Create a new worklist

There are two kinds of worklists which are static and dynamic worklists. A static worklist is a specified group of products which can be assigned to the worklist manually. Dynamic worklists are based on the results of a search for certain search parameters which are stored in a search favorite. The content of a dynamic worklist can vary. This happens when parameters of products in the worklist change so that they aren’t any longer captured by that particular search for these particular parameters. For example, a dynamic worklist can be based on a search for all the products which are still in lack of digital assets. As soon as digital assets are uploaded for a particular product, it will be not be found by the search mentioned above. Hence, it will vanish from the dynamic worklist.

Create static worklists

In order to create a static worklist, proceed as follows:

  1. Access the “Worklists” app.
  2. Click on the add to call up the corresponding dialog box.
  3. Select the option “Worklist” from the “Select element” menu.
  4. Enter a name in the input field “Name”.
  5. Choose parent folder from the folder directory and click on it to select it.
  6. Possibly tick the “Public worklist” checkbox to specify that the worklist is visible for any user (first introduced in version 5.5.0).
  • In order to save the worklist, click on the CREATE button,
  • In order to save the worklist and create another worklist directly afterwards, click on the CREATE AND CONTINUE button.
  • In order to cancel the process, click on the CANCEL button.

Create folders (static worklists)

In order to create a new folder within the directory of static worklists, proceed as follows:

  1. Access the “Worklists” app.
  2. Click on the add to call up the corresponding dialog box.
  3. Select the option “Folder” from the “Select element” menu.
  4. Enter a name in the input field “Name”.
  5. Select a parent folder from the folder directory by clicking on it.
  • In order to save the folder, click on the CREATE button,
  • In order to save the folder and create another folder directly afterwards, click on the CREATE AND CONTINUE button.
  • In order to cancel the process, click on the CANCEL button.

Create dynamic folders

First introduced in version 5.5.1: Within the directory of dynamic worklist, you can create dynamic folders that allow you to sort dynamic worklists. To do so, proceed as follows:

  1. Access the “Worklists” app.
  2. Click on the add to call up the corresponding dialog box.
  3. Select the option “Dynamic folder” from the “Select element” menu.
  4. Enter a name in the input field “Name”.
  5. Select a parent folder from the folder directory by clicking on it.
  • In order to save the folder, click on the CREATE button,
  • In order to save the folder and create another folder directly afterwards, click on the CREATE AND CONTINUE button.
  • In order to cancel the process, click on the CANCEL button.

Create dynamic worklists (search favorites)

In order to create a search favorite and in the process a dynamic worklist, proceed as follows:

  1. Access the “Worklists” app.
  1. Tick the “Advanced search” checkbox to show the interface elements for the advanced search.
  2. Click on the  button to call up the corresponding dialog box.
  1. Select the appropriate attributes:
    • In order to select an attribute, transfer it from the left column to the right column. To do so, click on the attribute.
    • In order to deselect an attribute, transfer it from the right column back to the left column. To do so, click on the attribute.
  2. Click on the ACCEPT button to include the selected attributes in the advanced search. The dialog box then closes and the respective input fields and menus are shown in the product search mask.
  1. Enter your search parameters in the input fields of the individual attributes respectively select them from the menus.
  2. Click on the SEARCH button to carry out the search. Following this, all the products which were captured by the search are shown in the “Product list” table.
  3. Click on the MANAGE button to call up the corresponding dialog box.
  1. Click on the button to show the input field “Identifier” and the “User roles” menu.
  2. Enter a name for the search favorite in the input field “Identifier”.
  3. If you want to relate the search favorite to a workbox role, the select the workbox role from the “User roles” menu.
  4. Via the “Search level” menu, specify whether the search favorite is saved product-based or item-based (since version 5.5.3)*.
  • In order to save the search favorite, click on the confirm button. The search favorite is now created. It will appear among the dynamic worklists in the the “Worklists” app.
  • In order to cancel the process, click on the clear button.
  • In order to close the dialog box, click on the CLOSE button.
Note
  • *The setting is relevant if the search contains attributes on the item level. In case of a search favorite saved product-based, the search favorite captures all the items of a product even only for one of the items the respective attribute possesses the value that was searched for. In case of a search favorite saved item-based, the search favorite only captures the items of a product where the attribute possesses the value that was searched for.
  • When calling up an item-based search favorite in the “Search” app with the data view “Items” being active, all the items of a product are shown, even if they were not captured by the search. If you want to see only the items which were captured by an item-based search favorite, for example, go to the “Worklists” app, call up the corrresponding search favorite and activate the data view “Items”.

FAQ

What kinds of worklists are there?

There are two kinds of worklists which are static and dynamic worklists. A static worklist is a specified group of products which can be assigned to the worklist manually. Dynamic worklists are based on the results of a search for certain search parameters which are stored in a search favorite.

What is the purpose of the “Search level” setting when creating a search favorite?

Via the “Search level” menu, you can specify whether the search favorite is saved product-based or item-based. This setting is relevant if the search contains attributes on the item level, and it has been available since version 5.5.3.

Why does the search result differ between a product-based and an item-based search favorite?

In case of a search favorite saved product-based, the search favorite captures all the items of a product even if only one of the items possesses the value that was searched for. In case of a search favorite saved item-based, the search favorite only captures the items of a product where the respective attribute possesses the value that was searched for.

Why are items that were not captured by the search sometimes still shown in the “Search” app for an item-based search favorite?

When calling up an item-based search favorite in the “Search” app with the data view “Items” being active, all the items of a product are shown, even if they were not captured by the search. To see only the items which were captured by an item-based search favorite, go to the “Worklists” app instead, call up the corresponding search favorite, and activate the data view “Items”.

Can a search favorite be related to a user role?

Yes, when creating a search favorite, you can select a workbox role from the “User roles” menu to relate the search favorite to it.