About the edit mode toolbar

When you switch from a view mode to edit mode, you can make changes to the workflow. You click the icons on the toolbar to add, move, and delete stages and tasks. The following table describes the toolbar options.

Using the Editing toolbar for the Workflow tab

Icon

Description

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

Approval

Stage: stages organize tasks into groups

Marketing Operations adds the task and renumbers the subsequent tasks.

In Series. By default, the system adds rows to the spreadsheet in series: each task is dependent 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 Managing task dependencies.

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

When you move a row, its task dependencies do not change.

When you move a stage, all of its associated tasks move with it.

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

When you move a row, its task dependencies do not change.

When you move a stage, all of its associated tasks move with it.

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

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.

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.

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.

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.

Undo. Click to undo your last change.

Redo. Click to reapply a change you undid with the Undo action.

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. Return to spreadsheet view mode without saving edits that are made since your last save.