Work Items Overview

Work items are still in development. You may see changes in behavior and design as additional features are added.

A work item is a collection of assembled documents, and the template and answer data used to assemble them.

For example, if a lawyer needs to create a will for a client, they would create a new work item for their client using their will template. The template, answer data from the interview and the assembled will document are stored together as a work item. From the work item, the lawyer can change the answers used to assemble the document or re-download the assembled document.

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Overview

Depending on the sector in which you work, you may know a work item as a "matter", "claim", "document request" or another term. Regardless, the idea of a distinct piece of work for a client remains the same.

In Hub, a work item stores:

• The template used
• Answer data provided during the interview
• Any assembled documents generated
• Information on the work item creator and when they created it.

Work items are an optional Hub feature and can be enabled or disabled by your Root Administrator.

Common tasks

Among others, the Work Items feature enables you to perform the following common tasks:

• Creating a new work item
• View work item details
• Copy answers from an existing work item
• Filtering the Work Items List
• Download a work item's assembled documents
• Relaunching a Work Item Interview
• Renaming a Work Item
• Deleting a Work Item
• Enabling/Disabling Work Items

Workflow

Before you launch an interview for a template you first create a work item. This groups the data and the assembled documents together, enabling you to access the work as a whole if you need to revisit it.

Enable/disable work items for a tenancy

You can only access tenancy settings if you are a Root Administrator for a Hub installation which includes user management.

You can enable or disable the work items feature for a tenancy in the Tenancy Admin area. Once you enable work items, your users have access to the Work Items area where they can create new work items.

If you disable work items, none of your users will be able to complete interviews currently in progress or access the work items page.

Using work items

If your Root Administrator has enabled work items for your tenancy, you see a Work items tile on the home page and a Work items option on the main navigation bar. Click on either of these to access the Work Items area. From there you can create a new work item and view a table containing your existing work items, sorted by the most recently updated to the least. You can also view the work item and  download any assembled documents created for the work item.

Work item details page

Each work item has a work item details page that contains the following information:

• A list of documents assembled for the work item
• A list of templates used by the work item
• The date and time a user created the work item
• The name of the user that created the work item
• The date and time a user last updated the work item

Edit answers in a work item

You can relaunch an existing work item's interview to edit or update any of the answers you previously entered. Once you have completed the relaunched interview, your work item's details page shows the latest version of the assembled documents available for download. Administrator users can relaunch interviews for any

If you relaunch an interview and then navigate away from the interview page before clicking Finish, Hub can not save any edits you make to the interview and you will lose your current saved assembled documents. If you do accidentally relaunch an interview, you can click Finish without making any edits.

Edit a work item's title

You can edit the title of any work item you have created. If you are an administrator, you can edit the title of any work item, including those created by other users.

Restrictions on work item titles

You cannot create or edit a work item so that its title contains only whitespace characters. For example, spaces, tabs, next line characters, and so on. Whitespace characters at the beginning and end of a work item title are not removed when saving a title.

Delete a work item

You can delete work items from the work item details page. Any work item you delete is removed from Hub permanently and cannot be recovered.

Answers Reuse Between Work Items With Different Templates

When you copy answers from an existing work item to create a new work item, answers that are not used by the new work item's template do not appear in the interview. See Answers Reuse Between Work Items With Different Templates for more information.

Template titles in work items

Each work item displays the title of the HotDocs template used to create the work item, under the Template used heading in the work items list and work item details pages. This title reflects the title of the template as it appeared when the work item was last updated.

Note: If the title of the template changes, the work item will not display the new template title until the work item is updated.

Template Title Update Example

The following example sequence of steps explains when Hub updates a work item template title:

1. A Template User creates a new work item using a template titled Employment Contract.
2. The work item details page displays the template title Employment Contract.
3. A Template Uploader uploads an updated version of the template, with a changed title: Employee Agreement.
4. The work item details page still displays the Employment Contract template title.
5. A Template User updates the work item, e.g. by reloading and completing an interview for the work item.
6. The work item details page now displays the new template title, Employee Agreement.