Organization

You can set the following options for your organization or business unit:

• The sort order of documents as viewed in XTRAC Workbench for work item attachments.
• The maximum number of generations in a split family.
• The maximum number of children in each generation.
• If you want to populate the work item Memo field with the text from the note Memo field.
• Displaying only the work queues in the Transfer To field.
• Applying work selection rules to correspondence items in a work list.
• Preventing a manual transfer if no work item rule exists at the destination node or the create node.
• The default percent of the target date that is defined for an amber threshold and a red threshold in process completion, queue completion, and milestone completion rules.

Threshold Values and Timers

Thresholds indicate when a work item might be in jeopardy of not completing by the specified target date for that item. The threshold values specify when the status of the item changes from green to amber to red.

Thresholds are used by the Milestone Rules, Process Completion Rules, and Queue Completion Rules. In the Detail window for each rule, you can use the default thresholds that are set in the Organization Detail window or you can specify new thresholds for that specific rule.

Thresholds are measured as a completion percentage of the target date and indicate when XTRAC sends the amber and red alerts. For example, if you set the queue completion target date and time for 4 hours after the current system date and time, you can generate an alert at 3 hours to track how the work is progressing. To generate the alert, you set the Amber Threshold to 75%. You can also specify a Red Threshold.

If you create a target date, jeopardy state, or threshold values for a work item, XTRAC internally creates timer IDs in the database to monitor the thresholds you set and to determine when to change the green, amber, and red status colors. Timers are associated with the Jeopardy values in XTRAC and with the Milestone Rules, Process Completion Rules, and Queue Completion Rules. The timers are recalculated or removed as the work item moves through its workflow.

In the following rare situations, it is possible for a work item to move from the green status to the red status:

• If the amber status update could not be posted to the work item and the red status is posted before the amber status is retried during one of its cycles.
• If the amber status update is discarded after multiple attempts because it could not be posted to the work item. For example, if the work item is open in edit mode for more than two hours.
• During a load test, if the amber and red deadlines are scheduled within minutes of each other, it's possible that the red status update is processed before the amber status update

The maximum number of timer IDs that can be processed simultaneously with the same threshold is 30,000. One work item can potentially generate several timers, so this limit might represent less than 30,000 work items.

Be very careful with how you apply Milestone Rules. You can generate multiple timer IDs if you are not specific enough in setting the conditions for your milestone. For example, you create a milestone rule that has a condition where the operator equals one person. Then, every time that operator creates a work item, a new timer ID is created.

Adding an Organization

You can add a new organization only if the environment is configured as a source data migration environment. Otherwise, the New option on the Organization Summary window is disabled.

To add an organization

1. In Feature Explorer, click Environment > Organization.
2. In the Organization Summary window, click New.
3. In the Organization Detail window, enter the information for the organization.
4. Click Save.

Updating an Organization

Note: To review or update the options for an organization, you need the Retrieve Organization or Update Organization security functions as part of the security group that is associated with your entitlement set.

To retrieve or update an organization

1. In Feature Explorer, click Environment > Organization.
2. In the Organization Summary window, select the organization that you want, and then click Open.
3. In the Organization Detail window, update any options for the organization.
4. (Optional) In the Change Request ID field, type the ID for the change request (up to 30 characters).
5. (Optional) In the Memo field, type the reason for updating the organization (up to 60 characters).
6. Click Save.

XTRAC saves the updated options for the organization.

Defining the Sort Order for Attached Documents

If a work item has documents attached to it, you can define the sort order in XTRAC Admin that the documents display in XTRAC Workbench. You can also select if the first document automatically opens in XTRAC Viewer.

The order you set in XTRAC Admin takes affect only when an XTRAC Workbench user clicks the Attachments button for an open work item. The user can change the sort order by clicking the column header, but this change is not saved when the work item is closed.

To define the sort order for attached documents

1. In Feature Explorer, click Environment > Organization.
2. In the Organization Summary window, select the organization that you want, and then click Open.
3. In the Organization Detail window, click the Workbench tab.
4. In the Default document sort order field, from the drop-down list box, select the default order that you want to view documents in: no order, newest to oldest, or oldest to newest.

5. (Optional) If you want the first document to open automatically in XTRAC Viewer, check the Open XTRAC Viewer automatically check box.

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