GR:Gravity/Web/Work Management

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Work Management

Once signed in, you're welcomed by the work management page. This is the place where most of your interaction with work items will happen. For familiarity sake, have a look at the following work management screenshot before we dive into some more details in the following lines.

Gr webwm.png


Visually, the Work Management page is split into three main columns. A point worth mentioning here is that details flow from left to right.

So, the left column details spill over into the middle one which in turn spills over into the right column. E.g. You click a filter in the left column then its content (work items) displays in the middle column where you select an item to have more of its details (comments, attachments, dates, fields and links) in the right column (See the following coach-marked screenshot). Gr web wm coach marks.png

Work management from site main menu

You can always go back the the work management section using the main menu (top right of the page).

Web main menu.png

Search

The main search box is located at the very top of the work management page.

Web main search box.png


It comes pre-loaded with look-ahead query suggestions. You might also want to ignore them by keep typing or building your own Lucene syntax respecting queries.

Web main search box suggestions.png


Search within a filter

To perform a search within just one filter (one of those in the Filters tab), just click the filter you want, then click the switcher icon (right to the search box input) before searching. To go back to global search hit that same switcher icon.

Web main search box filter switch.png

Search by in/excluding comments and attachments

By default, a search action includes all indexed comments and attachments in addition to items. You can tune that by using the menu right to the search button.

Web main search box includes.png

That menu offers some search scoping combinations. For example:

  • If you select only comments then your query will only search in comments then return items owning the found comments.
  • If you select items and comments then your query will search both in items and comments (but excluding attachments).

List of searchable fields

The list below is a reference of all the fields that can be used in the Gravity Search engines. We use Lucene Syntax in the background which has extended help.


id
id:f172a2a1-84af-4e5f-a901-00f3542e546c
item_id
see id
description full item and comment description
problem AND login
creator
creator:admin
application
application:Demo
assigned_to
assigned_to:joe
has_attachments
has_attachments:true
creation_date
creation_date:[NOW-1DAY TO NOW] (date units: NOW/YEAR/MONTH/DAY/HOUR/MINUTE/SECOND)
expected_completion_date
(see creation_date)
expected_end_date
(see creation_date)
expected_hours
expected_hours:[4 TO 10]
expected_start_date
(see creation_date)
has_item_parents
has_item_parents:true
type
type:Issue (also is:Issue)
work_flow
work_flow:Helpdesk
modified_date
(see creation_date)
name The work item name.
name:R0007
name_generated
Whether the item name has been automatically generated: name_generated:false
priority
priority:"Very High" ("Very High", High, Normal, Low, "Very Low")
realized_completion_date
(see creation_date)
realized_end_date
see creation_date)
realized_hours
expected_hours:[10 TO *]
realized_start_date (see creation_date)
reported_by
(reported_by:joe OR reported_by:mike)
severity
severity:Blocker (Blocker, Critical, Major, Normal, Minor, Trivial, Enhancement)
has_source_dependencies
has_source_dependencies:true
stage
-stage:End (everything not in End)
status
(Unconfirmed, New, Assigned, Reopened, Resolved, Verified or Closed): (status:New OR status:Assigned OR status:Reopened) for all open items (alternative for is:open)
status_stage
-status_stage:Working (- is a negative selection)
has_sub_items
has_sub_items:true (alternative for has:children)
has_target_dependencies
, has_target_dependencies:true
is
(is:closed, is:open, is:connected, is:not_connected, is:tagged, is:not_tagged, is:"item type" (: is:Issue), is:late (i.e. An item is considered late in these cases: when realized end date is after expected end date. Or, realized start date is not set and expected start date is before today. Or realized end date is after expected end date. Or, realized end date is not set and expected end date is before today), is:overdue (i.e. An item is considered overdue when realized completion date is after expected completion date. Or, realized completion date is not set and expected completion date is after today))
has
has:children, has:parents, has:attachments
tag
tag:"TDOMS / GUI", tag:API
connection
(A connection is a dependency between two items: connection:"See also", connection:Duplicate)

Show more / less work items

A work item UI can show four detail levels: 4, 3, 2 and 1. So, going down from 4 (for everything) to lesser and lesser details. And the less details, the more items you can show per page.

To show more items per page (but less details per item) click then the - button (of course, for less click the + button). Then hit the number between - and + to reload the page.

Web show more less items.png


That would look like this:

Web show more less items eg.png

Create new work item

Click the New button to create a new item.

Web new item button.png


Then fill in the new item fields (Optionally, also extended fields and attachments in the right column) and click the green button at the form bottom to save.

Please note that disabled fields or those having just one option are being hidden. You can view all fields by clicking the link Show hidden fields at the bottom of the new item form

Web new item form.png

Delete work item

Web delete item button.png

Please note that this option will be disabled if you're not authorized to delete.

Edit a work item

Work item top menu

Hover over an item to make its local header-menu visible. The very next sections will refer to this local menu item.

Web item top menu.png

Edit the work item name

Select the "Name" link in the item top menu. An input shows up. Fill it in then click the green button to save it.

Web wm change name.png

Edit the work item subject

Select the "Subject" link in the item top menu. An input shows up. Fill it in then click the green button to save it.

Web wm change subject.png

Transfer a work item

Click the "workflow" link in the item top menu. A graphical workflow shows up. Select the stage you want to transfer the item to, then click save button.

Add item contributor.png

Add/Remove item contributors

Click the "contributors" link in the item top menu. A graphical contributors representation shows up. Use the "Add Contributor" button to add contributors. Use the delete button beside the contributor name to remove it.

Transfer item.png

Tag/Untag a work item

Click the "Tags" link in the item top menu. A graphical tags representation shows up. Type in the (initial letter of) name of the tag you want to add. Select it from the drop-down selection then click save. To remove a tag (untag an item) click the "X" button in the right side of the tag.

Click a tag to show all the items belonging to that tag,

Web wm tag item.png

Follow a work item

To follow an item so that you get notified (e.g, by email) whenever that item has been updated, go to the item you want to follow and click the follow link in the item top menu. You can unfollow it by clicking that same link (which is now stating unfollow after the first click)

Web follow item.png


Edit the work item reporter

Click the item subject of the item to expand it (if not yet so). Click the item's current reporter name. A UI pops up. Select a user then click the green button to save it. Web wm change reporter.png

Edit the work item assignee

Click the item subject of the item to expand it (if not yet so). Click the item's current assignee name. A UI pops up. Select a user then click the green button to save it.

Web wm change assignee.png

Edit the work item priority

Click the item subject of the item to expand it (if not yet so). Click the item's current priority. A UI pops up. Select a priority value then click the green button to save it.

Web wm change priority.png

Edit the work item severity

Click the item subject of the item to expand it (if not yet so). Click the item's current severity. A UI pops up. Select a severity value then click the green button to save it.

Web wm change severity.png

Edit the work item status

Click the item subject of the item to expand it (if not yet so). Click the item's current status. A UI pops up. Select a status then click the green button to save it.

Web wm change status.png

Edit the work item description

Click the item subject of the item to expand it (if not yet so). Click Edit Description link

Gr item desc lnk.png

Then, the following editor shows up. Currently, this editor offers MediaWiki, MarkDown and plain text formatting options. Hover over the editor menu icons for more info. Use the green button (top right) to save. Once done, you can close this editor by clicking Close Editor (top left).

Gr item desc editor.png

Work item web link

Select Show item web link from the item top menu.

Gr item web link.png

The item web link shows up. You can use the button on its right to copy it to clipboard.

Gr item web link form.png

Comments

Add a new comment

A comment can be added using the editor in the right column/section of the wok management page. But before doing so, select the item (by clicking its subject) you want to add the comment to.

Gr web add comment lnk.png

Currently, this editor offers MediaWiki, MarkDown and plain text formatting options. Hover over the editor menu icons for more info.

Fill in the subject and optionally the comment's body then click Comment button.

Gr web add comment.png


Show / Hide the system comments

A system or mini comment is one that is automatically generated by Gravity. You can filter out those system comments and view only the ones added by users.

Gr web hide system commens.png

Show / Hide the message box

You can hide the message box ( the one you add comments with), for e.g., for more space gain.

Gr web hide message box.png

Attachments

Add new attachment

An attachment can be added using the attachment upload area in the right column/section of the wok management page. But before doing so, select the item (by clicking its subject) you want to add the attachment to.

Gr web delete attachment link.png

You can either drop files onto the upload area (the yellowish dotted section) or click the sentence saying (or click...) which will show up a file-picker dialog. Add one or more attachments then click Save All (bottom-right corner) to save and upload your attachments.

To add a description to the attachment being uploaded, click the link Add description.

You can cancel uploading attachments by clicking the Cancel All (bottom right of the upload area) or cancel uploading a specific attachment by clicking Cancel

Gr web add attachment.png

Delete attachment

You can delete an already uploaded attachment by hovering over it and clicking the Delete link

Gr web delete attachment.png

Dates

Select the item (by clicking its subject) you want to add the dates to, then select Dates tab in the right column of work management page. To add a date, click the input field which will trigger a calendar UI. Select the date then click the green button to save.

Gr web add dates.png

Extended fields

Select the item (by clicking its subject) you want to fill in its extended fields, then select Extended tab in the right column of work management page. If you have enough authority and the item you clicked does have extended fields, then this tab will be filled in. To fill in a value, click within the input field. To save value click the green button.


Gr web add ex fields.png

Links

Edit/Delete a link

Select the item (by clicking its subject) you want to add links to, then select Links tab in the right column of work management page. The tab will be filled in with the current links, if any. Use the small menu in the right of each link to delete or edit that link.

Gr web item links.png

Add a new link

If you're authorized to add new links then this button Gr web add links button.png (also shown in the previous screenshot with text Add new link) will be shown. Click it to add a new link. Then fill in fields. Optionally, an icon for this new link can be added by uploading one (using the upload area in the bottom as depicted). Once done click save.

Gr web add links.png

Tags

To tag or untag an item see: Tag/Untag a work item

Tags tab

Select the Tags tab (left column of the work management page)

Gr web tag tab.png

Using existing tags

Then you'll presented with a tags filter input to look up already existing tags.

Gr web tags filter input.png


Start typing in some initial letters of tags you're searching for. Matching tags will dynamically be shown while you type.

Gr web tags filter result.png


To see all items having some tag(s), drag tags to the drag area (the dotted section having the text Drag tags here to view work items as shown). The found items, if any, will be shown in the middle column.

Please note that in case of multiple tags, an AND is implicitly added in between. e.g. V2MO1 Severity/Enhancement reads V2MO1 AND Severity/Enhancement


Gr web tags drag.png

Tags menu button

Gr web new tag.png

Add a new tag

Click the tags menu button:

The tag edition menu has three buttons, the left is to delete a tag, the middle one is to edit it and the right one, which you should click, is to add a new tag.

Gr web new tag menu.png


A yellow-ish form shows up where you can add the tag name and optionally its description. Once done click the save button.

Gr web new tag form.png

Delete a tag

Click the tags menu button (See Tags menu button). Search for the tag you want to delete, then drag it to the deletion (red-dashed) area.

Gr drag tag to deletin.png


Then click the Save button

Save tag deletion.png

Update tag

Click the tags menu button (See Tags menu button). Search for the tag you want to edit, then drag it to the edition area.

Gr drag tag to edition.png


An edition form with the name and description fields shows up. Edit the tag then click the Save button

Save tag edition.png


Connections

Connections tab

Connection tab.png

View item connections

To see all connections belonging to an item, click the connections link within that item:

Connection link button.png


Then the Connections tab will automatically activate and get focus showing the item you just clicked in the top of the tab and its connections underneath:

Connections tab items.png


Filter connections

To filter out specific connected items, use the filter input. It support Lucene search syntax and comes pre-filled with some query suggestions. Connections tab connections filter.png


Connect an item

Before going further, here is one rule of thumb when connecting items:

Whenever you click the Connections tab, the middle column of work management page will automatically show exclusively items that can be connected to the one currently in the Connections tab.

First select the item you want to connect other items to by clicking its Connections link Connections connection link button.png (See View Item Connections ).

Now you need items you want to connect using either:

  • Search result by using the search box in the top of the page
  • A filter (in the Filters tab)
  • Tags tab (right to Filters tab. See Tags)
  • Favorite Items tab (right to Tags tab)

So be it any of the options above, only connectable items will be shown with a checkbox you can use to connect. Once connected, an item is moved to the connections tab.

Connect to items from search result

Search for items you want to connect to the one currently in the Connections tab. If the Connections tab is active, the search result will automatically filter out itself showing only connectable items. Otherwise click the Connections tabs and wait for the connectable items to filters out (automatically). Use the checkbox to connect.

Connections connecti item.png

Connect to items from a filter

Click a filter (from Filters tab) you want to connect items from. Then click the Connections tab. As a result, only connectable items will be shown. Use the checkbox to connect.

Connect to items using tags

Select a tag so that items with tag show up (See Tags). Then click the Connections tab. As a result, only connectable items will be shown. Use the checkbox to connect.

Connect to my favorite items

Click Favorite Items tab. Then click any of the items there to open it. Then click the Connections tab. If the favorite item is connectable it would be shown.

Disconnect an item

(See above subsection on how to filter connections)

To disconnect, check the checkbox in the top-left corner of the item you want to disconnect. Check it to connect again. For both cases, no save action is needed as it's done implicitly when you un/check the box. A disconnected item keeps its place in the tab, Refresh the tab to remove by clicking the connections link in the root item (the top one in the tab)

Connections tab content.png