Using Item Actions

Use the Actions drop-down list available on most forms to perform item-specific tasks, such as adding attachments, opening a printable view, or linking work one item to another.

The actions available to you depend on your user privileges, whether you are working with a state or transition form, and settings made by your administrator or form designer.

• Add Note

  Add information to the item that may not be appropriate for fields on the form or to add supplemental data.

• Add URL
  Add a URL to an external Web page, other SBM pages, or to files stored on an accessible server. Note the following:

  • If you add a URL for a file, you must use the file:// prefix. For example: file://server/sharedfolder/file.txt.
  • To view a file URL that has been added, you are prompted to open the link.url file. Save the link.url file as an internet shortcut locally, and then view it.
  • UTF-8 / international characters are not supported in file URLs.
• Add File

  Add one or more file attachments. By default, the attachment is marked as Unrestricted: this means the attachment will be visible to any user who can view the item, and the attachment will appear in Work Center search results.

  If your administrator has specified a size limit for attachments, you receive a message if the files you are attaching exceeds that limit.

• Add Item Link

  Create links to other work items or auxiliary items. Items can be in the same application or table or in different applications and tables. You can search for items to link by ID number or keyword.

• Add Item Notification

  Subscribe to a notification for a specific item. You can add an item notification for notifications you are not already subscribed to. You can remove your subscription for this item in the Notifications section later.

• Add File Association (On-premise only)

  Use to display the history of source code control operations associated with primary items.

• Add to Folder (state forms and submit forms only)

  Create a link to the item in a specified folder.

• Link Subtasks

  Establish a relationship between items that can be controlled by a specific process determined by your administrator. Typically, this feature is configured so that a principal task is transitioned once its subtasks are completed. The item you create a subtask link from becomes the principal task.

• Link to Principal

  Items you create this link from becomes the subtask in a principal/subtask relationship. Contact your administrator to see if your system is configured for subtasks.

• Printable View (state forms only)
  Open a printable view of an item in a separate window. The printable view does not include icons, item links, folder check boxes, or navigation links. The view does include any images on the form, which are printed if you enable background printing in your browser. This option is under:

  • More Settings on the print preview (Google Chrome)
  • File | Page Setup (Internet Explorer)
  • Print | Page Setup (Mozilla Firefox)
• Send E-mail

  Send an e-mail directly from the item. For details, refer to Sending E-mail Messages From Work Items.

• Open Chat

  Initiate a chat session using the chat server configured by your administrator. For details on using chat sessions with work items, refer to Using the Chat Feature.

• Manage External Users

  Select this option to add a new external user to an item or edit external users who are already associated with an item. For details, refer to Managing External Users.

• Get Help for this Application

  See information describing the process an item follows, including a graphical view. Information about each transition, state, and decision is also shown.

• Get Help for this Form

  For transition forms, see information about the transition and fields on the form. For state forms, see information about the current state, available transitions, and fields on the form.

You can use the buttons next to the Actions drop-down list to reload the current view of the item or copy the item's URL to your clipboard. Note that the Copy URL to Clipboard button only appears on state form and submit forms).