3.2.4.2 Work item management functions

The “Work item management function” allow you to add, confirm and update work items linked to your calendar.
Work start/end dates and times, recurrence patterns, assigned users and other such settings can be configured for each work item. Furthermore, associations with workflows can be created and both automatic and manual execution enabled.
It is also possible to switch the ordering of work items, move schedules and change dates, all of which can be done intuitively in the window using the mouse.
Schedules linked to work items that have been assigned to an agent are automatically reflected as schedules in the “Resource-specific scheduling function”.

In this chapter, descriptions are shown for the following items.

• Structure of [Work item management function] window
• Adding work items
• Displaying and editing work items in the work item [Details] window
• Copying work items
• Deleting work items

(1) Structure of [Work item management function] window

This section describes the structure of the [Work item management function] window.

(Figure) [Work item management function] window

Details of the [Work item management function] window are shown below.

(Table) Components of the Work Item Management Functions window

Components		Description
①	Calendar selection list	In the cases set out below, a list of calendars will be displayed. Calendars where the group to which you belong is assigned as [Assigned Group] Calendars you have created yourself Descriptions of operations are shown below. Switch Display button: Display/hide calendar selection list. Checkbox: A description of calendars for which the checkbox has been selected is displayed in [Work Item list]. More than one can be selected.
②	Filter area	Configure conditions and filter work items. For details, see "Filter area".
③	Day/Week/Month Switch Display button	Switch the [Work Item list] view to display by day/week/month. Day: 00:00 to 24:00 for that day; in one-hour increments Week: Seven days starting on Sunday of that week; in one-day increments Month: One month starting on the first day of that month; in one-day increments
④	Specify Date	Specify the display period for the [Work Item list]. Click the "Specify Date" button and then click the Start Date and End Date icons. Select a date on the displayed calendar and click the [Apply] button to reflect the selection(s) in the [Work Item list]. The length of the increments used for the display schedule vary depending on the period you specify. Less than one week: One hour One week or more: One day The maximum display period is one year. If you have specified periods longer than one year, the Apply button will not be available for use.
⑤	button	Transition forward/backward by the same interval period as that displayed. For example, if you have selected a time period of a week using the [Day/Week/Month Switch Display] button, it will transition forward/backward in one-week intervals. If using [Specify Date], it will transition forward/backward by the same number of days as the number of days specified.
⑥	Work Item list	A list of work items. Information such as the start date/time and recurrence pattern configured for a given work item are displayed on a graph as [Schedule Bar]. For details, see "Work item list".

[Filter area]

[Filter area] allows you to filter work items using combinations of multiple filter conditions.
The filtered results are displayed in the [Work Item list]. Filters are not applied to work item folders. All items are displayed. If no work that matches the filter conditions is present in the folder, it displays as an empty folder.
If you navigate to another page, the filter settings are deleted and the default settings restored.

A description of the [Filter area] items are shown below.

(Table) Work item filter area items

Item	Description
Filter button	Display/hide [Filter area].
[Filter Items] column	Click the icon to add a filter column. [Parent Folder] is the column for filtering which folder functions as the parent.
icon	Checked items are applied to the folder. Items that are not checked are deleted when the [Apply] button is clicked.
Apply button	Apply set filter conditions to filter work items.

[Work Item list]

Details of the [Work Item list] are shown below.

(Figure) Work Item list

(Table) Details of the Work Item list

Components		Description
①	Work items list	Displays a list of work items. The displayed columns are as follows. Work Item: Name of work item Next Execution Date: Date of work task execution For recurring work tasks, the date on which the next nearest work task will be executed is displayed. Assigned Users: The user to which the work task is assigned to If the next execution will be different from the scheduled recurring work, the agent for the recurring work item is displayed. Assigned Group: The assigned group for the work task Work items can be managed by grouping folders and work tasks. : Stores work tasks. Sub-folders and work tasks can be added to folders. : Refers to the work itself. Folders and further work tasks cannot be added under work tasks. Folders and work tasks can be moved freely within the same calendar using drag & drop. When moving folders, the folder's hierarchy is maintained. Folders cannot be moved into a sub-folder of a work task or of the folder itself that is being moved. Move the mouse over a work item to display the following information. The same information is also displayed in [Schedule bar]. Name of the work item Assigned Users Assigned Group Workflow Workflow Executed By
②	button	Use to add work items. Work items can only be added to folders. Click the button and select from the following the type of work item to be added. Recurring Work Single Work Folder
③	button	Use to edit, copy, or delete work items. Click the button and select from the following the menu that is to be executed. Edit: Displays the [Details] window for a work item, from which you can confirm and edit the details of the work item. Copy: Copy existing work items and create new work items. Delete: Delete work items.
④	Graph	Display [Schedule bar] for work items. Nothing is displayed in the rows of folders.
⑤	Schedule bar	A bar used for visualizing information about work tasks.

[Schedule bar]

[Schedule bar] is used to visualize a range of information about a work task, allowing you to quickly and easily check and confirm details. Details are shown below.

• Displays on the graph in line with the execution date/time of [Recurring Work] or [Single Work] as applied to the work item.
• Displays the name of the work item.
• Move the mouse over the name to display the following information.
  • Name of the work item
  • Assigned Users
  • Assigned Group
  • Planned Start Date Time
  • Workflow
  • Workflow Executed By
• Double-click to display the [Individual Work Item Detail] window.
• Rows can be moved along the horizontal axis using drag & drop. When doing this, the start/end date and time is automatically changed to the date and time of the destination.
• The progress (0 to 100%) and status of work tasks are displayed as progress bars and categorized by color. Progress is reflected in the [Progress] item under the [Actual Results] tab in the [Individual Work Item Detail] window. Work items that have not been linked to a workflow are set manually.

Color	Description
	Work progress is 0%
	Work progress is from 1% to 99% As the progress of the work proceeds, the darker the color becomes moving from left to right.
	Work progress is 100% Displayed entirely in a dark color.
	The work status is [Not started yet]
	The status of the work is [In progress] or [Pending]
	The status of the work is [Closed]
	The work is delayed relative to the schedule Delay refers to the following. Even when there are delays, as the progress of the work proceeds, the darker the color becomes moving from left to right. Even if the current time has exceeded the scheduled start time, the work status is displayed as [Not started yet] Even if the current time has exceeded the scheduled end time, the work status is not displayed as [Closed]
	Deleted individual work items The [Schedule bar] will be displayed in white and the work item name will be struck out.

• Icons showing the type and status of the work are displayed. The corresponding items are displayed from left to right, in the following order: , , , .

Icon	Description
	Work tasks with a workflow status of [failed]
	Work task associated with a workflow
	Recurring work
	An individual work item to which a modification has been added at least once Even if the modification is reverted back to its original state, the work task is still treated as a "Modified work item" and the icon remains.

(2) Adding work items

The procedure for adding work items is shown below. Up to 200 work items (folders + work tasks) can be added to a single calendar.

1. Click the button in the row of the folder to which you want to add a work item.

• Recurring Work: Creation of recurring work items for routine tasks
• Single Work: Create non-recurring work items for routine tasks
• Folder: Create folders for storing work tasks

When adding [Recurring Work] or [Single Work], the work tasks within that are created automatically as individual work items and displayed as schedule bars on the graph. For [Recurring Work], each instance of the work task is displayed each time.

If configuring workflows on the [Automations Settings] tab in the [Add Recurring Work Item] window, the workflow is automatically executed under the name specified in [The User Executes The Workflow] on the workflow item start date/time. In addition, if setting parameters in the area in which workflow parameters are set, the workflow will be executed with the corresponding items in the [Stepper] window in the [Workflow] tab being entered automatically. For details on the Stepper in the “Workflow” tab, see “Workflow operation window (when using Stepper)”.

Details to be entered for each work item are shown below.

(Table) Details to be entered into the [Add Recurring Work Item] window

Tab

Item name

Required

Description

Basic Settings

Name

Yes

Name of the work item A single-byte and double-byte space cannot be used for the first or last character. The number of characters allowed is from 1 to 40.

Description

No

Work item description The number of characters allowed is from 0 to 1,000. However, HTML tags such as <p> are added automatically when entering text. This means that even if the number of entered characters does not exceed the limit, a message similar to "Inputted data has exceeded the maximum acceptable number of characters. The maximum number of characters: 1000" may be received. If you see this message, please change the entered text accordingly.

Recurrence Schedule Settings

Start Time

Yes

Work task start time Specify a time from 00:00 to 23:59.

End Time

Yes

Work task end time Specify a time from 00:00 to 23:59. If you wish to specify a time that spans more than one day, specify a value greater than zero in [Days After] when specifying the work period.

Time Zone

Yes

Select a time zone.

Days After

Yes

This means that the [End Time] is X number of days after the [Start Time]. Specify an integer from 0. Ensure that the [Duration] value is less that the [Interval] value.

Duration

Yes

[Duration], as calculated using the method below, is entered automatically and is therefore only for reference purposes. [Duration] = [End Time] - [Start Time] + [Days After] Display example: X day 〇〇 hour △△ minute

Daily/Weekly/Monthly/Yearly Selection checkbox

Yes

Work task execution interval Select any of Daily/Weekly/Monthly/Yearly. The various setting items are displayed in accordance will the selected [Interval].

Daily

Interval

Yes

Select "Day". The interval means "every X days". Specify an integer from 1 to 31.

Weekly

Interval

Yes

Select "Week". The interval means "every X weeks". Specify an integer from 1 to 5.

Day of the week selection checkbox

Yes

Select "Day of the week". More than one can be selected.

Monthly

Interval

Yes

Select "Month". The interval means "every X months". Specify an integer from 1 to 12.

Day/Day Of Week Selection checkbox

Yes

Select "Day" or "Day Of Week". Day means the "Xth day of the month", while "Day Of Week" means the "Xnd Xth day of the month". The selected fields become active, while the unselected fields remain inactive.

Day

Day

Yes

Select "Day". Specify an integer from 1 to 31.

"From The End" checkbox

No

If checked, "Day" means "Xth day counting from the end of the month".

Day Of Week

No.

Yes

Select the "Xnd week of the month". To specify the "Last Xnd day of the month", select "Final".

Date

Yes

Select "Day of the week".

Yearly

Interval

Yes

Select "Year". The interval means "every X years". Specify an integer from 1 to 9.

Day/Day Of Week Selection checkbox

Yes

Select "Day" or "Day Of Week". Day means the "Xth day of the month", while "Day Of Week" means the "Xnd Xth day of the month". The selected fields become active, while the unselected fields remain inactive.

Day

Month

Yes

Select "Month". Specify an integer from 1 to 12.

Day

Yes

Select "Day". Specify an integer from 1 to 31.

Day Of Week

Month

Yes

Select "Month". Specify an integer from 1 to 12.

No.

Yes

Select the "Xnd week of the month". To specify the "Last Xnd day of the month", select "Final".

Date

Yes

Select "Day of the week".

Start Date

No

Specify the start date of the work item. Specify a date from 01/01/2000 to 12/31/2042.

End Date/Iterations/End Date Undetermined Selection checkbox

Yes

Set the end date of the work task and the number of times it is to be repeated. Select one of the options.

End Date

Yes

Specify the end date of the work item. Specify a date from 01/01/2000 to 12/31/2042.

Iterations

Yes

Specify the number of times which the work task is to be repeated. Specify an integer from 1 to 365.

End Date Undetermined

Yes

If the end date of the work item is TBD, check this option.

Assigned Users Settings

Assigned Users

No

Click the icon to select the agent to which the work item will be assigned. More than one can be selected.

Assigned Group

No

Click the icon to select the group to which the work item will be assigned. Only the groups assigned in the "Assigned Group" of the calendar can be assigned.

Automations Settings

Workflow

No

Click the icon to select workflows that are to be executed and add an association to them.

The User Executes The Workflow

Yes

Click the icon to select the users who are going to execute workflows to which associations have been added. Becomes activated when a [Workflow] item is set, and becomes a required field.

Set Parameters Of Workflow

No

The button becomes activated when the [Workflow] item is set. Click the button to display the area for setting workflow parameters. From here, you can edit workflow parameters, agents and groups assigned to each step, and start dates/times in YAML format. For example YAML file definitions, see "Setting workflow parameters". Cannot be edited once the workflow has been executed.

(Table) Details to be entered into the [Add Single Work Item] window

(Table) Details to be entered into the [Add Folder] window

[Setting workflow parameters]

In the [Automations Settings] tab of the [Add Work Item] and [Details] windows (excluding the [Individual Work Item Detail] window), you can edit workflow parameters, agents and groups assigned to each step, and start dates/times in YAML format. Set parameters in the following instances.

• parameters: Workflow parameters have been set
• steppers: There are main- or sub-flow steps that you want to configure
• step: Workflow activity name (the name defined in "taskname" for the Workflow definition)
• In step: If "steppers" is set
  one or more of the following must be set.
• assignedToName: Assigned Users
• assignedGroupName: Assigned Groups
• plannedStart: Start date (the date/time within the period set on the [Details] window)
  Set in UTC format.Set in UTC format.
  Example) 2024-07-05T16:30:00Z

<Settings example>

For details on workflow YAML definitions, see “Workflow”.

(3) Displaying and editing work items in the work item [Details] window

The editing of work items is performed in the work item [Details] window. The [Details] window can be used to confirm and edit basic information about work items and schedules. Performance-related information for individual work items is also added. This can be used for editing information such as progress and status. If a workflow has been set, it is also possible to manually execute workflows.
Schedules following the execution of a workflow can only be executed in the [Actual Results] tab.

The way in which the work item [Details] window is displayed will differ depending on the type of work item. Display methods are shown below.

(Table) Work item type and name and display method of [Details] windows

[Individual Work Item Detail window]

The [Individual Work Item Detail] window is the same as the [Add Single Work Item] window of “Adding work items”, but with the addition of the [Actual Results] tab. The [Actual Results] tab is only activated under the conditions outlined below. In all other instances, it is inactive.

• Work tasks from the current date up to a date one week later
• Past work tasks from the date the work item was created up to the current date

Details of [Actual Results] tab items are shown below.
　
(Table) Actual Results tab items

The following items in the [Individual Work Item Detail] window can only viewed only.

• [Time Zone] on [One-time Schedule Settings] tab
• [Workflow] on [Automations Settings] tab
  
  

(4) Copying work items

Existing work items can be copied and new work items added. Copied folders maintain their hierarchy.
The procedure for copying is shown below.

1.Click the button for the work item that is to be copied in the [Work Item list] and select [Copy] from the displayed menu.

The following items are not copied and must therefore be configured after the copy is performed.
Also, if a workflow has been associated to a recurring work item or single work item, the information linked to that workflow (actual start date, performance information such as status) will not be copied. Set a [Start Date] and other such parameters for the work item. New information will be linked to the workflow when it is executed.

(Table) Items not copied

The following cannot be copied.

• Copies across multiple calendars
• Calendars (Calendars can be copied using “Calendar management functions”.)

(5) Deleting work items

Delete work items using [Work Item list] or the work item [Details] window.

[Deleting using the Work Item list]

Deletions using the [Work Item list] can be made for recurring work items, single work items, and folders. The procedure for making deletions is shown below.

1.Click the button for the work item that is to be deleted from the [Work Item list] and select [Delete] from the displayed menu.

When the folder is deleted, all folders and work items contained within that folder will be deleted. Schedules linked to the work items will be deleted if a workflow has not been set or has not been executed. If the workflow has been executed, the work item will not be deleted in order to preserve the execution history but the user and group assignments of the schedule will be deleted. Therefore, it will no longer be shown in the resource-specific scheduling function window.

[Deleting using the work item [Details] window]

Deletions using the work item [Details] window can be made for individual work items contained within recurring work items. The procedure for making deletions is shown below.

If a workflow has been set, the [Delete] button will become inactive once the workflow has begun, making it no longer possible to make a deletion.
If an individual work item has been deleted, the [Schedule bar] will be displayed in white and the work task name will be struck out. It will no longer be possible to make edits.
Double-click on the [Schedule bar] for the deleted single work item to display the [Details] window, on which the [Restore] button can be found. Click the [Restore] button and then the [OK] button in the displayed dialog box to restore the work task.