Worklists and Change Logs

This chapter contains all the information you need to set up, create and edit worklists and worklist templates. It is divided into the following sections:

• Creating a Team
• Assigning Salespeople to a Team
• Worklists
  • Setting Up Worklists
  • Creating Templates for Worklists
• ToDos
  • Assigning ToDos
  • Locking/Unlocking ToDos
  • Reassigning ToDos
  • Checking ToDos
  • Closing ToDos
  • Canceling ToDos
  • Creating ToDos Manually
• Change Logs
  • Setting Up Change Logs
  • Creating Change Log
  • Creating Table Relation

Creating a Team

You can create different teams for worklists and assign specific salespeople to these teams. This facilitates the subsequent assignment of ToDos via worklists. To create a team, proceed as follows:

• Use the quick search (ALT+Q) to find the Sales Teams page.
• Click New in the menu bar.
• Enter a unique code for the team in the Code field.
• Enter a name for the team in the Name field.

You have successfully created a team.

Assigning Salespeople to a Team

You can assign salespeople to a created team and designate a team leader. The team leader can then assign, lock, unlock, cancel, or close ToDos within the team. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Sales Teams page.
• Select a team you would like to assign salespeople to.
• Click on Related > Team > Other > Salespeople in the menu bar.
• Select the salesperson you want to assign to this team in the Salesperson Code field.
• The Salesperson Name is automatically filled in with the name of the selected salesperson.
• Select the Team Leader checkbox to mark this salesperson as the team leader.

You have successfully assigned salespeople to a team.

Worklists

Worklists allow you to distribute ToDos automatically or manually to different salespeople or teams. The ToDos created in the worklist are displayed for the assigned salespeople or team in the Role Center in the Worklist Activities section.

Setting Up Worklists

Before you can use worklists, you must complete the basic setup. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Worklist Setup page.
• In the Worklist Nos. field, enter the desired number series to be used for worklists that are created.
• In the ToDo Nos. field, enter the desired number series to be used for ToDos that are created.
• In the Administration Team field, select the team that should have administrative rights for worklists. You can find more information on the setup of teams here. The administration team can assign, lock, unlock, cancel or close all ToDos.
• In the Template Manual ToDo field, you can specify a previously created template to be used for manually created ToDos. For more information on creating templates, click here.
• Click on Activate to activate the worklist functionality. The Active toggle switch is automatically activated.

You have successfully activated the worklist functionality.

Creating Templates for Worklists

To manually assign ToDos, you need a worklist template. Proceed as follows to create a worklist template:

• Use the quick search (ALT+Q) to find the Worklist Templates page.
• Click New in the menu bar.
• In the Description field, enter a clear description for the template. The description should clearly communicate to the user the purpose of the template and which steps need to be completed before the ToDo can be closed.
• Navigate to the Worklist Trigger Setup FastTab.
• In the Template Trigger field, select whether the worklist should be triggered by a Change Log, the Closing of ToDo, a Parent ToDo or Manually.
• If you select Change Log, the following additional options are available:

• If you select Closing of ToDo, the following additional options are available:

• If you select Parent, the following additional options are available:

• If you select Manual, the worklist can only be triggered manually.
• Navigate to the Assignation FastTab.
• In the Assignation field, select whether the worklist should be assigned to a person or a team.
• If you select Team, select the appropriate team in the Team Code field.
• Navigate to the Start & End Date FastTab.
• In the Start Date Option field, select how the start date of the worklist should be calculated.
• In the End Date Option field, select how the end date of the worklist should be calculated.
• Optional Add further information about the start and end dates as needed.
• Navigate to the Lookup Setting FastTab.
• In the Lookup Table Relation field, select the table relation to be used to search for the record on the lookup page.
• Navigate to the Closing Setup FastTab.
• In the Completion Option field, select whether the ToDo should be completed without further specifications (Default), by specifying Yes/No, by specifying a user-defined Option or by checking the content of a field (Field Check).
• Enter user-defined options separated by commas in the Option Value field.
• In the Completion Condition field, select whether the ToDo can be completed On Condition Setting, After Expiry of the Active Period (enter this in the Active period field), on condition setting or after expiry of the active period or whether the ToDo can only be completed Manually.
• Navigate to the Conditions FastTab.
• Fill in the fields in the table according to the specifications in the table below to define the conditions under which a ToDo should be created.

• If you selected Field Check as the completion option, the Field Check FastTab is displayed. In this FastTab, you can specify the field to be checked and define the required value for completing the ToDo.
• In the Additional Information FastTab, you can select fields to be displayed in a FactBox in the ToDo to be created.
• In the Instructions FastTab, you can enter instructions that must be completed by the assigned person or team.

You have successfully created a worklist template.

ToDos

ToDos created automatically or manually through a worklist are displayed for the assigned person or team in the Role Center in the Worklist Activities section. The following cues are displayed: Assigned to me, Expired ToDos, Due Today and All.

Assigning ToDos

Proceed as follows to assign a ToDo:

• In the Worklist Activities section in the Role Center, click the cue containing the ToDo you want to assign.
• The selected cue is displayed.
• Click on the desired ToDo.
• Select Lock/Assign > Assign from the menu bar.
• Select the team or salesperson you want to assign the ToDo to.

You have successfully assigned a ToDo to a salesperson.

Locking/Unlocking ToDos

Proceed as follows to lock or unlock a ToDo:

• In the Worklist Activities section in the Role Center, click the cue containing the ToDo you want to lock or unlock.
• The selected cue is displayed.
• Click on the desired ToDo.
• Click on Lock/Assign > Lock or Unlock in the menu bar.
• The ToDo has now been locked or unlocked for you.

You have successfully locked/unlocked a ToDo.

Reassigning ToDos

You can reassign already assigned ToDos to another person or team. To do so, proceed as follows:

• In the Worklist Activities section in the Role Center, click the cue containing the ToDo you want to reassign.
• The selected cue is displayed.
• Click on the desired ToDo.
• Select Lock/Assign > Reassign from the menu bar.
• A dialog window is displayed.
• In the Team field, select the team to which the ToDo should be assigned.
• Optional In the Person field, select the specific person to whom the ToDo should be assigned. If you have already selected a team in the Team field, the Person field only displays the people assigned to that team.
• Click OK to confirm your entries.

You have successfully reassigned a ToDo.

Checking ToDos

If you want to complete a ToDo, you first have the option of checking whether the completion conditions have been met. To do so, proceed as follows:

• In the Worklist Activities section in the Role Center, click the cue containing the ToDo you want to check.
• The selected cue is displayed.
• Click on the desired ToDo.
• Click on Process > Check in the menu bar.
• A dialog window indicates whether the completion conditions of the ToDo have been met.
• Confirm the dialog window with Yes.

You have successfully validated a ToDo.

Closing ToDos

Proceed as follows to close a ToDo:

• In the Worklist Activities section in the Role Center, click the cue containing the ToDo you want to close.
• The selected cue is displayed.
• Click on the desired ToDo.
• Click on Process > Close in the menu bar.
• If the completion conditions of the ToDo have been met, it is now completed.

You have successfully completed a ToDo.

Canceling ToDos

If an assigned ToDo is no longer necessary or can no longer be fulfilled, you can cancel it. To do so, proceed as follows:

• In the Worklist Activities section in the Role Center, click the cue containing the ToDo you want to cancel.
• The selected cue is displayed.
• Click on the desired ToDo.
• Click on Process > Cancel in the menu bar.
• The ToDo has been canceled.

You have successfully canceled a ToDo.

Creating ToDos Manually

If you have set the template trigger to Manual in a worklist template, you can trigger the template directly from the respective document. Proceed as follows to manually create a ToDo:

• Open the document for which you want to create ToDos.
• Open the FactBox pane (ALT+F2).
• In the ToDo FactBox, click on the New ToDo option.
• In the ToDo Description FastTab, enter instructions for carrying out the ToDo in the Description field.
• In the Assignment FastTab, specify the team or person to whom you want to assign the ToDo.
• Click OK to confirm your entries.

You have successfully created a ToDo manually.

Change Logs

Change logs allow you to track changes in documents and use them as triggers for the automatic creation of ToDos from worklists.

Setting Up Change Logs

Proceed as follows to set up change logs:

• Use the quick search (ALT+Q) to find the Worklist Change Log Setup page.
• In the General FastTab, activate the Active toggle switch to activate the change log function.
• Optional Activate the Asynchronous Processing toggle switch to specify that the change log is processed asynchronously by the task scheduler.

You have successfully set up the change log function.

Creating Change Log

To create a change log, proceed as follows:

• Use the quick search (ALT+Q) to find the Worklist Change Logs page.
• Click New in the menu bar.
• The following options are available in the General FastTab:

• Navigate to the Lines FastTab to specify the tables to be checked in the change log.
• Enter the table to be checked in the Table field.
• In the Table Relation field, specify a table relation to be checked. For more information on table relations, go here.
• Select the Check Insertions checkbox if insertions of any kind in the selected table should be checked.
• Select the Check Changes checkbox if changes of any kind in the selected table should be checked.
• Optional If you have selected the Check Changes checkbox, select in the check type field whether All fields or only Several Fields should be checked.
• Select the Check Deletions checkbox if deletions of any kind in the selected table should be checked.
• Select the Check Renamings checkbox if renamings of any kind in the selected table should be checked.
• Click on Activate to activate the change log. The Active toggle switch is automatically activated.

You have successfully created a change log.

Creating Table Relation

Table relations are used to link fields or filters of two tables with each other. They can be used in worklists and change logs. To create a table relation, proceed as follows:

• Use the quick search (ALT+Q) to find the Worklist Table Relations page.
• Click New in the menu bar.
• Navigate to the General FastTab.
• Enter a significant code for the table relation in the Code field.
• Select whether you want to use the advanced table relation in the Type field. This option uses other table relations to establish a relation between the source and target tables.
• In the Name field, enter a name for the table relation.
• Enter the ID of the source table of the table relation in the From Table ID field.
• The name of the source table is displayed in the From Table Name field.
• Enter the ID of the target table of the table relation in the To Table ID field.
• The name of the target table is displayed in the To Table Name field.
• Enter the fields and/or filters relevant for the table relation in the lines of the Details FastTab.
• Via the Type field select whether this line is a Field or a Filter.
• In the From Field No. field, select the field number of the source field. This is only possible for the Field detail type.
• The name of the source field is displayed in the From Field Name field.
• In the To Field No. field, select the field number of the target field.
• The name of the target field is displayed in the To Field Name field.
• In the To Field Filter Value field, enter the filter for the target field. This is only possible for the Filter detail type.
• Navigate to the Table Relation Check FastTab to check the table relation for errors.

You have successfully created a table relation.