An item is a form-like popup, based on your customized workspace’s form (by the workspace’s admin/ manager) which you can fill accordingly. That means that each workspace might have a different item layout- the content is up to you and depends on your workspace’s workflows. Each item is linked to one workspace, but you can collaborate with other people from different workspaces or share it with other workspaces.
How to create a new item
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Click on the “New Item” button
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Select a workspace and click again on “New Item”
*The list of workspaces is sorted, by default, A-Z. Once you start creating items, they will be reorganized according to your recently used workspaces.
*If you belong to only one workspace, the item’s form will automatically open
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Fill in the form, and keep in mind that some fields might be required.
Additionally, some fields may:-
Have tooltips
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Have a progress indicator (Closed-ended fields)
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Have a rich text editor (free text fields)
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Using the rich text editor, you can also mention other users. These users will get access to this item and will be notified.
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Be restricted (collaboration only)
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To learn more about the item fields, see our guide.
*You may save your item as a draft and continue filling it later on by:
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Clicking on the X button on the top or anywhere outside the popup,
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Selecting “Save as draft”:
*Note that while filling in the item, you may also delete it anytime, but be sure that this is what you want to do: we can’t restore items after being deleted.
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If your company/ organization enabled it, you can attach files to your item.
*You can upload: png, jpeg, jpg, gif, pdf, svg, docx, doc, docm, xlsx, mp3, mp4, pptx, msg. The maximum file size (per file) is 25MB.-
Click on “Add your file”
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Select one/ multiple files
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Once the files have been uploaded, you can remove or download them
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You can invite people to collaborate with you on this item. The collaborators will be able to edit the item and add content to it. To learn more about collaboration, click here.
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You can add actions to your item. The actions are tasks that are related to your item and will be linked to it.
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Click “Add new”
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Add a description, assignee, and due date
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Click “Add”
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At the bottom, you can see with whom the item is going to be shared.
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These people will be able to view the item (as opposed to the collaboration) and in some cases, they will be notified once it’s published (according to the notifications settings of this workspace and/or users).
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The default share settings vary between each workspace. They can be pre-defined by the workspace’s manager/ admin. In some cases, if it was set by the admin/ manager as an automation rule, the share settings can be automatically changed based on your selections in the item. To learn more about automation rules, click here.
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In most cases, you will have the option to change the share settings, by clicking on “Share Settings”.
You can select any of the default options available (*each workspace has its defaults, based on the manager/ admin preferences) or you can customize it:-
Me and the manager- will share the item with this workspace’s manager.
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This workspace- will share the item with this workspace’s manager and members.
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All company- will share the item with everyone in your company/ organization.
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Specific users- customizable- will share the item only with the people you select.
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To publish (share) the item, click “Publish”.
Published item
Once your item is published, you will see it on:
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The homepage:
* To view the full item, click on its title
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The email:
*Only if your/ your workspace’s email notifications are enabled
You can also:
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Comment on it
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Add actions
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Embrace it
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Star it
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See it in full screen
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3 dots menu:
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Share the item with other people
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Edit the item (if you are its owner/ you have admin permissions)
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Copy the item’s link to easily share it with others (only with those who already have permission to view the item)
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Download the item as a PDF
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Edit the item’s form (only if you have admin permissions)
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Delete the item (if you are its owner/ you have admin permissions)
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