BusinessPort Service Desk

4.2.13 Manage a Glossary

Once a Glossary is created, it is possible to edit and send the Glossary through its Workflow Cycle with the use of Item Query results panel. 

4.2.13.1 Locate a Glossary for Managing

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 Glossary
5. Specify other relevant search criteria
6. Click Search
7. Select required Glossary

Item Query - Glossary Search Results

4.2.13.2 Revising a Glossary

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

Item Query > Glossary > 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 Glossary to be revised is now shown as Draft Status
12. Select Glossary
13. Check Out the Glossary
14. Once the Item is Checked Out it is possible to Edit the:

• General Item Information 
• Detail Item Information
• 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 Glossary follows the same steps as creating a Glossary, for more information refer to Section 4.1.18

4.2.13.3 Editing a Glossary 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
• 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 Glossary follows the same steps as creating a Glossary, for more information refer to Section 4.1.18

4.2.13.4 Glossary Item History

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

Item History

4.2.13.5 Preview and Print a Glossary

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

2. Print the Glossary by clicking the Printer button.

4.2.13.6 View Glossary 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).

4.2.13.7 Action a Glossary Item

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

Item Query - Showing Right-Click Button Options

6. The Item Workflow screen is opened where the Glossary (the default workflow for a Glossary is Basic) 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.