BusinessPort Service Desk

4.2.12 Manage a Group

Once a Group is created, it is possible to edit and send the Group through its workflow cycle with the use of Item Query results panel. 

4.2.12.1 Locate a Group

1. Navigate to the Workspaces Tab
2. Click on the Item Query icon (Item Query windows appears)

• Alternatively Click on the Item Query icon on the left hand side

3. Expand the Where Item Type Is menu

Item Query - Where Item Type Is Search Criteria

4. Select Group
5. Specify other relevant Search Criteria
6. Click Search
7. Select required Group

Item Query – Group Search Results

4.2.12.2 Revising a Group

1. On the Welcome Page select Item Query
2. Enter the name or part of the name of the Group in the All or part of the item: field
3. In Where item type is select Group
4. On required Group right click on the Group and select Action Item

Item Query > Group > Showing Right Mouse Button Options

5. The Item Workflow screen is displayed

Item Workflow Screen

6. Select the Revise checkbox
7. Add in a revision statement in the Action Comment field
8. Click Action
9. Click Ok
10. Click Close
11. On the Item Query Screen click Search to refresh the results, the Group to be revised is now shown as Draft Status
12. Select Group
13. Check Out the Group
14. Once the Item is Checked Out it is possible to Edit the:

• General Item Information 
• Detail Item Information
• Navigation - Refer to Section 4.1.2
• Groups - Refer to Section 4.1.3
• Periodic Review - Refer to Section 4.1.4
• Subscriptions - Refer to Section 4.1.5
• View Item History

Note that editing a Group follows the same steps as creating a Group, for more information refer to Section 4.1.17

4.2.12.3 Editing a Group Using Override

1. Click the Check Out icon

• If the Item is already Checked Out to you please skip this step
• If the Item is Checked Out to other User and you have Control Override you will be able to Override their Check Out and Check the Item out to yourself
• If you do not have Control Override you cannot Check Out the item to yourself

2. Once the Item is Checked Out it is possible to Edit the:

• General Item Information 
• Detail Item Information
• Navigation - Refer to Section 4.1.2
• Groups - Refer to Section 4.1.3
• Periodic Review - Refer to Section 4.1.4
• Subscriptions - Refer to Section 4.1.5
• View Item History

View Item History Note that editing a Group follows the same steps as creating a Group, for more information refer to Section 4.1.17

4.2.12.4 Group History

1. Click the History tab
2. Expand Revision Item History

Item History

4.2.12.5 Preview and Print a Group

1. Click the Preview button located in the Item Query results list (Group View Item window is opened)

2. Print the Group by clicking the Printer button.

4.2.12.6 View Group Relationship

1. Click the View Relationship button under the Item Query results list (Item Relationship Viewer window is opened)

Note that the top represents Links from the Item and the bottom represents Links to the Item.

2. Click the Top or Bottom buttons (depending on what is available) to view individual links to or from Items

3. Hover over the linked to or from Item
4. Click the Designer icon (Item is opened in new window).

4.2.12.7 Action a Group

1. On the Welcome page or Workspaces tab, select Item Query
2. Enter the Number/Title or part of the Number/Title of the Group in the All or part of the item: field
3. In Where item type is: select Group
4. Click Search
5. On the required Group, right-click on the Group and select Action Items

Item Query - Showing Right-Click Button Options

6. The Item Workflow screen is opened where the Group (the default workflow for a Group is Advanced) can have the following set:

• Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
• Set as Reviewed
• Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
• Set as Approved
• Release.