)

  • By default, duplicated items have a link to the original item with a "Relates to" link role.

    Existing links between source Work Item(s) are duplicated as links between the same duplicated items, including structure links if items belong to a Document.

  • Votes and Watches on the source Work Items are NOT duplicated in the target Work Items. (But they do appear in the preview.)

  • If you duplicate items into a different project, be sure you have CREATE NEW Work Item and MODIFY CONTENT permissions for the target project.

Work Item Bulk Copy

The maximum number of Work Items that may be duplicated at once is 100. You can select more, but you will need to process them in chunks of 100 or less. See Bulk Editing a Large Number of Work Items for more information.

If more than the maximum is selected, the Duplicate action appears in the Viewer/Editor section rather than the button described above.

Duplicate a Work Item from the Work Item List (In Table View)

You can duplicate existing Work Item(s) in the same or a different project. You can duplicate them as a regular Work Item, or associate them with a Document .

  1. Select the item to duplicate in the Work Item Table view list.

  2. In the Work Item Viewer/Editor toolbar, click then Duplicate in the drop-down menu.

    (The Duplicate Work Item dialog appears.)

  3. In the Project list, select the target project for the duplicate Work Item. The current project is selected by default.

    In the Type list, choose the type for the duplicate Work Item. It need not be the same type as the item you are duplicating.

  4. If you want to create the duplicate Work Item as a regular item in the target project, select Create in Project. If you want to create the duplicate Work Item in a Document in the target project, select Create in Document option, and select the Space and Document names in the Space and Document lists, respectively.

  5. (Optional) Click Preview to preview the Work Item in the bottom section of the screen then Create .

  6. Click Create to create the Work Item(s) without a preview.

Notes

The value of the Status field is copied to the new item only if no initial workflow transition is defined for the item type. If an initial transition is defined in the workflow configuration, it executes upon creation of the duplicate item, and the new item enters the initial workflow state (Draft, Open, or whatever, per the workflow configuration).

If the source Work Item is one that has been approved using an electronic signature, any new Work Items derived from it through reuse will not show any indication of the source item's signature, and the new items are not approved or electronically signed. The new item(s) must also be reviewed, approved, and e-signed.

Duplicate a Work Item within a Document

Users with the CREATE NEW Work Item and MODIFY CONTENT permissions for the target document and project, can easily copy a Work Item within a document. They can even change the Work Item's type. Multiple Work Item Types can be defined for the document, but should be done before duplicating Work Items within a document.

Copy a Saved Work Item within a document:

  1. Highlight the text of a Work Item(s) to copy or click on the whitespace so that a yellow bar appears beside its icon.

  2. Hit "Ctrl" + "C", right-click on the browser and click "Copy" or click on the Work Item's icon then "Copy" and click on "Item."

    (Images and attachment previews within the item's rich text fields e.g. "Description" will also be copied. They will appear once the Work Item is saved.)

  3. Open a document in the project you would like to copy the Work Item to.

  4. Click on where you would like the copy created.

  5. Hit "Ctrl" + "V" or right click and click "Paste".

    The "Paste Work Item(s) as:" dialog appears and the Work Item Properties sidebar opens.

  6. Select a "New" Work Item. ("Reference" will only create a link to the original Work Item.)

    (If a Work Item type is greyed out, you lack the permissions needed to create it.)

  7. Select whether the new Work Item should be linked to the original.

    (Link roles will vary depending on the Work Item type selected and the link role configuration. See "Configuring Work Item Linking" for details.)

  8. Select what values to duplicate from the original. (They can be edited again later.)

    - The "Basic" option will copy the Title, Description and Test Steps.

    - The "Advanced" option includes the "Basic" option plus the Priority, Severity, Links, Attachments, Custom Fields.

  9. the document.

Changing the Work Item Type

You can quickly change a Work Item type to another type. For example, if the Work Item is currently a Task, you might change it to the Defect or Change Request type.

To change a Work Item to a different Work Item type:

  1. In the Table (or other view) select the item you want to change to a different Work Item type.

  2. On the Work Item Viewer/Editor toolbar, click the Actions button.

  3. On the drop-down menu, choose Change Type to, and on the sub-menu, choose the type to which you want to convert the selected Work Item.

Note

You cannot change the Work Item type if the Type field is read-only in the project configuration.

Creating and Linking New Work Items in a Single Operation

While focused on any Work Item, you can quickly create a new Work Item and a link, all in a single operation. There are 2 basic link types you can create this way, each having several possible link relationships:

  • Linked Work Item: create a new Work Item and an outgoing link from current item to the new item.

  • Linking Work Item: create a new Work Item and an incoming link to the current item from the new item.

Linking Work Item

In the default project configurations in project templates, a new "linking" Work Item can have any one of these relationships to the current Work Item:

  1. relates to the selected item

  2. depends on the selected item

  3. duplicates the selected item

  4. is the child of the selected item (i.e. "has parent")

  5. has follow-up for the selected item

  6. implements the selected item

These relationships are configurable in Administration > Work Items > Form Menus.

Creating a new Linking Work Item

To create a new Linking item:

  1. In the Work Item browser, select the Work Item in which you want to create a new linking Work Item.

  2. In the Work Item editor toolbar, click the Actions button to drop down the Actions menu.

  3. In the Actions menu, choose Create Linking Work Item. A sub-menu appears which has all currently configured options for new Work Item type, and role of the link to the new Work Item.

  4. In the Actions sub-menu, choose the type, and the link relationship for the new Work Item you want to create.

    A new empty Work Item of the selected type is created and opened for editing in the Work Item editor.

  5. Fill in the Work Item data as needed and click the Create button to create the new Work Item in the system.

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You can also create new linking/linked Work Items using the icons on any Work Item's title.

Figure 6.39. Quick-create New Linking Work Item

Quick-create New Linking Work Item

You can quickly create a linking Work Item using the icons in the Work Item Title

Linked Work Item

In the default project configurations in project templates, a new "linked" Work Item can have any one of these relationships to the current Work Item:

  • is related to the selected item

  • is depended upon by the selected item

  • is duplicated by the selected item

  • is parent of the selected item

  • is follow-up of the selected item

  • is implemented by the selected item

These relationships are configurable in Administration > Work Items > Form Menus.

Creating a new Linked Work Item

To create a new Linked item:

  1. In the Work Item browser, select the Work Item in which you want to create a new linked Work Item.

  2. In the Work Item editor toolbar, click the Actions button to drop down the Actions menu.

  3. In the Actions menu, choose Create Linked Work Item. A sub-menu appears which has all options for new Work Item type, and role of the new Work Item link.

  4. In the Actions sub-menu, choose the type, and the link relationship for the new Work Item you want to create.

    A new empty Work Item of the selected type is created and opened for editing in the Work Item editor.

  5. Fill in the Work Item data as needed and click the Create button to create the new Work Item in the system.

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Figure 6.40. Quick-create New Linking Work Item

Quick-create New Linking Work Item

You can quickly create a linking Work Item using the icons in the Work Item Title

Deleting Work Items

You may encounter situations where you believe some existing Work Items should be deleted. There are some important considerations before taking this decision. Generally, the following would be considered "best practice" for undertaking deletion of Work Items:

Do not delete the item if...

  • It is a Test Case Work Item that still remains within an existing Test Run.

  • The Work Item is currently linked to any other Work Item(s)

  • The Work Item was linked in the past (you can determine this from its History). The history of the formerly linked item(s) will contain links to the Work Item you propose to delete. If you delete it, traceability which might be needed at some future time will be broken.

Rather than deleting such Work Items, it is recommended set its severity to the lowest value, and add an appropriate comment.

If the Work Item has never been linked to any other (you can verify this in its History), then you can go ahead and delete it. Deleting a Work Item triggers a workitem-deleted system event which results in notifications being sent to the notification targets configured for that event in Administration. (See Administrator's Guide: Notifications, Events, and Targets.) All deletions and removals of Work Items appear in the Activity stream.

Note

If the Work Item you want to delete is defined in a Document, it is recommended to delete the item via the Document Editor rather than the Table or other tracker view. See User Guide: Working With Documents: Editing a Document: Work Items in Documents: Work Item Recycle Bin.

Your user role must have the DELETE permission, and access rights for the repository folder that contains the Work Item. By default, the project_admin role has this permission. (The System Administrator also has these permissions.)

To delete a Work Item:

  1. After logging in with necessary permissions, open the project containing the Work Item(s) to be deleted.

  2. Locate the item you want to delete in the Table view of the Work Items topic and select it. You may select multiple items (as for Bulk Edit) so as to delete all the selected items at once.

  3. In the Work Item Viewer/Editor toolbar (lower part of the page), click on Actions and choose Delete.

    (Note that if more than 20 items are selected for bulk editing, the Delete action appears along with several others in the Work Item detail pane and the Actions menu button is disabled.)

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If the license you are using provides the Multi Edit view, the Remove button appears when a Work Item is selected for editing in this view. Use this icon for deleting a Work Item when working in Multi Edit.