3 Replies Latest reply on May 21, 2012 3:41 AM by Ron M-Oracle

    managing Action Items

      Since our migration from v5 to v6 (v6., users have complained about their Action Items. One in particular, who has done a large percentage of the data entry work since the implementation of v5, has an enormous list of GSM Action Items (2044 items). In v5 this wasn't a problem, only those in review/draft were shown and the likes of Approved/Archived did not. Now in v6, everything she has worked on for the past 3 years is displayed.

      Here are some of her issues:

      • Cannot sort them into useful lists: for example if she wanted to sort by ingredient spec then because this is an alphabetical sort she gets the thousand or so formulation specs coming up on top which she has to scroll through to get to the ingredient specs.

      • Having thousands of specs in her action list isn’t particularly inspiring in terms of trying to keep it down to an acceptable level.

      • She can’t tell how much work she has ahead of her by at a quick glance of her action list, she has to wade through it and work out was is old and what is new.

      • She doesn't want all of these specs in her action list for years to come, it is poor housekeeping. She would like to be able to clear the action list out.

      Surely others have experienced this? Maybe there is a setting that I have overlooked in the v6 setup? I really hope this is not "working as expected".

        • 1. Re: managing Action Items
          Hi Stephen.
          I believe the 'Hide Specs' tag within WFA can help with this.
          You are able apply a 'Hide Specs' tag to a specific step/status. Wen you do this, if the use has 'Show Hidden Specs' unchecked in their Profile and Preferences, then the specs in these status will not show in their action list.

          So in your case, you can put this tag on the Approved & Archived statuses and these specs will not show.

          Let me know if you have any more questions.

          • 2. Re: managing Action Items
            Hi Segal,

            I checked our current workflow settings (and the ones used for initial entry when we first started as many of the specs in the users list were intial entries) and they all had "hide specs" as a workflow action for Archived. The user in question also had the 'Show Hidden Specs' unchecked. So that's the two things you said to look at. ALL specs still show up in the Action Lists though.

            see ya
            • 3. Re: managing Action Items
              Ron M-Oracle
              Hi Stephen,
              This seems a little more like a user group workflow issue, where Approved specs are being assigned (as an owner) to a group that this user belongs to (or potentially to the user directly). Perhaps consider setting up a different group for approved spec ownership. You could still give the user Read/Write permission, but this way she does not get assigned Ownership, and therefore will not have an Action Item for it. This would take care of future specs.

              One option you have to deal with the existing list of action items for this user is to remove her as a spec owner, using a DB script. (Of course, always back up the table or the DB prior to doing so). If you want to make sure she or the group still has Write access, be sure to update the Workflow permissions matrix accordingly.

              To find out the list of specifications this user is an owner of that are in an approved status, you can use the following (TSQL) script:

              declare @userID varchar(40);
              set @userID = (select pkid from Users where UserName ='youruser');

              select owners.*
              from gsmSpecOwners owners
              inner join specsummary ss on owners.fkSpecSummary = ss.PKID
              inner join commonWorkflowStatus wfStatus on ss.SpecStatusID = wfStatus.pkid
              where owners.OwnerID = @userID
              and wfStatus.status like '%Approved%' and wfStatus.langID = 0

              You could then delete those entries from the gsmSpecOwners table (remember to back up first)