Work Items

Work items are the core of Capptro. Each work item represents a job, order, project, or task that needs to be tracked through your workflow. This guide explains how to create, edit, and manage work items.

Dashboard Overview

The dashboard displays your work items organized in columns by workflow step. Each column represents a stage in your workflow (e.g., "New Order", "In Progress", "Quality Check", "Delivered"). Work items are displayed as cards showing key information at a glance:

• Work Item ID number
• Title
• Customer name
• Priority (color-coded)
• Due date
• Assigned employee (Pro)

Creating a Work Item

1. Click the Add Work Item button on the dashboard
2. Fill in the work item details:
   • Customer: Select from your customer database or type a new name
   • Customer Contact: Select a contact person for the customer
   • Title: A brief description of the job
   • Workflow Step: The initial stage (defaults to the first step)
   • Priority: Select the urgency level
   • Due Date: When the job needs to be completed
   • Total Quantity: Overall quantity for the job
   • Employee: Assign to a team member (Pro)
   • Notes: Additional information about the job
3. Add line items (work item details) for each component of the job:
   • Item Description: What this line item is
   • Quantity: How many of this item
   • Special Notes: Specific instructions for this item
   • Dynamic Fields: Industry-specific fields based on your business type (e.g., paper type, size, material)
4. Click Save to create the work item

Editing a Work Item

1. Click on a work item card on the dashboard
2. The work item detail panel opens showing all information
3. Click Edit to modify any field
4. You can also:
   • Add or remove line items
   • Change the workflow step to move it through your process
   • Update the priority, due date, or assigned employee
   • Attach files (Pro)
5. Click Save to apply changes

Moving Work Items Through Workflow

To advance a work item to the next stage:

1. Open the work item
2. Change the Workflow Step dropdown to the next stage
3. Save the work item

The work item will move to the corresponding column on the dashboard.

Work Item Details (Line Items)

Each work item can have multiple line items (details). These represent the individual components or tasks within a job. For example:

• A print job might have line items for "Business Cards", "Flyers", and "Letterheads"
• An auto repair might have line items for "Oil Change", "Brake Pads", and "Tire Rotation"
• A catering order might have line items for "Starters", "Main Course", and "Dessert"

Each line item has its own dynamic fields based on your business type configuration.

File Attachments (Pro Only)

Pro edition users can attach files to work items:

• Upload documents, images, PDFs, and other files
• Files are stored securely and associated with the work item
• Cloud plans include storage limits (2GB Standard, 10GB Pro)
• Self-hosted plans use your server's disk space

Job Card Generation

Generate a printable job card for any work item:

1. Open the work item
2. Click the Print Job Card button
3. A formatted job card opens in a new window with all work item details and line items
4. Use your browser's print function (Ctrl+P / Cmd+P) to print or save as PDF

Job cards include the work item ID, customer details, all line items with their specifications, and any notes.

Audit Trail (Pro Only)

The Pro edition tracks all changes to work items:

• Every field change is logged with the old value, new value, who made the change, and when
• View the complete history of a work item by clicking the Audit Trail button
• Audit entries include the user's IP address and browser information
• Useful for accountability, dispute resolution, and process improvement

Searching and Filtering

Use the search bar on the dashboard to find work items by:

• Work Item ID
• Title
• Customer name

The dashboard can also be filtered by workflow step columns to focus on specific stages of your process.

Deleting a Work Item

1. Open the work item
2. Click the Delete button
3. Confirm the deletion when prompted