WebPlatform Documentation

WorkItems Menu Options

Within the WorkItems menu in WMS you are to view:

• My WorkItems - this displays the WorkItems which you are involved in / allocated to
• My Teams WorkItems - this displays the WorkItems which your team members are involved in / allocated to
• My Roles WorkItems - this displays the WorkItems which are related to your job role

My WorkItems page

In the My WorkItems page you are able to view all the WorkItems you are involved in / allocated to. You are also able to do the following:

• Select the view you want to see your processes for
  • these can be: Active WorkItems, Active & Inactive WorkItems or Completed WorkItems
• Filter by the date the WorkItem became active. You can filter by
  • Today - All WorkItems that have became active on the current day
  • Week - All WorkItems that became active in the current week
  • Custom Date - This produces a dialog box which allows you to enter a start date and an end date. This will display all WorkItems that became active within this date range.
  • All - Displays all WorkItems that are currently active.
• Sort the data in the grid by a column header
• Use the standard FSG (Filter Search Grid) functionality
  • Add Fields, Reset Fields, Search, Download, Filter
• Group processes by any of the column headers
• In the Actions column you can do the following:
  • Edit WorkItem - When you click on this icon you will be taken to the WorkItem form. You can then take your actions.
  • View Process Diagram - Clicking on this item will allow you to see the entire process. You can see at at glance what has already been done, where you are in the process and what still needs to happen.
  • Complete WorkItem - This icon will allow you to complete a WorkItem without loading the form. If answers are required you will be prompted for these in order to complete.
  • Add New Process Note - Use this icon to add quick notes to the process. All notes will be visible in the 'Notes / Audit' tab for the process.
  • Overdue - If you see this icon for any WorkItem in your list it means your actions are late.
• Complete WorkItems in batch mode
• Refer / Reallocate WorkItems to another user
• Sync your WorkItems to your calendar
  • Synced - This means that this WorkItem has been synced with your Outlook and can be completed from there too.
  • Syncing - This means that this WorkItem is in the process of being synced with your Outlook.
  • For more information on Calendar Sync click here

Complete a WorkItem from WMS - My WorkItems grid

You can complete WorkItems directly from the grid by clicking on the 'Complete WorkItem' icon in the actions column.

If no further input is required, the WorkItem will automatically complete.

If you must answer some questions, then the form will load and you can complete when you've selected or input your answers.

Reschedule a WorkItem

Within a WorkItem, you can select the action to 'Reschedule'

Once the reschedule date is saved, this WorkItem will  become active on that date.

Note that changing the date a WorkItem is scheduled to be completed will affect the end date for the process (it will be recalculated upon save)

Close WorkItem

If you have opened one of your active WorkItems, possibly made changes but you are not ready to complete the WorkItem then you can click 'Close'.

A confirmation pop  up will  load and will ask you if you want to save any changes you have made. Select the appropriate option.

My Teams WorkItems page

In the My Teams WorkItems page you are able to view all the WorkItems your team members are involved in. You are also able to do the following:

• Select the view you want to see your processes for
  • these can be: Active WorkItems, Active & Inactive WorkItems or Completed WorkItems
• Sort the data in the grid by a column header
• Use the standard FSG (Filter Search Grid) functionality
  • Add Fields, Reset Fields, Search, Download, Filter
• Group processes by any of the column headers
• In the Actions column you can do the following:
  • Edit WorkItem - When you click on this icon you will be taken to the WorkItem form. You can then take your actions.
  • View Process Diagram - Clicking on this item will allow you to see the entire process. You can see at at glance what has already been done, where you are in the process and what still needs to happen.
  • Complete WorkItem - This icon will allow you to complete a WorkItem without loading the form. If answers are required you will be prompted for these in order to complete.
  • Add New Process Note - Use this icon to add quick notes to the process. All notes will be visible in the 'Notes / Audit' tab for the process.
• Complete WorkItems in batch mode
• Refer / Reallocate WorkItems to another user

My Roles WorkItems page

In the My Roles WorkItems page you are able to view all the WorkItems which are related to your Job Role. You are also able to do the following:

• Select the view you want to see your processes for
  • these can be: Active WorkItems, Active & Inactive WorkItems or Completed WorkItems
• Sort the data in the grid by a column header
• Use the standard FSG (Filter Search Grid) functionality
  • Add Fields, Reset Fields, Search, Download, Filter
• Group processes by any of the column headers
• In the Actions column you can do the following:
  • Edit WorkItem - When you click on this icon you will be taken to the WorkItem form. You can then take your actions.
  • View Process Diagram - Clicking on this item will allow you to see the entire process. You can see at at glance what has already been done, where you are in the process and what still needs to happen.
  • Complete WorkItem - This icon will allow you to complete a WorkItem without loading the form. If answers are required you will be prompted for these in order to complete.
  • Add New Process Note - Use this icon to add quick notes to the process. All notes will be visible in the 'Notes / Audit' tab for the process.
• Complete WorkItems in batch mode
• Refer / Reallocate WorkItems to another user

Notifications

In this grid you can see dated actions taken in processes you have access to.

If you want to navigate to any of the processes, just click 'View process diagram' and you'll be taken to the respective process diagram.

Unexpected errors

If there's an issue when you're using the WebPlatform you'll see an 'Unexpected Error' pop up.

Just follow the instructions (if there's a specific error) and let the support team know, so that they can assist you.

The example is for a general error, where the only action you can take is inform the support team.

Error for missing information

When you 'complete' a WorkItem the system will check if you have answered all mandatory fields.

If anything is missing, the system will not only warn you that you must correct something, but also show you which fields you need to look at.

See below

If by any chance you need to re-confirm an answer that can change the route the process will follow, you can get this type of validation pop up.

This can happen when the process has circled round to the same WorkItem e.g. What was submitted before was rejected, and has been returned for review.

Give users access to a WorkItem

In the security tab, you can add give other users access to your WorkItem. The selectable levels of access: Edit, Full, Read-only.

Calendar Sync

What we want to do

• Integrate WMS and calendar applications allowing the user to view WMS WorkItems within the Outlook calendar.
• Calendar Sync will allow the user to:
  • Publish WorkItems from WMS My WorkItems to their calendar application
  • The user has an option to either publish WorkItems automatically or do not publish
  • WMS WorkItems can be rescheduled within their calendar application

Publishing WorkItems to Calendar

• Go to the “My WorkItems” page in the WMS module
• A new button is available in the grid called “Calendar Sync”
• Click on the “Calendar Sync” button and select the “Automatically Publish WorkItems” option and then click ok
  • A calendar logo with an orange circle and question mark icon will appear in the grid.
    • This means that the WorkItem has synced to your calendar but is awaiting a response (accept or reject)
• You can confirm your WorkItems have synced by opening the calendar option in Outlook and checking whether your WorkItems are visible in your calendar
  
  
• Note: Any new WorkItems will also sync to your Outlook calendar as you have selected the Automatic option

Access the WorkItem

Objective: Your WorkItems are visible in your Outlook Calendar, you can go and access the WorkItem by clicking the link in the appointment

• To open the WorkItem in a web browser, you will need to open the WorkItem Calendar Invite in Outlook
• Click on the WorkItem link in the appointment
• The WorkItem opens in the WebPlatform

Reschedule the WorkItem (propose new time)

Objective: You want to reschedule your WorkItem to a later date.

• Open the WorkItem Calendar Invite in Outlook
• Click on the ‘Propose new time’ option, in the dropdown click ‘Decline and Propose New Time’
• Choose a time you want the WorkItem to be rescheduled to
  • You can reschedule a WorkItem to any time during the day so in this example we are going to reschedule to Friday 23rd August at 8pm
• Click Propose New Time
• An email will open to send a request for the proposal of a new time, click send
  • A new invite will appear in your calendar for the rescheduled time
• In the My WorkItems page on the WorkItem grid you will see the calendar icon for the rescheduled WorkItem

Accept / decline the calendar invite

Objective: You want to accept or decline the calendar invite

• Open the WorkItem Calendar Invite in Outlook
• If you are accepting the invitation click ‘Accept’ and in the dropdown click ‘Send the Response now’.
  • This will update the WorkItem in WMS to show that the WorkItem invite has been accepted.
    • This is displayed with the calendar logo appearing with a green circle and a tick in the grid
  • An updated invite is received which confirms acceptance
• If you are declining the invitation click ‘Decline’ and in the dropdown click ‘Send the Response now’.
  • This will update the WorkItem in WMS to show that the WorkItem invite has been declined.
    • This is displayed with the calendar logo appearing with a red circle and a cross in the grid

Switching off Calendar Sync

• Go to the “My WorkItems” page in the WMS module
• Click on the Calendar Sync button in the grid
• In the dropdown select “Do Not Publish WorkItems”
• This means that any new WorkItems in your WorkItem List will not sync to your calendar