Searching for Work Items

If there is no view configured to retrieve the set of work items you need, you can perform a search based on conditions you specify.

You can search for work items using filters. You can filter by process, assigned roles, status, or whether the work items meet certain conditional criteria.

To search for work items:

  1. In the Work Items panel, click Show Filters. The Filter by pane of the Work Items panel will expand near the top of the panel.
  2. In the Processes section, select each of the processes you want to include in the search, and click on the right arrow (Right Arrow icon ) to add them to the Selected Processes list.
  3. To search for work items based on their role assignment, in the Show Work Items section, set the Assigned to drop-down list to one of the following:
    Assigned to Description
    Anyone, at any role Retrieves all work items, regardless of the participant they are assigned to.
    Anyone, at any role in the process Retrieves work items assigned to any participant who is assigned to a role in the process. Work items in automatic activities (and thus assigned to the automatic handler role).
    Anyone, but only visible from my role(s) Retrieves work items that are currently at an activity that at least one of your roles lets you see.
    Me, or unassigned in my Role(s) Retrieves work items that are either assigned to you, or unassigned at an activity in one of your roles.
    Me Retrieves work items that are assigned to you.
    To include aborted or completed work items in the search, you must select Anyone, at any role for this option.
  4. To search for work items based on their status, in the Include Work Items section, select check boxes for each of the statuses you want to include.
    Status Description
    In Process The work item is active, meaning it has not reached the end of the process.
    Completed The work item has reached the end of the process.
    Aborted The work item is no longer active, and did not reach the end of the process.
    Completed and Aborted work items are not available indefinitely. They are disposed after a period of time defined by your system administrator. The default period is 15 days.
  5. You can add conditions to the filter as needed. To add each condition follow this sequence:
    1. Select the condition you want to specify from the Conditions drop-down list.
    2. Click Add condition button to add it to the search.
    3. Set the condition fields as needed.
    4. To remove a condition, click on the Remove icon (Remove icon ) for that condition.
  6. Click Apply Filter. The Work Items panel shows the list of work items returned by the filter set.
  7. Before collapsing the Filter by pane, you can save the filter set as a view, allowing you to use the same filter set again.
Parent topic: Work Items Panel