Browsing Work Items

Every Work Item is part of a Project, and is planned and tracked with the Project. If a Work Item has dependencies with another project, it is possible to show this using the Work Item Linking feature.

You can browse the Work Items in the current project in different views in the Work Item page: Table, Tree, Live Plan, Matrix, etc. The views render different presentations of Work Items for different purposes... task management, project planning, traceability linking and so forth.

To browse Work Items, select the Project in the Open Project or Project Group dialog, select the Work Items topic in the Navigation panel, then select the desired view of Work Items from the view selector on the page toolbar.

When you select a Work Item, its detail data appears in the lower half of the Content Pane, and various titled sections in that pane display information about the Work Item such as priority, status, who it's assigned to, when it is (or was) started, when it will be (or was) completed, etc.

Sorting Work Items

When browsing, you can sort the Work Items displayed in the Table view of the Content Pane by clicking on the column header of the data column you want to sort by. For example, click the header of the Status column to sort the items in the table according to the current status of the Work Items. By default, Work Items are sorted on ID.

Customizing the Work Items Table

You can customize the table of Work Items that appears in the Table, Tree, Live Plan, and Road Map views to show different Work Item fields as table columns. You can customize the table content for the current session, or create one or more saved column configurations which you can switch as needed. You can also change the default column layout for all users in the scope where you are working (project, project group or repository), assuming you have the necessary permissions.

Administrators can adjust the maximum number of Work Items displayed in the tracker by adding the following property to the file:


(Where "X" is the maximum number of Work Items to display.)

The default setting in Polarion, (without using the above property), is 10 000.

Customizing the Current Session

To quickly show or hide table columns for the current session, right-click on any column name. A pop-up menu appears listing all currently-shown columns. Columns currently visible in the table show a check mark. Click on a column name in this menu to toggle its visibility for the current session.

You can show more columns in the table for the current session by clicking More in the pop-up menu and adding columns from the Available Columns list to the Columns Shown list of the Customize Work Items Table dialog.

Creating Persistent Table Configurations

You can customize the Work Items table to show any set of columns in any desired order, specifying the sorting level and direction of any column. You can save any custom table configuration you create and reuse it any time. You can optionally save multiple named column configurations for different personal needs. If you have the necessary write permissions, you can save a custom table column configuration as the default for all users of the current project, project group, or repository, depending on which scope you are working in when you create the custom configuration.

Figure 6.12. Table Configuration Dialog

Table Configuration Dialog

Create and manage saved table column configurations

To create a custom personal table column configuration:

  1. Open the project, project group, or repository you want to customize.

  2. In Navigation, select Work Items, and on the page toolbar select the Table view if it is not already the current view.

    If you want to see the Table view of Work Items contained in a Document, open the Document and select Table on the Views menu.

  3. In the Table view, on the Page Actions menu, choose Customize Table (see screenshot above).

  4. In the Customize Work Items Table dialog, add columns from the Available Columns list to the Columns Shown list and/or remove columns from the Columns Shown list until the latter contains all the columns you want to show in the table when this columns configuration is invoked.

  5. Optionally change the appearance order of columns in the Columns Shown list by selecting a column and changing its position in the list using the Up and Down arrow buttons (or keyboard shortcuts shown in tool-tips). Top to bottom in the list corresponds to Left to Right in the table.

  6. Optionally set properties for some or all columns:

    • Select a column to show its properties settings.

    • Width: display width of the column in pixels. Enter a whole number value (e.g. 60).

    • Sort Direction: The table can show Work Items sorted on one or more columns. Sorting of table columns can be either Ascending or Descending. If the column is not included in the sort order, specifying the sort direction in this field adds the column to the sort order. Specifying None removes the column from the sort order.

    • Sort Order: Once a column is included in the sort, this field specified its position in the sort order. Enter an integer value from 1 to the total number of columns in the Columns Shown list.

      For example, if you wanted Work Items in the table sorted by Severity first and Priority next, you would specify 1 in this field for the Severity column, and 2 in this field for Priority column.

  7. After you have specified all the desired columns and column properties, save the configuration using the Save As button.

  8. In the Save Custom Table Configuration dialog, choose one of the following options:

    1. Default for all users in scope: This will save your changes as the default table column layout and sorting for all users in the current scope (project, project group, or repository). Users will be able to customize for the session or invoke their own saved column configurations as previously described.

    2. Personal custom configuration: This will save your changes to a named personal table column configuration that you can invoke on the Work Items table any time. Specify a name in the Name field.

    3. Click Save to complete the customization operation.


If the table-setting.xml configuration file has been customized externally, and settings in the Customize Work Items Table dialog have also been changed, the settings from table-setting.xml are not reflected in the table. Only the settings in the dialog are reflected. To also reflect settings from the configuration file, click the Reset button in the dialog.

Wrapping Text in Table Cells

The Description field of Work Items can contain tables. By default, the text in table cells does not wrap and the text in some cells may appear truncated when you browse the description. In this case you can toggle the Wrap Text feature of Work Item tables.

To toggle text wrap for tables in Work Items:

  1. In Navigation, click Work Items and make sure you are in the Table view.

    If you are viewing a Document, click the Views menu on the Document Editor toolbar and choose Table.

  2. In the Table view of Work Items, right click on any column header in the upper part of the screen (i.e. the table of Work Items) to display the Columns menu.

  3. On the Columns menu, choose Wrap Text. When text wrapping is active, a check mark appears in the menu item.

Figure 6.13. Toggle Wrap Text

Toggle Wrap Text

Switching Interface Views

With at least 1 ALM license:

In many development teams, the same person will work in different contexts at different times. He/she may sometimes function as "manager", and other times as "developer" or a "tester". In these different work contexts, it can be useful see and access what is most needed, and have everything else out of the way temporarily. Your system or project administrator can work with teams to configure interface Views for different work contexts that adjust the user interface to show only what is needed for each one.

The Views list appears in the Navigation pane's Tool view when you are logged in (click the Tool icon in the upper left corner of the pane). When you first log in the "Default" interface View is active and you have access to all topics and Work Item fields allowed by the configuration. In the default configuration the list provides several other interface Views that you can switch to as needed:

  • Requirement Engineer

  • Developer

  • Manager

If you see different names in the Views list, keep in mind that the list may have been reconfigured by your administrator for your Polarion system or the particular project you have open.

Each interface View can show its own set of topics in the Navigation pane. Each interface View can also show a different set of fields on the Work Item detail form, a different layout of the visible fields, and can control which fields are editable. What each interface View presents, and how, is controlled by the View configuration which can be customized by an administrator. For information, see Administrator's Guide: Configuring Interface Views.

Toggle Work Item Detail Level

The level of detail displayed on a Work Item can be toggled using the button on the Work Item toolbar.

Figure 6.14. Show More or Less Detail

Show More or Less Detail

Which fields are displayed or hidden can be defined by an administrator in the "Form Filters" section of "Form Configuration".

Viewing Linked Work Items

The Work Item detail of an item selected in the Table view of the Work Items topic provides a section titled Linked Work Items. This section displays a listing of all Work Items of all types that are linked to the Work Item you are viewing. If your installation is licensed and configured to use multiple repositories, the listing also displays linked items that reside a different repository from the one you are using, if there are any. You can open any item listed by clicking on its title in the listing. (You may not be able to open a linked item in a different repository if you do not have access permissions for the other repository.) You can open all items listed in this section which are hosted in the current repository by clicking the small icon in the lower right of the section footer (tool-tip: "Browse all items on this server in the Table tab").

Linked Work Items are also displayed above and/or below the title of the current Work Item in the viewer/editor. You can easily see all the incoming and outgoing links. Clicking on any linked item opens it in your browser.

See also: Linking Work Items.