Skip to main content

Work Item Actions

Perform common actions on work items to add supporting information, manage item lifecycle, and track dependencies. These actions help teams collaborate effectively and maintain comprehensive project documentation.

General permission requirement: You need write access to the work item to perform most actions. Team Members can typically manage work items in their assigned projects.

Attach links to any asset. Links can point to web pages, documents on a shared drive, or other resources.

Permission requirement: You need write access to the work item to add, edit, or delete links.

  1. Click the title or ID of an asset.
  2. On the Details page, click Links to jump to the Links section.
  3. Click Add.
  4. Enter the required information.
  5. Click Save.

You can attach unlimited links to an asset. The number of links displays in parentheses next to the Links link.

  1. Click the title or ID of an asset.
  2. On the Details page, click Links to jump to the Links section.
  3. Click the link name to view the information.
  1. Click the title or ID of an asset.
  2. On the Details page, click Links to jump to the Links section.
  3. Click Edit.
  4. Select Edit to make changes or select Delete to remove the link.
  5. Click Save.

When referencing documents on a shared file server, use the formats shown in the examples below to prevent access issues:

Website: http://www.company.net/background.html

Wiki: http://projectsite/wiki/ProjectVision

Network Document: file://///fileserver/projectx/vision.doc

The Network Document format works correctly for both Internet Explorer and Mozilla Firefox (5 slashes after 'file:'). Ensure the file server is accessible to all users who need to reference the document.

For security reasons, some browsers prevent linked access to local or network files. To access linked files on a network:

  • Right-click, copy the link address, and paste the URL into the browser navigation bar
  • Install a browser extension that enables opening file links

Attach Files​

Attach documents, images, and other files to any asset.

Permission requirement: You need write access to the work item to attach, view, or delete files.

File attachment limits:

  • Maximum file size: 4 MB per file
  • Unlimited number of files per asset
  • The number of attached files displays in parentheses next to the Attachments link

Recommendations:

  • Use PNG format for screenshots to minimize file size without losing detail
  • For large files, consider storing them on a file server and use links to point to those files to avoid increasing database size
  • To increase the file size limit, see Can I increase the size limit for file attachments?

Add an attachment​

  1. Click the title or ID of an asset.
  2. On the Details page, click Attachments to jump to the Attachments section.
  3. Click Add.
  4. Enter a Title and click Choose File to select a file from your hard drive.
  5. Click Save.

View attachments​

  1. Click the title or ID of an asset.
  2. On the Details page, click Attachments to jump to the Attachments section.

The list shows all files attached to the asset.

Download an attachment​

  1. Click the title or ID of an asset.
  2. On the Details page, click Attachments to jump to the Attachments section.
  3. Click a file name to save the attachment to your local drive or view it in your browser.

Delete an attachment​

  1. Click the title or ID of an asset.
  2. On the Details page, click Attachments to jump to the Attachments section.
  3. Click the down arrow on the Edit button and select Delete.
  4. Click Delete again to confirm removal.

If the attachment is associated with another asset, you cannot delete it. The Edit button will not appear. Navigate to the original attachment to delete it.

Copy a Work Item​

Create a duplicate copy of an existing item. The copy includes all related defects, tasks, tests, and attributes.

Permission requirement: You need at least Team Member role and write access to the project to copy work items. The copied item is created in the same project as the original.

Copy from a grid​

  1. Select an item and choose Copy from the Edit drop-down menu.
  2. A duplicate copy displays in the grid.
  3. Click Edit to change the title or item details.

Copy from the Details page​

  1. Open the Details page of an item and select Copy from the Edit drop-down menu.
  2. When you return to the grid, a duplicate copy displays.
  3. Click Edit to change the title or item details.

Copy from a board or TeamRoom​

  1. Access a Storyboard, Taskboard, or Testboard from a TeamRoom.
  2. In the top right corner of a card, select Copy.
  3. A duplicate copy displays.
  4. Click Edit to change the title or item details.

Close a Work Item​

Close work items to indicate completion. You can reopen closed items if additional changes are needed.

Quick Close updates the status and closes the item in a single action.

Permission requirement: You need write access to the work item to close it. Team Members can typically close items they own or are assigned to their team's project.

Close from a grid​

  1. In any grid, select Close or Quick Close from the Edit drop-down.
  2. Select a Status and click Close.

Close from the Details page​

  1. On the Details page, select Close or Quick Close from the Edit drop-down.
  2. Select a Status and click Close.

View Item Relationships​

Relationship grids show connections between an asset and other assets in the system. A separate grid displays for each asset type with at least one relationship.

Who uses relationships: All roles view relationships to understand dependencies and connections. Product Owners track portfolio item relationships, Team Members view task and test relationships, and Administrators manage cross-project dependencies.

View relationships​

  1. Click the title or ID of an asset.
  2. On the Details page, scroll to the relationship grids.
  3. Use the Relationship Summary links below the Details menu to jump to a specific relationship grid.

Customize relationship grids​

  1. Navigate to a relationship grid.
  2. Click Customize for that grid.
  3. Select the fields to display.
  4. Click Save.

Create relationships​

Click Add or Assign to create a new relationship between assets.

  • System Assets - Understand system assets and their relationships
  • Programs - Group and filter projects across hierarchies