Edit mode toolbar

When you switch from a view mode to edit mode, you can change the workflow. You click the icons on the toolbar to add, move, and delete stages and tasks.

The following table describes the toolbar options.

Table 1. The edit toolbar for the Workflow tab
Icon Description
Spreadsheet cell with plus signPage with clipboard and plus sign image

Add Row. To add a row after an existing row in the workflow, select the row then click this icon to specify the type of row. You can add:

  • Task
  • Form task
  • Approval
  • Stage: stages organize tasks into groups
  • User Task
  • Flowchart Run
  • List Review
  • Notify Field Marketers (Corporate Campaigns)
  • Subscription (Corporate Campaigns)
  • Recurrence

Marketing OperationsDistributed Marketing adds the task and renumbers the subsequent tasks.

plus signPage with plus sign image

In Series. By default, the system adds rows to the spreadsheet in series, so each task depends on the task that precedes it. To use a different dependency option, click this icon and make a selection before you add the next task to the workflow.

Select a dependency option.

  • No Dependencies: when you add a row, the system does not make it dependent on any other row
  • In Series: when you add a row, the system makes it dependent on the row above it
  • In Parallel: when you add a row, the system makes it dependent on the same task or tasks as the row above it

Each row that you add uses the same dependency option until you change your selection.

You can also change dependencies manually; click the task or stage name and supply a comma-separated list of numbers in parentheses. For more information, see Task dependencies.

Page with highlighted top row and plus sign image Add Stage Row. Adds a stage in the spreadsheet. Tasks are grouped in stages.
Spreadsheet cell with up arrowData grid with highlighted row and up arrow image

Move row up. Click a task or stage name to select the row, then click this icon to move the selected row upward.

Note:
  • When you move a row, its task dependencies do not change.
  • When you move a stage, all of its associated tasks move with it.
Spreadsheet cell with down arrowData grid with highlighted row and down arrow image

Move row down. Click a task or stage name to select it, then click this icon to move the selected row downward.

Note:
  • When you move a row, its task dependencies do not change.
  • When you move a stage, all of its associated tasks move with it.
Spreadsheet cell with x markData grid with highlighted row and X image

Delete row. Click a task or stage name to select it, then click this icon to delete the component.

Note:
  • You cannot delete the first stage in a workflow spreadsheet.
  • When you delete a stage, its associated tasks are appended to the previous stage. The tasks are not deleted.
Handheld calculator

Recalculate Dates. Shift+click to select one or more adjacent cells in the spreadsheet, then click this icon to apply one of the following options:

  • Preserving slack time between Tasks: recalculates all date dependencies that are based on your changes; any slack time between dependent tasks is not removed.
  • Removing slack time between Tasks: recalculates all date dependencies that are based on your changes; any slack time between dependent tasks is removed.
Carrying casePage with clipboard and plus sign image

Tools. Offers options that affect the values in specific spreadsheet cells, or that affect a column or the entire spreadsheet.

To apply any of the following options, you must first Shift+click to select one or more adjacent cells in the spreadsheet:

  • Copy: copies the contents of the selected cells to the clipboard.
  • Paste: pastes the contents of the clipboard, beginning at the selected cell.
  • Paste Rows After: pastes the contents of the clipboard below the selected row.
  • Mark as: changes the Status and % Complete values for the corresponding task or tasks. For example, Mark as Finished changes the Status to Finished and % Complete to 100%. You can mark tasks as Skipped, Finished, Active, or Pending.
  • Fill Down/Up: copies the value in the selected cell or group of cells to the cells below or above it.
  • Clear: erases all entries in the selected cell or group of cells.
Note: You must apply these options to cells that are adjacent; that is, Ctrl+click selections are not supported.

The other options on the Tools menu function as follows:

  • Import and save workflow: available if the project is in Not Started status only. Replaces the entire spreadsheet with the tasks and values in a previously defined workflow template.
  • Clear Column: click a single cell, then select this option to erase all entries in that column. For columns that have a default value, such as Schedule Through, every cell is set to the default.
  • Clear All: erases the entire spreadsheet.
Calculator image Click to recalculate dependent dates while preserving slack time. Recalculates all date dependencies that are based on your changes; leaves any existing slack time between dependent tasks.
Calculator with down and up arrows image Click to recalculate dependent dates while removing slack time. Recalculates all date dependencies that are based on your changes; removes any slack time between dependent tasks.
Left arrow imageLeft arrow image Undo. Click to undo your last change.
Right arrow imageRight arrow image Redo. Click to reapply a change you undid with the Undo action.
Diskette image

Save. Click this icon to select one of the following options:

  • Save: Interim save, the spreadsheet remains in edit mode.
  • Save and Duplicate: Saves your work and creates a project with the data supplied on all tabs.
  • Save and Finish: Saves your work and displays spreadsheet view mode.
  • Save and Return to List: Saves your work and displays the most recently selected list of projects and requests.
Cancel Cancel. Return to spreadsheet view mode without saving edits that are made since your last save.

Click one of the following options to complete your work:

  • Cancel. Return to spreadsheet view mode without saving edits that are made since your last save.
  • Save: Interim save, the spreadsheet remains in edit mode.
  • Save and Finish: Saves your work and displays spreadsheet view mode.