Updating work items in the web client

As you work to address the issues that are raised in a work item, periodically update the item with progress information.


  1. To work on a work item, find it by using one of the following methods:
    • In the Quick Search field, enter an ID or text.
    • Click a link from an email message.
    • Run a query that retrieves work items that are assigned to you. Then, in the query results grid, Actions column, click an entry to open it in the work item editor. Alternatively, in the results grid, click Toggle Edit Work Item in Row button to open the work item in an inline editor.
  2. Review the work item.
    1. On the Overview tab, review the text in the Description field and the comments in the Discussion section. By default, comments are displayed with the most recent one first. You can use the toggle button Toggle work item display order button in the upper-right corner of the field to toggle the display order for comments.
    2. On the Links tab, review any attachments and related links, and check to see whether anyone is included on the Subscribers list to receive notification of work item updates.
    3. On the Approvals tab, review any approvals.
    4. On the History tab, review the history of changes to the work item, if any.
  3. Start work on the work item. On the Overview tab, from the State list, select Start Working. You might also want to set some of the empty fields. For example, set the value in the Planned For field to a planned iteration for resolving the work item, and set the date and time in the Due Date field.
    If you want to move a work item to another team area, there are permissions considerations to be aware of.

    For illustrative purposes, the following example uses the Scrum process template. If you are using a different process template, make the appropriate adjustments.

    By default, in the Scrum process template, all users have the Everyone role with the following permissions, as defined on the Permissions tab of the project area editor. To view the permissions, in the Configuration pane, click Project Configuration. In the Details pane, in the Roles section, select Everyone (default), and in the Permitted actions section, expand Work Items. The following permissions are enabled:
    • Work Items > Save Work Item > Modify the work item
    • Work Items > Save Work Item > Remove work item from team area

    The previous permissions allow users with the Everyone role the ability to move work items to a new team area.

    If the Everyone role is modified such that the Work Items > Save Work Item > Modify the work item permission is removed, a user with this role will receive an error similar to this one when they attempt to move a work item to a different team area:
    You don't have permission to perform the following actions:
       Modify the work item's summary (modify/summary)
       Modify the work item's subscriptions (modify/subscriptions) 
       Modify the work item's 'Filed Against' attribute (modify/category)
    Similarly, if the Everyone role is modified such that the Work Items > Save Work Item > Remove the work item from team area permission is removed, a user with this role will receive an error similar to this one when they attempt to move a work item to a different team area:
    You don't have permission to perform the following actions:
       Remove work item from team area (remove)

    For more information about permissions, see Permissions.

  4. Collaborate with team members by using several fields on the Overview tab.
    • To enter a question or comment, in the Discussion section, click Add Comment and add text. Subscribers to the work item receive notification of your comment when you save the work item. When you add a comment, you are added as a subscriber. To see whether there are any subscribers, check the Quick Information section. To add subscribers, use the Links tab, described next.
      Tip: You can use various shortcuts to connect to artifacts, refer to artifacts, and notify users.
      • To refer to other Jazz™ artifacts, you can use short notations. When you save the work item, these notations become links to the artifacts.
        • Specify the type of artifact and its ID. For example: work item 123, defect 25, attachment 982.
        • Refer to artifacts in other work items. For example: task 50775, comment 4.
        You can also open a content assist dialog to select a work item by pressing Ctrl+Space twice. A list of recent work items is displayed. Either select a work item from the list, or select More work items to open the Select Work Items dialog. Press Ctrl+Space in the content assist dialog to toggle between displaying a list of subscriber user IDs and recent work items. To display only More work items in the content assist dialog, enter @ in the rich text editor.
        Note: For Chinese, Japanese (Linux), and Korean (Linux), press Alt+/.
      • To write to a team member in the Description field or in a Comment field in the Discussion section, enter the @ symbol followed by the user ID of the team member. To find the ID of a user, you have several choices in the rich text editor:
        • Click Insert user link.
        • Open a content assist dialog by pressing Ctrl+Space. Then, select a user from the list, or click More users to open the Select User dialog.

        After you save the work item, the team member receives a notification in their email client as specified in their user profile. An event is also displayed in the Project and Team Events widget on the dashboard.

      • You can insert links to URLs in the Description field or in a Comment field in the Discussion section. In the rich text editor, click Insert/Edit External Link and, in the Insert External Link dialog, enter the URL.
    • If you change the owner to a different user, add a comment that explains why you reassigned the work item.
    • To send an email to the submitter of the work item, next to the Created By property, hover over the submitter's name and select their email address.
  5. On the Links tab, you can add attachments, subscribers, and related work items.
    • To attach a file, either drag it from another application (for example, Windows Explore or the desktop) to the Attachments section, or click the Drag files to add them or click here to browse area to navigate to the file location and select the file.
      • To cancel the in-progress upload of an attachment, click Cancel.
      • To download an attachment, click Download button.
      • To delete an attachment, click Delete button.

      Thumbnails are displayed for image attachments. Preview support is available for PDF and video attachments by clicking the associated file attachment.

      The default size limit for attachments is 50 MB. If you are a member of the JazzAdmins group, you can change the size limit. Log in to the administrative web UI, click the Application tab, click Advanced Properties, scroll to the Work Item Component section, and edit the Maximum Attachment Size setting.

    • To add subscribers, in the Subscribers section, click Add to open the Select Users dialog. Enter part or all of a user's name, then select the user from the Matching User Names list. Click Add. Subscribers receive email notification whenever someone modifies the work item.

      Be conservative when you add subscribers because they receive email notifications whenever the work item is changed.

    • To link the work item to another work item in the same repository, in the Links section, click the down arrow next to Add and select the type of relationship to establish. For example, you can establish a parent-child relationship between work items, mark a work item as a duplicate of another work item, or indicate that one work item is blocked by another work item. To link the work item to a child work item, click Add Children. To link the work item to a parent work item, click Set Parent.
    • To link the work item to a work item in a different repository, click the Add menu, select Related Change Request, select the remote project area, and find and add the work item. To link to work items in project areas on other Jazz Team Servers, cross-repository communication must be configured and the project areas must be linked. For more information, see Linking to work items on remote repositories.
  6. Use the Approvals tab to specify one or more users who are responsible to approve the resolution of a work item.
    1. Click the down arrow next to Add Approval and select the type of approval (Add Approval, Add Review, Add Verification). You might want to create different approval types, perhaps with different due dates, for different users. For example, you might want to have a lead developer review the proposed resolution, and a test engineer validate the delivered fix. You can also use approvals to remind team members to perform a common task. For example, you might create a work item for developers to update the copyright year in their files.
    2. Specify the user or users who are responsible to approve the resolution by clicking Add Approver.
    3. Select a due date. Click calendar button to open a calendar dialog and select a date and time; then, click OK.
  7. Use the History tab to review the history of changes to the work item. For information, see Viewing work item history in the web client.
  8. Click Save to save your changes.
  9. To resolve a work item, complete the next steps.
    1. In the State list, select Resolve.
    2. In the adjacent Resolution list, select an entry that describes how you resolved the work item; for example, Fixed, Works For Me, or Duplicate.
    3. In the Discussion section, enter a comment that further explains your actions.
    4. If you resolve a work item as a duplicate, you must also specify the other work item on the Links tab, Links section.
    5. Click Save to save your changes.

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