Introduction to the Work Items Area

The Work Items area is where you go to create, view and manage your work items. 

Note

1. The Work Items area is the default landing page when you first log in
   
2. You can access the Work Items area at anytime via the Main Menu > Work Items 

The key features in the Work Items area are:

1. Status tabs: Work Items are separated into two groups:
   
1. Open: this lists all active Work Items
   
2. Closed: this lists all historical Work Items that have either been completed or cancelled
2. Essential information: key details will be displayed such as the lead advisor, client and/or the process a work item is following, the date it was created, the date it was last updated, and by who
   
3. Search bar: you can use this tool to filter Work Items by any relevant field
   

To open an existing Work Item, simply click anywhere in the row of your chosen Work Item.

Creating a Work Item

1. Navigate to the Main Menu > Work Items.
   
2. Create a work item by:
   
1. Selecting a process from the Recommended process list
   
2. Clicking View all process -> and selecting an process from there
   
3. Clicking + Create work item
3. Choose your client by:
   
1. Selecting form the drop-down menu
   
2. Using the search bar to type their name in 
   
3. Creating a new client on-the-fly;
   
1. Enter the details of your client's primary contact into the prompted fields
   
2. Click Save
4. Click Create work item

Tip

Click on the Learn more button to gain a better understanding of each service & it's process.

Attention

If your account is connected via XPM, you will not be able to create clients on the fly as XPM remains the source of truth for client records.

Managing a Work Item

Work Items: Key Details

1. Service name (located at the top in bold): the work item process you will be following
   
2. Client name (located underneath the service title): who you will be delivering the service to
   
3. Lead advisor (located to the right of the client name): the advisor who has created the Work Item and will be leading the meeting delivery
   
4. Work Item status (located next to the lead advisor): the following options will display to reflect a Work Item's status; "In progress", "Completed" or "Cancelled"
   
5. Complete or cancel actions (located to the right of the above): if either of these options are enforced, the work item will then move to the Closed tab under the Work Items list 

Note

Users can click the info icon next to the service name to bring up the process description.

Work Items: Steps

1. Each step contains specific tasks to support you in delivering best practice advisory services
   
2. The progress of a Work Item is displayed next to the Work Item - here you will see how many tasks have been completed vs how many remain
3. You can click on the chevron to expand or collapse steps as you progress 

Note

Steps & tasks are set out in chronological order however, you can complete tasks at any time as needed. 

Work Items: Tasks

1. Task name (located at the top of the task): the key action point
   
2. Task guidance (located underneath the task name): detailed instructions on what to do and when
3. Task assignee box (located underneath the task guidance): the team member who is responsible for the completion of this task
   
4. Essential badge (located to the right of the task name): this indicates when a task is critical to the process e.g. sending and receiving pre-work
   
5. Checkbox (located to the left of the task name): here any user can tick off tasks as complete, automatically updating a step's progress in real-time 
   
6. Document (located to the right of the task assignee): the relevant Gap document that interacts with that specific task
   

Important Info

Team members can be assigned, and removed, from specific tasks at any time, by clicking on the task assignee box.

Completing or cancelling a Work Item

1. Click the X in the top right-hand corner (any changes made will autosave).
   

1. Click the ellipses located in the top right corner.
   
2. Click Cancel work item.
   
3. You will be prompted to confirm this action - click Yes, cancel work item to cancel the Work Item.
   

1. Click the Complete work item button.
   
2. You will be prompted to confirm this action - click Ok to complete and close the Work Item.
   

1. Click on the Closed tab in the Work Items Area.
   
2. Click anywhere in the row of your chosen Work Item.
   
3. Click the Re-open button to restore your.

Notes

1. Completed and cancelled Work Items will appear in the Closed tab list in the Work Items area
2. Cancelled Work Items can be viewed and restored at any time
   
3. Each time you complete, cancel or re-open a work item, the status badge will change at the top of the Work Item accordingly