Work items

A work item is a single task or another piece of work: a task, a bug, a story, a request, or whatever types your project offers. It has a key, a type, a status, people, dates and any custom fields your space has switched on.

Create a work item

1. Choose Create in the top bar and then Work item, or press C.
2. Where there is more than one to choose from, pick the project it belongs to in the Project field.
3. Write the Summary: a short, specific name for the work to be done.
4. Optionally write the Description. Markdown works (## heading, - list, code), @ mentions a person and images can be pasted.
5. On the right, choose Type, Priority, Assignee (or Me), Epic and, where the project uses them, Security level.
6. Open Planning for Start date, Due date and the estimate.
7. If the type has custom fields, fill them in on the Custom fields tab. Required ones must be filled before the item can be created.
8. Choose Create.

A new item is always created with the start status of its workflow. You cannot create an item with a different status straight away.

Quicker creation: in a project's Work items list use Add an item (type the title, press Enter), or on a board press the plus at the head of the column where new work starts.

Work item details

Open an item by its key or from any list. In a project's list the Quick view icon in a row opens it in a side panel, as a click on a card does on a board; the Open full view icon there leads to the whole page.

• Change a field by clicking it. Fields are grouped under State, People, Planning and Classification, followed by Time tracking where the project tracks time and Custom fields where the type has any
• Keyboard: e renames the item, c writes a comment, s opens the status moves
• Clicking the item's key above its title copies the item's address to the clipboard
• History shows the history of changes; narrow it to State, People, Planning, Estimate, Text, Files or Other

Sub-items and epics

• Under Sub-items, choose New to add a part, or Add existing to pull in another item of the same project. A sub-item always lives in its parent's project and is moved together with it. The parent shows the sum of its sub-items' estimates beside its own, and takes its dates from them until you set them yourself
• An Epic is the goal the work serves. Set it in the Epic field; on the epic itself, Items of the epic shows the linked work items with New and Add existing, and Progress counts items or points done. Each epic has its own colour, which its items show as a marker

Links, labels, components and files

• Links: choose Add link, pick the Link type and find the other item by key or summary
• Labels: type a new label or pick an existing one
• Components: the parts of the project the work touches, if the project defines them
• Attachments: choose Add file or drag files onto the item. The allowed types and sizes are shown under the drop area
• Development: when Git is connected, branches, commits, pull requests, builds and deployments that mention the key appear here automatically
• Google Drive: when the project has the Google Drive module on, attach a Drive file or create a new Google document, sheet or slides from the item

Comments, mentions and reactions

Write in Write a comment... and choose Comment. Type @ and a name to mention a user; they are notified even if they have muted the item. Reply keeps a thread under a comment. React with the thumbs-up, or pick another reaction from the smiley beside it.

Follow

Choose Follow to get notified about the item; the button then reads Following, and pressing it again stops it. The profile pictures beside the button show who follows the item. Depending on your administrator's settings, you may start following an item automatically when you are assigned to it, change it or comment on it.

Move, copy, export, delete

From the item's More menu:

• Move item: to another project of the same space. The item takes the new project's key and the old key still finds it. You choose the type and the status it lands in; sprint, release, affected versions, components and security level are cleared on the way. Sub-items are moved together with their parent
• Make a copy: copies fields, custom fields and attachments. Comments, links, sub-items, history and logged time stay with the original
• Export to Word: downloads the item as a Word document
• Delete work item: is permanent and also deletes its sub-items, comments, attachments and logged time

Security levels

When the project has Security levels on, the Security level field hides an item from everyone outside the level's circle of people. You can only pick levels you are in.

Change many items at once

1. On the search page, tick the rows (or select all that match the filter). A project's own list offers only a new status, priority or assignee for the rows you tick.
2. Choose Bulk change. The button is shown to people whom the administrator has given the Bulk change system role.
3. Pick what to do: Edit fields, Move along the workflow, Move to another project or Delete. For labels choose Add, Remove or Replace.
4. Choose Validate. GoProject works out what would happen without saving any changes and shows how many items will change and why the others will not (no permission, no such transition, a sub-item that travels with its parent).
5. Confirm to run on the items that can take the change.

Send notifications is off by default so a bulk change does not fill everybody's inbox. Deleting asks for your password.