Note

Make sure to invite your clients to join The Gap before creating work items for them, as only clients who have accepted the invite will be able to receive and action Gap documents.

Go to Main menu > Work items to get started.

Creating a new work item

1. In the Work Items page, hit the Create Work Item button. A Create Work Item wizard will show.
   
2. In step 1 - Select client, type in or select a client from the Client dropdown.
   
3. Hit Next.
   
4. In step 2 - Select Process, select the process you got conceptual agreement to deliver. To achieve that, you can:
   
1. Type in the name of the process in the Search field.
   
2. Select a relevant category in the Category dropdown. Processes in that category will be filtered out.
   
3. Tick your process of choice between the work items available.
   
5. Hit Next.
   
6. In step 3 - Decide Roles, you can define the roles for all of your team members in this work item.
   
1. Use the Lead Advisor dropdown to change the person responsible for this work item. The lead advisor role is assigned to the team member who created the work item by default.
   
2. Use the Operation users, Administration users and Marketing users dropdowns to update these roles as required. These roles will be assigned to all team members who were assigned those roles when they were invited to your firm.
   
7. Hit Finish. 

Using a work item

1. The Client's Organisation name.
   
2. The Lead Advisor's name.
   
3. Work item status: 
   
1. New
2. In progress: this work has some completed tasks.
3. Completed: this work item has been marked as complete by clicking the Complete Work Item button.
4. Cancelled: this work item has been cancelled, by clicking Cancel work item under the ellipsis menu.
   

Note

Completed and cancelled work items cannot be edited unless they're restored. To do that, go to the Closed tab > click 

Work item steps

1. Non-essential tasks: the completion of these tasks is optional
   
2. Essential tasks: tasks labelled Essential are strongly recommended as per best practice service delivery.

Work item tasks

1. A checkbox that can be ticked for task completion
   
2. A concise description of what's expected to be done on that task
   
3. A task assignment button - set to the related process role by default
   
1. Click the assignment button to change the assignment to a specific team member or to a different process role

Tasks can be of the following types:

1. Document link: those tasks must be completed by clicking the Start task button, which will open the delivery workspace for the related document link. 
2. Generic tasks: tasks that don't include document links

Important info

Example: one of the Business Planning tasks is to send pre-work. The related task will include the Business Planning Pre-work document link and upon clicking Start task, the pre-work delivery workspace will open and you'll be able to email pre-work to your client.