Configuring Work Item Fields and Workflows

Constraints

• Some system fields, such as title, status, responsible project, current owner, and actual workloads, cannot be deleted.
• The default workflows cannot be edited or deleted.

Prerequisites

You must have the permissions of the Tenant Administrator role. For details about how to assign the Tenant Administrator role to a user, see Creating a User Group and Assigning Permissions.

Adding a Field to a Work Item Type

1. Access the CodeArts Req homepage and click .
2. Choose All Account Settings.
3. Choose Work Item Management > Basic Settings > Work Item Fields and Workflow.
4. In the Work Item Types list, select a work item type for which you want to add fields. The existing fields of the work item type are displayed.
5. Click Add Field. In the displayed dialog box, click --Select--.
6. Add an existing field or create a field.
   • Adding an existing field
     1. Select an existing field. You can search for a field in the Enter a name box, or scroll your mouse to select one.
     2. Click Publish. The new field is displayed in the list.
   • Creating a field
     1. In the displayed dialog box, click Create Field.
     2. Enter the field name, select the field type, and set the description.
     3. Click Publish. The new field is displayed in the list.

        Fields in the list are displayed on multiple pages. You can search for the new field by name.

   You can delete a new or added field.

   1. Click .
   2. In the displayed dialog box, click OK and enter REMOVE as prompted.
   3. Click Delete to delete the field.
      

      After the deletion, the field and its value will be removed from all work items. This operation cannot be undone. Please exercise caution.

Creating a Workflow for a Work Item Type

1. Access the CodeArts Req homepage and click .
2. Choose All Account Settings.
3. Choose Work Item Management > Basic Settings > Work Item Fields and Workflow.
4. Click Workflow Scenarios and select a work item type to be configured in Work Item Types.

   Configure workflows for the work item type. You can configure multiple workflows and select one when creating a work item type template.

5. Click New Workflow Scheme. The workflow configuration canvas is displayed.

   

6. Set the workflow name and description.

   Click . In the displayed dialog box, set the workflow name and description, and click OK.

7. Select the node status.
   There are three types of statuses in a custom workflow: To Do, Doing, and Done. These statuses are either system-default or tenant-defined. You can select an existing status or add a status.

   • Selecting an existing status

     Select the status on the status menu bar and drag it to the corresponding position on the canvas.

   • Adding a status
     1. Click on the left to expand the status drawer.

        

     2. Click to add a status. If no new status is available, add it first.
     3. View the new status in the Tenant-defined area of the drawer and on the canvas.

        

8. Edit a workflow status node.
   1. Click the status node to be edited. The Status Information page is displayed.
   2. Edit the status information. Suspend/Cancel is disabled by default.
      Take the Analyzing status as an example. If you enable the Suspend/Cancel switch, when the corresponding work item (for example, SG) enters the Analyzing status, the handler can click Suspend in the upper right corner of the details page and enter the suspension reason. Then, SG enters the Suspended status and is marked as suspended in the work item list.

      Figure 1 Work item SG suspended

      

      Handlers can unsuspend work items. Once they unsuspend a work item, the suspension flag on the work item name disappears. Click Cancel Suspension in the upper right corner of the details page to continue the process.

   3. Edit the status configuration.
      • By default, the Transition from Any Status to This Status switch is disabled. If the switch is enabled, any status can be transferred to this status.
      • Field Configuration is enabled by default. If it is disabled, fields cannot be edited.
      • Each type of status node has its default fields. To add fields, click Add Field. For details, see 6.
      • Configure field editing restriction rules. The current owner is allowed to edit fields by default and is not subject to permission checks. Select AND or OR when setting the rules. By default, the OR logic is used.

        OR logic: The operator can edit certain fields if they meet any one of the following conditions.

        And: The operator must meet all of the following conditions to edit certain fields. Initially, all roles are selected by default.

        1. Condition 1: Has the "Edit" permission for the current work item type.
           • If the operation is performed in the Responsible Project, the system checks whether the operator has the edit permission in the responsible project.
           • If the operation is performed in Proposing Project (operations by the proposing project must be allowed), the system checks whether the operator has the edit permission in the Proposing Project.
        2. Condition 2: Belongs to the roles selected in the list below (each field will check roles separately).

        

      • Configure a field by setting Visible, Editable, Required, and Role to Edit.

        Table 1 Field configuration items

        Configuration Item	Description
        Visible	Set whether to display the field on the work item details page. Other configurations are available only after this option is selected.
        Editable	Set whether the field is editable in a work item of the current status.
        Required	Set whether the field is mandatory in a work item of the current status. If the field is mandatory, it will be marked with an asterisk (*).
        Role	Select a role from the drop-down list. The selected roles are used to verify field editing permissions. Options: Only the temporary roles of the project to which the current status flow belongs are available.

9. Edit a transition line.
   1. Click a status flow transition line. The Transition Line Information page is displayed.
   2. Set the transition line information.

      The transition line information area displays the Start Status, Target Status, and Transition Line Name. You can click the view status flow button on the work item details page to view the transition line name.

      Figure 2 Status flow in work item details

      

   3. Configure pre-transition verification. The transition can be performed only when the verification items meet the requirements. The verification items are described in the following table.

      Table 2 Pre-transition verification

      Verification Item	Description
      Verify Operation Permission	Configure status transition restriction rules. The current owner is allowed to perform status transitions by default and is not subject to permission checks. Select AND or OR when setting the rules. By default, the OR logic is used. OR logic: The operator can perform the status transition if they meet any one of the following conditions. And: The operator must meet all of the following conditions to perform the status transition. Condition 1: Has the "Set Status" permission for the current work item type. Permission verification is performed based on the project where the status transition is initiated: If the operation is performed in the Responsible Project, the system checks whether the operator has permission to set work item status in the responsible project. If the operation is performed in Proposing Project (operations by the proposing project must be allowed), the system checks whether the operator has permission to set work item status in Proposing Project. Condition 2: Belongs to the following roles. Select a role from the drop-down list. Options: Only the temporary roles of the project to which the current status flow belongs are available.
      Validate Field Information	Optional. By default, the Verify Field Information switch is enabled. That is, verification is required by default. You can also disable it. If this switch is enabled, click Add Field. In the displayed dialog box, add a field. For details, see 6. If the field value is verified before status transition, the work item status can be changed through transition.
      Verifying Associated Item Information	Optional. This verification is required by default. You can also disable it. If you enable this switch, click Add Associated Item. On the Add Associated Item page, select the desired associated item, select Judgment Condition (Doesn't exist by default), and click OK.

   4. Configure the in-transition page.

      Configure additional information that must be entered during status transition to proceed. The In-transition GUI Config switch is enabled by default and can be disabled. If the switch is enabled, click Add Field. The Add Field dialog box is displayed. Select the field to be added from the drop-down list and click OK. The field is displayed in the field list.

      Figure 3 Configured fields

      

      

      If Required is selected when a field is added, the field name in the field list is marked with an asterisk (*).

   5. Configure the post-transition action.

      After the transition is successfully executed, the configured post-transition actions are automatically executed. Configure the post-transition actions as follows.

      Table 3 Configuration items of post-transition actions

      Configuration Item	Description
      Update fields	Update the value of a specified field after the successful transition. Click Add Post Action. The Add Post Action window is displayed. Select Update fields and click OK. In the Add Field window, select the field to be added in the Select Field text box. Set the judgment condition and default value for the selected field. Click OK. The field will be displayed in the post-transition action list.
      Baseline-related operations	Update the baseline status of the target object after the transition is successful. If the current baseline status of the target object is the same as the updated baseline status after the transition is successful, this post-action will not be executed. For example, if Baseline current work item is selected for a baselined work item, this action will not be executed. NOTE: For preset RRs and bugs, you cannot select Baseline current work item and Cancel baseline current work item. Click Add Post Action. The Add Post Action window is displayed. Select Baseline related operations and click OK. The Baseline related operations window is displayed. Select the desired operation from the Perform operations drop-down list. Baseline current work item: This action is performed only when both of the following conditions are met: The work item is not under a baseline review. The work item is not under a change review. Cancel baseline current work item: This action is performed only when all of the following conditions are met: The work item is not under a baseline review. The work item is not under a change review. When a work item belongs to a sprint, the sprint is not baselined. When a work item does not belong to any sprint but belongs to a release, the release is not baselined. Baseline correlation: This action is performed only when both of the following conditions are met: The associated work item is not under a baseline review. The associated work item is not under a change review. Cancel baseline association: This action is performed only when all of the following conditions are met: The associated work item is not under a baseline review. The associated work item is not under a change review. When an associated work item belongs to a sprint, the sprint is not baselined. When an associated work item does not belong to any sprint but belongs to a release, the release is not baselined. Set Description. Click OK. The baseline operation will be displayed in the post-transition action list.
      Snapshot-related operations	After the transition is successful, take a snapshot of the current work item or associated item. Click Add Post Action. The Add Post Action window is displayed. Select Snapshot related operations and click OK. The Snapshot related operations window is displayed. Select the desired operation from the Perform operations drop-down list. Take a snapshot of the current work item Take a snapshot of associated work items If you select Take a snapshot of associated work items, select the type of the work item to be associated from the Associated work item types for snapshotting drop-down list. Set Description. Click OK. The snapshot operation will be displayed in the post-transition action list.

10. Click Publish.
    The released workflow is displayed on the Workflow Scenarios tab of the Work Item Management > Basic Settings > Work Item Fields and Workflows page. The Release Status of the workflow is RELEASE. You can use the solution in corresponding projects.

    

    • Click Save to save the draft. The solution takes effect only after being released.
    • Click Restore to restore the default configuration of the current workflow or the configuration of the latest release.
    • Click Cancel to cancel the modification of the workflow.
    You can perform the following operations on a new workflow.

    Table 4 Managing a workflow

    Operation	Description
    Edit workflow	Click to modify the name and status configuration of the workflow.
    Copy workflow	Click to copy a workflow.
    Delete workflow	Click . In the displayed dialog box, enter DELETE and click Delete.