Show Supervised List of Outstanding Work Items

This function causes a temporary work view to be created under the Supervised Work folder.

This temporaty folder contains one of the following:

  • Outstanding work items, associated with the selected process instance, that are currently in the Inbox of a user that you supervise.

    To view outstanding work items of other users, you must have been given access permission(2) to view work items in a specific position held by the user.

  • Outstanding work items, associated with the selected process instance, that were sent to a selected organizational entity (group, organization unit, or position).

    To view work items that were sent to specific groups, organization units, or positions, you must have been given access permission1 to view work items in that specific group, organization unit, or position.

    When viewing a supervised list of outstanding work items for an organizational entity, you can specify that it contain one of the following types of work items:

    • Offered - These are work items that were offered directly to the selected organizational entity, and that still have a state of Offered.
    • Allocated - These are work items that were offered directly to the selected organizational entity, that are now allocated to one or more users (i.e., their state is Allocated).
  • All work items, for the selected process instance, irrespective of the resource or organizational entity to which the work items are offered or allocated.

The icons shown in the work view list for newly created lists of outstanding work items indicate which type of view it is, as follows:

Icon Meaning
The supervised list of outstanding work items is for an individual resource.
The supervised list of outstanding work items is for an organizational entity that contains offered work items.
The supervised list of outstanding work items is for an organizational entity that contains allocated work items.
The supervised list of outstanding work items contains all work items associated with the process instance whose name appears in the supervised work view.

These icons become non-grayed-out once you save the view — see the table in Personal Work Views vs. Supervised Work Views.

Select the process instance whose outstanding work items you are interested in, then click the button, or select Show Supervised List Outstanding Work Item(s) from the Tools menu on the process instance list.

Procedure

  1. On the New Work View - Supervised Work dialog, ensure that the appropriate organization model version is selected. This is shown in the first row of the organization model (Version 3 in the following example):

    Use the Version drop-down list to change the version, if required.

  2. In the Select Work List for View section, choose the type of work items that are to appear in the supervised work view that contains outstanding work items, as follows:
    • Offered Work Items for an Organizational Entity - This causes the supervised work view to contain only work items that were sent directly to the selected organizational entity(1), and that still have a state of Offered.
    • Allocated Work Items for an Organizational Entity - This causes the supervised work view to contain only work items that were originally sent directly to the selected organizational entity,1 but have since been allocated to a specific resource (their state = Allocated). Note that when viewing this type of supervised work view, it does not show you to whom the work item has been allocated. However, you can easily determine that by selecting a work item, then selecting Open Event Viewer > This Work Item. The allocation event shows to whom the work item was allocated (in the Resource name attribute). The Description column also shows that information if it has not been changed from the default.
    • Work Items for a Resource - This causes the supervised work view to contain work items that are currently in the Inbox of a specified resource, offered and allocated.

      If the message “Insufficient rights to view the resource list for a group or position” is displayed when you select Work Items for a Resource, it means you don’t have the appropriate system action. To view the resource list, you must have the Resource Admin (DE.resourceAdmin) system action, which is available at the organization model level. For more information, see the Configuring User Access chapter in the TIBCO Workspace Configuration and Customization guide).

    • All Work Items - This causes the supervised work view to contain all work items irrespective of the resource or organizational entity to which the work items are offered or allocated (although the list can still be filtered).

      Note that this option appears only if you have the appropriate user access control (AllWorkItems), as well as the View Global Work List (BRM.viewGlobalWorkList) system action.

      If you choose the All Work Items option, proceed to step 5.

  3. Select the desired organizational entity or an individual resource:
    • If the supervised work view is to contain work items (either offered or allocated) sent to an organizational entity, select the desired organization unit, position, or group. For example:

      Note that only organizational entities to which you have been given access permission are selectable — all others are grayed out. This permission is granted via the View Work List (BRM.viewWorkList) scoped system action. For more information, see the Configuring User Access chapter in the TIBCO Workspace Configuration and Customization guide.

    • If the supervised work view is to contain work items sent to an individual resource, you must first select one of the positions to which that resource has been mapped (you cannot select resources from groups, only from positions), then select the resource in the right pane. For example, if you want to create a supervised work view for a resource that has been mapped to the CustomerServiceRepresentative position, select that position, then select the desired resource. For example:

  4. Click OK.

    This causes a temporary work view to be created in the Supervised Work folder in the work view list, and the work view list is automatically displayed, with the newly created work view selected. For example:

    From the work item list containing the outstanding work items, you can perform any of the available functions, just like on any other work item list.

    Remember that this work view is temporary (denoted by a grayed-out icon and text in the work view list) — if you do not save it, it is automatically removed when you log out (you can also manually remove it using the Remove button or menu selection on the work view list). (See the table on page 134 for information about the icons in this list.)

    You can save the temporary work view in the following ways:

    • From the work item list, click the Save View button () or select Save View from the View menu. This saves the work view using its current name as shown in the work view list.
    • From the work item list, click the Save View As button () or select Save View As from the View menu. This displays a dialog that allows you to enter a new name and/or description for the work view. After entering a new name and/or description, click the OK button to save the work view.
    • From the work view list, click the Edit View button or select Edit from the Tools menu. This opens a wizard, which allows you to change the name, description, filter criteria, or sort criteria for the work view. (Note that if you change the filter criteria using the wizard, you are changing the “base” filter for the work view, as opposed to changing it through the work item list, which is the “refined” filter — for more information, see Accessing the Filter Function.)

      After saving the temporary work view, it is considered permanent, meaning it will remain in your work view list until you explicitly remove it.

1

This permission is granted via the View Work List (BRM.viewWorkList) scoped system action — for information, see the Configuring User Access chapter in the TIBCO Workspace Configuration and Customization guide).

2

Note that this type of supervised work view will contain work items that are offered directly to that entity — it does not contain work items that are offered or allocated to all of the members of the chosen organization entity.