Project Management - Manage Work Items

Manage Work Items

Work Items are the core execution units within Project Management. They represent all actionable elements required to deliver a project, such as tasks, phases, user stories, or custom work item types defined by the organization.

Work Items can be planned, scheduled, assigned, tracked, and analyzed across projects, backlogs, and sprints, making them the foundation of both operational execution and progress monitoring.

What Is a Work Item?

A Work Item represents a discrete piece of work that can be:

Planned and scheduled
Assigned to users or services
Estimated in effort and cost
Tracked through statuses and dates
Linked to a backlog or sprint

Work Items support hierarchical structures, dependencies, and execution tracking, allowing teams to manage both simple tasks and complex project breakdowns.

Access Path

Project Management → Work Items

From the landing page, users can view and manage all work items across projects using different perspectives.

Available Views

List – Tabular overview with filters and sorting
Calendar – Time-based visualization of scheduled work
Board – Status-driven view for execution tracking

Each view serves a different purpose, from planning to day-to-day execution.

Creating a Work Item

To create a new work item:

Click Add Work Item
Complete the Overview tab
Assign resources and effort (optional)
Attach supporting documents (optional)
Save the work item

Work Item Overview

The Overview tab defines the identity, structure, and planning attributes of the work item.

Key Fields

Project (required) – Project where the work item belongs
Name (required) – Clear and descriptive title
Type – Task, Phase, or another configured work item type
Status – Current execution state
Timezone – Time reference for dates
Description – Additional details or context
Parent – Enables hierarchical work breakdown
Predecessors – Defines dependencies between work items
Estimated Dates – Planned start and end dates
Impact Probability / Priority / Risk – Risk-related attributes
Sprint / Backlog – Assigns the work item to a sprint or backlog
Allow Submission – Determines whether the work item can be used for:
- Timesheets
- Allocations
- Transactions
- Travel Requests

Assignments

The Assignments tab defines who will execute the work and the expected effort.

Assignment Details

User or Service
Unit Cost
Total Estimated Effort

This information feeds execution tracking, cost calculation, and capacity planning.

Cost Tracking

The Cost tab provides real-time visibility into execution metrics.

Key Indicators

Real Effort
Effort Open to Spend
Effort Used (%)
Real Cost
Cost Open to Spend
Cost Used (%)

These indicators support project control and financial monitoring.

Documents

The Documents tab allows users to upload and manage files related to the work item, such as:

Specifications
Designs
Supporting documentation
Evidence of completion

Documents remain linked to the work item for traceability and collaboration.

Work Item Details

Clicking on a work item opens its Detail View, where users can:

Review and edit all attributes
Track execution progress
Manage assignments and costs
View history and activities
Delete or update the work item (based on permissions)

Relationship with Backlogs and Sprints

Work Items can exist in different planning states:

In a Backlog – Planned but not yet scheduled
In a Sprint – Committed for execution within a timebox
Standalone – Directly assigned to a project without backlog or sprint

This flexibility allows organizations to support Agile, Hybrid, and traditional execution models.

Summary

The Manage Work Items feature provides a comprehensive and flexible way to plan, execute, and track project work.

By combining structured planning, execution tracking, cost control, and multiple visualization options, work items become the single source of truth for project delivery.

This article introduces the full lifecycle of work items.
Detailed articles cover related concepts such as Backlogs, Sprints, and Work Item Types.

Project Management Overview
Create a Project
Manage Backlogs
Manage Sprints
Sprint vs Backlog (Conceptual Overview)
Work Item Types
Track Project Progress & KPIs