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      Adding and editing work packages

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      What are work packages?

      Work packages are used within Chalkstring to group together the types of work that are being delivered.  Work packages can have sub groups to provide a finer level of breakdown when searching for items like product templates.

      Work packages are used in the following areas of the system:

      • Projects: When you add a new project, you can select one or more work packages as part of the project. You can then create one or more assessments within each work package. Work packages can also be used as a way to group variations. 
      • Product templates: When you create product templates you can link them to specific work packages or sub groups to help you find and filter them when using them on projects. 
      • Nominal codes: Each work package can also be configured with a corresponding nominal code to categorise revenue when sharing Chalkstring data with your accounts system. 

      Adding a new work package

      To add a work package you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

      Steps to add a work package

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Work packages’ sub menu.
      3. You can check to see if the Work package is already set up by typing part of the name into the filter at the top of the screen.  If it is not already set up you can add a new item. 
      4. Click the '+ New work package' button in the top right of the screen.
      5. Type the name of the work package into the field.
      6. If you want to add sub groups then click the '+ Add sub group button'.  Enter the name of the sub group. Repeat this for as many sub groups as you require. 
      7. Click the 'Save' button.

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        Editing Work packages

        If a work package needs to be updated you can use the edit option.

        Steps to edit a work package

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Work packages’ sub menu.
        3. Find the work package that you wish to edit and click on it to view the details. 
        4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
        5. Make the changes you wish to make then click the 'Save' button.

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        Archiving work packages

        If you have work packages that you no longer want users to be able to choose but that have been used on existing projects or product templates then you can archive them. This will stop them showing up as active work packages and will prevent users selecting them on new projects or on newly created product templates.

        Steps to archive a work package

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Work packages’ sub menu.
        3. Find the work package that you wish to archive and click on it to view the details. 
        4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        5. This will leave the work package record in the system but hide it from dropdown lists.

        Steps to unarchive a work package

        If for some reason you need to reinstate an archived work package you can do so with the following steps:

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Work packages’ sub menu.
        3. Scroll to the bottom of the screen and tick the 'Include archived' checkbox.
        4. Find the work package that you wish to unarchive and click on it to view the details. 
        5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        6. This will reinstate the work package record in the system. 

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        Deleting work packages

        Deleting work packages cannot be undone so only proceed if you are absolutely sure that you want to remove the record permanently from your system.

        If you have work package records that were created in error and they have not been linked to any other data (such as projects or product templates) then you can delete them using the following steps:

        Steps to delete a work package

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Work packages’ sub menu.
        3. Find the work package that you wish to delete and click on it to view the details. 
        4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        5. This will permanently remove the work package record from the system.

        If you receive an error when trying to delete, this means the package is linked to other data in the system. In this instance use the Archive option instead. 

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