Create and update a worklist

What’s a worklist?

A worklist is a group of kanban cards that can be set all together. Usually, you create a worklist by a filter in the board. The worklist ID is the unique worklist identifier, composed of ten alphanumeric characters that starts with WL, and is part of the worklist card with a barcode and a string.

Set a worklist card in a specific status and all kanban cards linked to the worklist are set in that status, although kanban card aren’t linked to a single kanban loop. For example, with a purchase kanban, if supplier is linked in KanbanBOX, it can create a worklist to manage all kanban orders for that client and even the client can set the worklist at delivery.

Another possibility is to export kanban cards link to a worklist by an excel or csv file. It’s useful for import in the management information system or other reworking.

How to set a widget to create a worklist

Setting up a widget to create a worklist consists of three steps:

1. Create a filter to select the cards to be included in the worklist, based on predefined criteria.
2. Add the custom action associated with the action to be performed through worklist creation.
3. Add the widget to the homepage.

Create a filter

1. Get in Board > Board as planner.
2. Filter kanban cards that shall be linked in a worklist.

3. Save the filter by clicking Save filter on the top right of the table. When you select the filter, kanban board shows only the kanban cards with those specific characteristics.

   To create a new filter, fill these fields:

   Field	Description
   New filter name	Filter name or characteristics name.
   Filter visibility	Only for me: I’m the only one to see the filter. For everyone: all company users can see the filter.
   Overwrite filter	To modify an existing filter, select it with drop-down box.

Add the custom action

1. At the top right get in Settings> Custom actions.

2. Create a new action by clicking at the top right of the table Add new Action. In the new screen, fill these fields:

   Field	Description
   Action name	Worklist action. For example, “Print released kanban cards”, or “Export supplier X kanban cards” or “Print customer X kanban cards”, etc.
   Available for	All users: all users can set this worklist action. Only current user: worklist action is available only for this user.
   Function	Function type to be associated with the custom action. Available options may vary depending on the subscription plan and license settings.

   The following table provides a detailed description of the Function field:

   Function	Description	Details
   Create and print worklist	Prints all cards matching the selected filter, along with the worklist card.	Standard function with no impact on the subscription plan.
   Create and print worklist with summary cards	Creates a worklist including summary cards for Milk Run.	Advanced function available upon request by enabling the Milk Run module. May affect the subscription plan.
   Create and print Heijunka worklist	Creates and prints a Heijunka worklist.	Advanced function available upon request by enabling the Heijunka module. May affect the subscription plan.
   Create and export worklist	Creates and exports a worklist to an Excel file.	Advanced function available upon request by enabling the worklist export feature. May affect the subscription plan.
   Export worklist	Exports a worklist to an Excel file.	Advanced function available upon request by enabling the worklist export feature. May affect the subscription plan.
   Execute workflow	Executes a selected workflow when a barcode is scanned. For more information, refer to the Workflow documentation here.	Advanced function available through the Workflow module. May affect the subscription plan.
   Launch action on worklist	Executes actions configured at backend level for worklists.	Standard function with no impact on the subscription plan.
   Execute custom script	Executes custom scripts.	Advanced function that can be enabled from the backend based on specific requirements. May affect the subscription plan.
   Execute on uploading in FTP space	Used for FTP-to-API integrations.	Advanced function that can be enabled from the backend based on specific requirements. May affect the subscription plan.
   Display standard procedure	Allows the users to display a standard procedure directly in their home page. To know more, consider reading the relative article here.	Standard function with no impact on the subscription plan.
   Create and open worklist	Creates a worklist associated with a specific filter and opens its summary page. From the summary page, users can view all cards included in the worklist and easily add or remove cards	Standard function with no impact on the subscription plan.

   Depending on the selected Function, additional fields may be displayed. Considering the Create and print worklist function as an example, the following fields are available:

   Field	Description
   Card filter	Select filter just created.
   Include only "released" and "in process with priority" cards	Yes (Default): include in the worklist only kanban cards released and in process with priority, with regard to all kanban card filtered. No: include in the worklist all kanban card filtered.
   Print	Cards and worklist (Default): print all kanban cards included in the worklist and the worklist card. Only worklist: prints only the worklist card. Only cards: prints only the cards in the worklist and non the worklist card.
   For move kanbans, include only cards available for withdrawal	No (Default): include all the kanban cards resulting from the filter. Yes: include only kanban cards actually available for the withdrawal. It is possible to choose between the following options: - Only if there are available cards in upstream loop; - Only cards with stock imported stocks.
   Field for which to dynamically filter	Select for which field you need to filter the cards to be added to the worklist: - Part number - Order number for customer - Order number for supplier - Card reference - Extra text 1 - Multiprocess child card string id
   Dynamic filter to apply	Once you have entered the field to filter the cards by, you can select the matching criteria: - Equal to - Begins with

   The action will look like a button in the home page.

   Field	Description
   Text on button	Write down the text that is going to be shown in the button in homepage. The text can describe the action done by the button. For example “Print Supplier X orders”, or “Released Kanbans”, etc.
   Instructions for users	Over the button, is possible to insert another text that gives instructions to users, like “Print Supplier X kanban cards and worklist“, etc.
   Image	Image saved in the File Manager. Image appears on the left of the button, and could be supplier’s logo, or another image. To upload a new image, get in Print > File Manager and click at the top right of the table Upload a new file.

   After fill all the fields, click Save.

Add the widget to the homepage

1. Get in Home.
2. At the bottom left or right, click Edit your home page.
3. In the drop-down list on the left or on the right (choose if you want the button on the left or on the right of homepage) select the action. Action title is same as Instructions for users field just completed.
4. Click Add widget to insert the action in homepage and then Close to close homepage editor.

Now widget is set in the homepage. To set the widget for other users, first of all check if the action is available for all users and then each user need to repeat points 6 to 9 in their homepage.

Update a worklist

Procedure:

1. Get in Settings > Custom actions.
2. Search action to modify, and then in the related row click Edit Action.
3. Modify the action according to your needs.
4. After that, click Save to update the action.

Update a filter linked to a worklist

Procedure:

1. Get in Board > Board as planner.
2. Select the filter to modify in the drop-down box.
3. Update the filter by adding one or more fields. Usually, to create a worklist filter kanban cards by:
   1. A specific supplier or customer.
   2. One or more kanban status.
4. To save the update, click at the top right of the table Save filter.
5. In the new window, next to Overwrite filter, in the drop-down box select the filter to update.
6. Click Save to confirm the update.