Working with Items

Items are the records you track in a space: a task, a candidate, an order, a post or anything else the space is for. In Resool each item has a name, status, assignees and dates, plus the space's own fields, and it can hold sub-items, a checklist, files, dependencies, tracked time and a comment thread. This article covers creating items, working inside an item and changing many items at once.

#Before you begin

• You need the Create and edit items in spaces permission to add or change items. With only See spaces you can open items but not edit them.
• A space can rename "item" to what one record is called there, such as Task or Candidate. Buttons follow that name, for example Add Task. See Fields and Statuses.

#How to create an item

1. Open the space and click Add item (or Add followed by the space's item name).
2. In the dialog, enter the Name and choose a Status and Due date.
3. If the space has item templates, pick one under Template to start with its description, checklist, fields and sub-items. Choose No template to start empty.
4. Click Create.

You can also add items without the dialog:

• In List or Board view, use the add row at the bottom of a status group, type a name and press Enter.
• In Calendar view, click a day to add an item due that day.

#How to work in an item

Click an item to open it. Use the layout menu to Show as a side panel or Show as a window.

Screenshot placeholder

Spaces › open a space › click an item

The item open as a side panel with status, assignees, priority, dates, type, tags, a few custom fields, a description, two sub-items, a checklist with steps ticked, one attachment, and the Comments & activity thread at the bottom.

File: screenshots/space-items-item-panel.png

#Status, people and dates

• Status: move the item along the space's statuses.
• Assignees: up to 20 people.
• Priority: Urgent, High, Normal, Low or No priority.
• Dates: a Start date and a Due date, each with an optional time.
• Type: the item's type, such as Task or Milestone (see below).
• Tags: search or create tags for this space. Use Manage tags to rename or recolor them.
• List: move the item into one of the space's lists, or No list.

#Description, checklist and files

• Description: details, links or notes for the team.
• Checklist: add steps with Add a step and tick them off.
• Attachments: click Add file to attach up to 20 files.

#Sub-items

Under Sub-items, type a name in Add a sub-item… and press Enter. Sub-items have their own status, assignees and dates, and the parent shows how many are done.

#Dependencies and relationships

• Dependencies: under Waiting on, add items that must finish before this one. Under Blocking, you see the items waiting on this one.
• Relationships: link related items with Link an item, or add an item this one blocks.

#Repeat

Set Repeat to Every day, Every week, Every 2 weeks, Every month, Every 3 months or Every year for recurring work. Choose Doesn't repeat to stop.

#Time tracked

Click Start timer while you work and Stop when you're done, or click Add time to log hours and minutes for a date with a note. You can run one timer at a time; starting a timer on another item stops the one that's running.

#Comments, mentions and following

Write in Comments & activity and @mention teammates to notify them. The same thread lists every change: who created the item, moved it, changed a field or ran an automation on it. Click Follow to get notified about an item you're not assigned to.

#Reminders

Click Remind me to set a reminder on the item for yourself or a teammate. Reminders appear in My Work.

#How to use item actions

Open the Item actions menu (⋯) in the item:

• Duplicate: makes a copy in the same space.
• Save as template: saves the description, priority, assignees, checklist, fields and sub-item names. Pick the template when you add a new item.
• Move to another space: choose the Space, the Status there and a List, then click Move. The item and its sub-items get new numbers in the new space. Fields with the same name carry over; dependencies stay behind.
• Copy link: copies a link that opens this item.
• Delete item: removes the item and its comments from the space.

#How to change many items at once

1. Select items with their checkboxes, or select a whole status group.
2. The selection bar shows how many are selected. Change their Status, Priority or Due date, Assign them, use Move to list, or Delete them.

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Spaces › open a space › List view › select several items

Five items ticked and the selection bar showing "5 selected" with the Status, Assign, Priority, Due date, Move to list and Delete actions.

File: screenshots/space-items-bulk-bar.png

#How to set up item types

Item types let a space hold different kinds of items, each with its own icon. Every space starts with Task and Milestone.

1. Open the Space options menu (⋯) next to the settings gear and click Task types.
2. Add, rename or remove types and pick an icon for each, up to 20.
3. Click Make default on the type new items should get.
4. Click Save changes.

#How to import and export items

Import

1. Open the space, click More (⋯) in the header and choose Import CSV.
2. Choose a CSV (UTF-8) or Excel (.xlsx) file with up to 2,000 rows. Only the first sheet of an Excel file is read.
3. Match each column to a field, or choose Don't import. Pick the column that holds the item name. Statuses and options match by name; people match by name or email.
4. Click Import. Resool shows how many items were imported and lists any rows that were skipped with the reason.

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Spaces › open a space › More › Import CSV

The import dialog after choosing a file, with columns mapped to Name, Status, Assignees and Due date, and one column set to Don't import.

File: screenshots/space-items-import.png

Export: click More (⋯) and choose Export CSV to download the space's items.

#FAQ and troubleshooting

#Some rows were skipped during import.

What you can do:

• Check that each row has a value in the column you mapped to the name.
• Make sure status values match the names of the space's statuses exactly.
• Check that people's names or emails match members of the workspace.

#Can I move an item with its sub-items?

Yes. Move the parent item; its sub-items go with it. To move a sub-item, open its parent and move that.

#Why can't I edit an item?

You need the Create and edit items in spaces permission. Ask an Owner or Admin to check your role.

#Is there a limit to how many items I can update at once?

You can change up to 200 selected items in one go.

#What's next?

• Space Views
• Fields and Statuses
• Space Automations
• My Work