Customize Your Workspace

Once authorized for a workspace, the workspace administrator has the following capabilities:

  • Workspace and project configuration.
  • Workspace rights: You have full rights to all artifacts of the workspace.
  • Manage users: Manage users for a subscription if the subscription administrator has provided permissions.
    • Create users for the workspace
    • Add users to your project in the workspace
    • Add existing subscription users to the workspace
    • Update all user profile fields for the workspace users
    • Remove users from the workspace

Customizing your workspace consists of the following:

Manage workspaces and projects

From the Workspace Summary View, the subscription administrator can:

  • Use the Actions button to print a report for your workspace and project for your subscription.
  • Edit edit a workspace.

Changes to workspaces are recorded in the revision history.

View the Workspace Detail page

Go to associated workspace artifacts from the Workspace Detail page using the workspace sidebar.

From the sidebar, you can:

  • Link to your project
  • Click the Work Items and Fields link on the sidebar to view to create and edit fields associated with a work item
  • View and manage associated tags
  • View workspace revisions

Use the Actions button located at the top of the Workspace Detail page to edit or print workspace details.

Set up work item prefixes

As the subscription or workspace administrator, you can customize or edit your workspace settings. Each work item is required to have a unique prefix or tag to help you identify the type of work item at a glance. For example, set up user stories with a prefix of US, so a user story would look like this: US1103. You can set defects with a prefix of DE, so a defect would look like this: DE0415.

In the Work Item Prefix section, enter the desired prefix into the appropriate work item text box. You can customize an ID prefix for:

  • User Stories
  • Defects
  • Tasks

Click Save after you make your changes.

The prefix can be an alphanumeric entry with a maximum length of 10 characters. All special characters are allowed. Each of these fields can be changed after the workspace has been started and data exists. When you edit the workspace in progress, the work item prefixes are updated immediately.

Manage tags

Use tags within a workspace to logically group work items by a theme recognized by team or organization members. Since users have the ability to create their own tags, the list of available tags can become large over time. The subscription or workspace administrator may rename or archive tags to better organize and reduce clutter in the tag list.

Rename tags

When you rename a tag, its name on associated work items is changed in the tag list.

To rename a tag from a workspace:

  1. Click the Tags link in the sidebar.
  2. Type the name of the tag in the text box and press Enter to locate the tag.
  3. Double-click the tag name to enter edit mode.
  4. Rename the tag. Click outside the tag name field to save your changes.
tag archive

Archive tags

When you archive a tag, you remove it from the tag list but you do not remove it from associated work items. Even though it is archived, it is still available in all drop-down lists used for filtering page views, notifications, and reports.

To archive a tag from a workspace:

  1. Click the Tags link in the sidebar.
  2. Type the name of the tag in the text box and press Enter to locate the tag.
  3. Mark the check box to archive a tag, or to deselect the check box to retrieve a tag from the archive.
  4. Click outside the check box to save your changes.

Delete tags

To delete a tag, click the gear icon next to the tag you want to delete, then select Permanently Delete. There is no undo function for permanent deletion.

Configure units

Use the Units & Planning section of the workspace editor window to specify the increments of measurement applied to work effort at a iteration level within your workspace. Examples of units include units, points, hours, and days. To customize units, begin by editing your workspace settings.

  1. Locate the workspace to customize, then click the Edit edit icon.

    The red highlighted field headings are required.

  2. In the Units & Planning section, enter your Planning Units.
    This label is applied when estimating user stories and defects. The first letter of your entered value displays in a column header icon of the Plan Estimate column on the Iteration Status page. Hover over the icon and the full text of your estimate label ( Points ) displays. plan estimate
  3. Enter a label for Task Units estimation.
    The first letter of your entered value displays in a column header icon of the Task Est column on the Iteration Status page. Hover over the icon and the full text of your estimate label (Hours) displays. task estimate
  4. Click Save.

Units are alphanumeric fields. All special characters are allowed. You can edit units after data has been already recorded in your project; however, the new units label will not be applied to previous data. The new label will only be applied to quantities created or edited after the change was made.

Set up work item fields

A work item field helps describe the characteristics of a specific work item, such as Display Name, Description, Priority, or Owner. A work item field may be visible or hidden, required or optional, unique to a work item or shared across many work items. Some work item fields are used by Rally and are visible to you. Others may be defined by you for your own purposes.

For each type of work item, you can:

Work item fields are managed by the subscription or workspace administrator, and are applied to the entire workspace.

View work item fields

The Work Items & Fields Summary view provides information about all editable and viewable fields that are associated with a work item in a particular workspace.

Use the Work Items & Fields Summary view to:

  • View all fields of a single work item type
  • Sort your fields and toggle your display between ascending and descending order by clicking any displayed heading that is a link
  • Create new fields
  • Edit existing fields

Fields are sorted by the work item type, such as defect, user story, task. To view fields for a specific work item type, use the Work Item Type drop-down field and select a type to display. The list of fields associated with the selected work item automatically refreshes.

The Work Items & Fields Summary view enables you to see the following information about each field:

  • Display Name
  • Type
  • Custom
  • Hidden
  • Required

Note: Shared fields are used across work items, and are represented in black italics. Editing or hiding these fields will affect other work items as well as other users who include these fields in their notification rules or custom views.

Fields that are used internally by the Rally system are not displayed in this view.

You may designate your own fields as Required or Hidden, but not both. Marking a field Required has implications for inline editing, multi-editing and importing data. In addition, existing integrations may fail if a field is marked Required after the integration is in place. Changes to the Required or Hidden values of a work item field is recorded in the workspace revision history.

You cannot delete a field from a workspace. Instead, edit the field and select the Hidden field checkbox.

Create work item fields

You can create your own fields for your work items to better support your development process. These custom fields are added by the subscription or workspace administrator and are applied to the entire workspace. The fields are available for use on Editor pages and in custom views, or can be viewed on the Work Item Detail page.

To create a new work item field:

  1. Click the Work Item Type drop-down arrow and select a type to add.
  2. Click the Actions button and select New field.
  3. Enter values in the Name, Display Name, and Type fields.
    You must enter a unique value for Name and Display Name.
  4. Click Save.
    Your New field displays in the Custom field section of Work Item Detail Page and is available for use on the work item.

Fields that you create are displayed:

  • On the Work Item Detail and Editor pages in alphabetical order according to the Name field. Organize your display by modifying the Name field.
  • With a check mark in the Custom column in the Work Items & Fields Summary view.

Edit work item fields

  1. Click the Edit edit row icon for the targeted field.
  2. Update the applicable field values.

Some fields, such as Type, are not available for edit.

Fields that are used by the Rally system and that are displayed to the user may be Required. If so, you will not be able to change this field. Fields that are created or required by Rally cannot be edited or hidden.

Caution: Shared fields are used across work items, and are represented in black italics. Editing or hiding these fields will affect other work items as well as other users who include these fields in their notification rules.

Set up the web link field type

The web link field type allows you to embed a reference to an object in an external system. For example, if you use a separate web-based case management tool or defect tracker, create a web link field to link your stories or defects in Rally to the external item from within Rally. The web link field is available for use on Editor pages and in custom views, or can be viewed on the Work Item Detail page.

  1. From the Actions button, select Work Item Actions, then New Field.
  2. Enter values in the Name and Display Name fields. These values must be unique.
  3. In the Type field, select Web Link.
  4. Complete the following fields:
    • URL: Provide the base URL to your external system. The ${id} is used to indicate where the object ID from the external system should be inserted. For example, to link to Salesforce.com cases, use the base URL: https://na3.salesforce.com/$\{id}. Rally generates a link to your object by combining the URL with the ID you provide in the detail page to produce the full URL to the Salesforce.com case: _https://na3.salesforce.com/a0A30000000xK8D_ .
    • Display Preference: Click the appropriate radio button to indicate how the external Web Link field will be displayed in Rally:
      • Display in new window. This option will open a new pop-up window to display the external Web Link object.
      • Display in existing window. This option displays the external Web Link object directly in the Rally window.
  5. Click Save.

Once configured, the Web Link field is available for use when editing a work item, or viewing the Work Item Detail page.

  1. Provide the Name of the external object to use as a Link Label. (Optional)
  2. Enter the ID of the external object to be linked in the ID field, and save your entries.

When you view the detail of the work item, click the hyperlinked Name of the external object to go directly to the external page.

Consider using the Rally Web Services API interface to populate the Link Label and ID fields. For example, your case management tool might insert defects through Web Services that include a reference back to the original case.

Work item fields

Field Description
Name Enter the name of a new field. This is a required entry field. This name is used by the Rally application. For Rally fields, this name is already populated. This field is not displayed in the Work Items and Fields Summary view, but does display in Create and Edit screens for administering work item fields.
Display Name This is a textual field allowing you to enter the name that will be displayed on the screen to users of the workspace. This is a required entry field.
Type
  • Boolean: A check box representing a True or False option.
  • Date: A calendar widget icon. When a date is chosen, the date in text appears next to the calendar.
  • Decimal: A number with a maximum of six digits before and three digits after the decimal point.
  • Drop-Down List: A list of options that contains a series of strings or textual information.
  • Integer: A number field with a maximum of nine digits.
  • String: A string field that accepts alphanumeric characters, special characters, and is limited to 256 characters.
  • Text: A Rich Text Format field.
  • Web Link: Use this field to embed a web link or reference to an object in an external system.
Occurrences A calculated number that indicates how often a field is being used by work items in the workspace.
Custom This column uses a check mark to indicate that the field is a custom field.
Hidden Select this box to hide the field from display. Note: Hiding a field will make it unavailable to other users who have included it in custom views and notification rules.
Required Require that the field be populated upon creation or edit. Note: Marking a field Required has implications for inline editing, multi-editing, and importing data. In addition, existing integrations may fail if a field is marked Required after the integration is in place.