How to Delete Items

How to Delete Items from your Project

When deleting items you are presented with options that relate to the scope of the operation. The scope determines whether just a single item is deleted, or an item together with its supporting definitions, or an item and the hierarchy of items linked to it by cross references.

Available scopes when deleting items
Delete Items dialog
Delete button on the item menu
Delete

You can delete any number of items at the same time (in WorkBench, items can be deleted one at a time through Web Access). You must have read-write access to an item to be able to delete it is available through the context menu (right-click) or on the Item menu.

When you delete the last instance of an item, that is, if there are no more versions or drafts of the item after it has been deleted, and the item isn’t in a recoverable state, Cradle then automatically removes all cross references to and from the item. This ensures that there are never any dangling cross references in the database, that is cross references to or from items that do not exist.

The Delete operation has the same scope option as the Copy operation, with the same possible values and meanings. These are:

  • Item – delete the item only
  • With Definitions – delete the item and it’s definitions
  • Hierarchy – delete the item and it’s hierarchy

Please note the DELETE_ITEM privilege is required to delete items in the database.

Cradle Help covers more on the steps on how to delete your items .

Configuration Management

It is usual to delete items when they are in a draft state. This is where the item is still in a fluid state and alterations are occurring frequently. When applying formal control (Configuration Management*) to a project, it’s normal to superseded or retire items when they are updated or no longer required. This maintains the full traceability through the project’s development. An overview of this formal control is detailed in the Cradle Help.

*Available in Cradle Enterprise

Related Articles

There is a recoverable facility which allows you to recover deleted items:

https://www.threesl.com/blog/how-to-recover-deleted-items/

Right Tool for the Job?

58% of Projects are at Risk due to Poor Requirements Management Tool Selection.

Requirements Management usage info graphic
Mandatory Info Graphic (Requirements Management Tools Usage)

Over half of projects are using spreadsheets and word processing documents to manage their requirements they are taking a large risk.

poll showing who uses what tool
Requirements Management Poll

OK, so the tool  poll was very small and not necessarily scientifically significant, but it does indicate that not everyone has seen the light. And it gives us some data to draw the nowadays ‘mandatory’ info graphic!

As a young student, I remember being introduced to ‘Office‘ applications on a special ‘visit’ to a college. We were shown a spreadsheet and a word-processor. During the hands on task we were all asked to write something. A fellow student completed their piece but couldn’t understand why their work preview looked different to everyone else’s. Whilst all the words were there they were spaced in an odd manner. They’d used the spreadsheet, and entered a word in each cell and changed the columns until the text fitted. Whilst this is laughable now, the fact is the tool still allowed the job to be completed, still allowed the brief to be met. However, the result, using the wrong tool, was not as useful. Imagine trying to cut and paste a sentence into the middle of an existing clause….

A requirements management tool is adapted to aid the flow of requirement through design to testing and end of life. Items are linked in the project’s chain, unlike a design attribute in one document, vaguely referring to some version of a requirement in another.

Would we suggest a Requirements Management tool is needed for all projects?

NO! We wouldn’t, which may sound surprising from a tool vendor. If you make cupcakes and you get an order for 24 cakes 12 blueberry and 12 chocolate we would suggest a spreadsheet with a sheet of costings and a sheet of orders is probably enough, even a diary with the order written in the day before collection day would suffice.  We really don’t want you to spend your money on an inappropriate tool. Spend it on some new icing nozzles and deliver us a batch of cakes. However, if you produce tens of thousands of cupcakes for a number of different vendors and have numerous suppliers, recipes and food standards to meet, well we could conceive of a Cupcake project as a set of Requirements and associated items that needed to be managed. Supplier X changes their ingredient, which products does this affect?

Away from food, before we all feel hungry, we can confidently say that YES the more complex your product, the more components, stakeholders, standards and tests you have to mange, the more important the right tool. The easier traceability becomes, the easier changes can be made and impact calculated. Don’t try laying bricks with a spade, just because you have one in the shed. Don’t try turning precision parts with a drill and a file just because it appears to work. Don’t try and write a novel in EMACS just because it is an extremely powerful text editor . DO use the right tools for the job,

Related Articles

Seeing the light, are you viewing your projects through rose coloured spectacles? Windows and Doors do they need RM (Requirements Management)?

Talk Like A Pirate Day 2017

Aye, It Be Talk Like a Pirate Day

19th Sept 2017

“So me Lads and Lasses, what brings you to 3SL’s shores today?”

“You say your project’s all headed to Davy Jones’s locker?” “What do you say you’ve been using to organise it?”

Pirate based on Joice Huis image @ Unsplash
Pirate

“Parchment and a pen ye say? Well no surprise it’s not shipshape”

“A landlubber salesman wanted how much silver to give you tools for the job?” “Shiver me timbers, that’d be a right hornswaggle of a deal. Let me at him and I’ll have the scallywag keelhauled” “He’s trying to make you into shark bait, he’ll give pirates a bad name”

“Trust an old seadog like me, more of a privateer you see. Here to keep the pirate salesmen at bay. If you cross me palm with a mere four hundred coins I’ll have ye a top of the range tool for the job. What more could ye want?”

 

SE Pro version of single user Cradle
Cradle SE Pro

You’ don’t need to talk like a pirate to speak with 3SL, and we certainly won’t be giving you a bad deal. With Single user products in the £249 to £399(Sept 2017 prices) and competitive Enterprise products, there’s always a Cradle to suit your loot.

How to Recover Deleted Items

Recovering Deleted Items

The recoverable status means that when you delete items, they are not removed from the database, but is placed into a recoverable state from where you can restore the item if you need to. The ability to recover deleted items in this way is similar to the Trash folder you may find on a mail program or Bin on an operating system home screen. When an item is restored all cross references to/from the item are also restored.

To set the recoverable option you need to set the Enable recovery of deleted items option within the Miscellaneous section in Project Setup:

Project Setup dialog showing settings to recover deleted items
Project Setup dialog

You will notice when you select this option the Deleting/recovering items …. option becomes enabled. This controls whether deleting a draft item (making it recoverable) should also modify the item’s last modifier/last modified date/time attributes. If set, this also affects those attributes when recovering an item, i.e. the date/time will reflect when the item was recovered.

Full Deletion

To really delete items from the database you can either:

  1. View the recoverable items and delete them, or
  2. Overwrite with a new item with the same identity as an item that is recoverable (you will receive a warning message so that you do not do this unintentionally)

You can view the recoverable items by using the Delete State element in queries:

Delete states available within queries
Query Details Dialog

Viewing Deletions

As you can see there are three values:

  • Normal (the default) – selects items that are not recoverable
  • Recoverable – selects items that are recoverable, that is, the items that have been deleted and which can be restored
  • All – selects items irrespective of their recoverable status

Read the Cradle Help for information on how to recover deleted items.

When items are deleted (i.e. placed into a recoverable state) and change history is enabled for that item type, a comment of Item deleted is added to the change history of the recoverable item. Also, if the item is recovered a comment of Item recovered is added to the change history.

Banking Changes

Changes to 3SL Bank Account Numbers

In response to the 2008 financial crisis, the UK Government has decided that all major banks must protect their personal, retail and most business banking operations from their more risky, often speculative, investment banking and international banking operations.

photos of city banks (Pexels.com)
City Banks

Most major banks in the UK will do this by  creating a new ‘ring fenced‘ banking operation that is protected from future problems in the financial markets.

Most of the UK’s major banks will effect this change in April 2018.

For 3SL, these banking changes will mean that there will be a new BIC (bank identifier code) within the IBAN (international bank account number) of all of our bank accounts. In  effect, all of the IBANs for our bank accounts will change in April 2018.

It is also possible that banking changes may effect another part of our bank account numbers, called the sort code (similar to the ATA, routing number or branch number codes in other countries’ banking systems). If there is a change to our sort code, the change is likely to occur in January 2018.

If you are an international supplier to 3SL, or one of our international customers, then it is possible that our IBANs will change in January 2018, and they will definitely change in April 2018 when the new ‘ring fenced’ bank in Barclays PLC receives its new BIC.

All of these changes are being completed in advance of the UK Government’s deadline of January 2019.

We believe that our current IBANs will remain available for 36 months after the change in April 2018.

We will provide more information as it becomes available. In the mean time, we apologise for the inconvenience that these changes will cause to our UK and international customers and suppliers.

September 2017 Newsletter

September – Autumn on the way

Autumn leaf Pexels.com
Autumn

It’s back to school and college for many of our young people. As businesses it should also be a time to reflect what lesson’s we’ve learned so far this year now we’ve arrived at Q3.

Take Stock

  • Which of your projects are on schedule,
  • Which of your projects are on budget,
  • Which of your projects are not really being measured?

These are all questions that a good PM (Project Manager) should be able to answer quickly and succinctly. Unfortunately that’s not always the case. Dates and milestones were not clearly defined so schedule is difficult to measure. What part of the budget applies to what part of the solution is not clear so spend can not be measured accurately. How many Requirements have actually been split into System Requirements or Functional Blocks is not calculable.

Don’t Panic

Cradle’s features can offer assistance with these issues.

  • Cradle offers the ability to link Work Breakdown Structure (WBS) items to Microsoft® Project allowing a direct connection between the Project Plan and packages of work related to designs, functions, tests etc. in the Cradle project
  • If a Budget item is created in Cradle, it could be easily linked to other components of the project. They could then have a category of actual spend. Using Cradle’s calculation facility, these linked items can be totted up and shown in the parent item.

    screenshot of aggregate calculations
    Aggregate Spend with Calculations
  • Dashboards are a quick visual aid showing your Key Performance Indicators (KPI) showing percentage of Requirements with System Requirements attached is a good way of monitoring progress.

Control and Relax

Move into Q4 with all the project knowledge you need to finish the year on a high.

Cradle 7.3

We trust you have all had your Security Codes for Cradle 7.3 and have successfully downloaded and installed the latest version of Cradle. If you haven’t received your Cradle-7.3 Security Code please contact the Support Department support@threesl.com

Banking Changes

There are some changes afoot for those that deal with 3SL financially.

In response to the 2008 financial crisis, the UK Government has decided that all major banks must protect their personal, retail and most business banking operations from their more risky, often speculative, investment banking and international banking operations.

Most major banks in the UK will do this by  creating a new ‘ring fenced‘ banking operation that is protected from future problems in the financial markets.

Most of the UK’s major banks will effect this change in April 2018.

For 3SL, these banking changes will mean that there will be a new BIC (bank identifier code) within the IBAN (international bank account number) of all of our bank accounts. In  effect, all of the IBANs for our bank accounts will change in April 2018.

It is also possible that banking changes may effect another part of our bank account numbers, called the sort code (similar to the ATA, routing number or  branch number codes in other countries’ banking systems). If there is a  change to our sort code, the change is likely to occur in January 2018.

If you are an international supplier to 3SL, or one of our international customers, then it is possible that our IBANs will change in January 2018, and they will definitely change in April 2018 when the new ‘ring fenced’ bank in Barclays PLC receives its new BIC.

All of these changes are being completed in advance of the UK Government’s deadline of January 2019.

We believe that our current IBANs will remain available for 36 months after the change in April 2018.

We will provide more information as it becomes available. In the mean time, we apologise for the inconvenience that these changes will cause to our UK and international customers and suppliers.

Social Media

Twitter

When we posted a suspect on Twitter in the Made In Britain (@MadeinBritainGB)  #MadeInBritainHour we had quite a few people thinking about suspect items

 

mock up mug shot
Not your Usual Suspect

Hints of the Month

Don’t want everyone changing an item’s category? This article highlights Category Skills

Many : Many, One : Many, Many : OneCardinality Rules can be set on Cross References.

And one for I.T. a little help if things need a tweak or unfortunately go wrong.

You can read Hints & Tips in the 3SL Blog.

Publish Subject Items in Document Publisher

Using the ‘Publish Subject Items’ option in the Hierarchy Table

The Publish Subject Items option can allow a user to stop items being published. This is based on a link(s) existing or not. Users need to understand it affects not only the type it is on but can affect the Subject type as well.

Publish Subject items Options
Hierarchy Details – Publish Subject items Options

Publish Subject Items – Always

When the option is set to ‘Always’, this means that the target items will be published in the document. It does not matter if there are linked items below or not.

Publish Subject Items – ‘Only if link exists’

When the option is set to ‘Only if link exists‘ then the item type will only get published if the item linked to the source has the correct link type and is not excluded because of a filter.

With ‘Only if link exists‘ set on the ISSUE item type and a filter:

– Requirement (Source Item)

– ISSUE (Target Item with filtering)
– RISK (Target Item)

With the hierarchy set as above, if a Requirement only had 1 ISSUE linked to it and this link was removed due to filtering. This means the source item will not be published as there are no linked items to be output. If the Requirement has 2 ISSUEs linked to it and only one is removed through filtering then the source item, the single linked ISSUE and any linked RISK items will be published .

With ‘Only if link exists‘ set on the ISSUE item type and no a filter:

– Requirement

– ISSUE
– RISK

With the hierarchy set as above, the Requirement will be published as well as both ISSUEs and any linked RISK items.

Publish Subject Items – ‘Only if link does not exist’

When the option is set to ‘Only if link does not exist‘ is set on a target item then the source item is only output if the target item is not linked.

With ‘Only if link does not exist‘ set on the RISK item type:

– Requirement

– RISK

Any Requirements that are not linked to a RISK or have the wrong link type will be published. Those Requirements that are linked will not be published.

Publish Subject Items – ‘Only if all links exist’

When the option is set to ‘Only if all links exist‘ then the source item will be output if all linked items have the correct link type and are not removed through filtering.

With ‘Only if all links exist ‘ set on the ISSUE item type and a filter:

– Requirement

– ISSUE (with filtering)
– RISK

If the Requirement has a single ISSUE linked to it and the filtering removes this link then neither the Requirement nor the ISSUE will be published.

When a Requirement has two ISSUEs linked to it and the filtering removes one link then neither the Requirement nor the ISSUEs will be published.

With the filtering removed from the ISSUE item type then the Requirement, ISSUEs and RISK items will be published.

Publish Subject Items – ‘Only if all link do not exist’

When the option is set to ‘Only if all links do not exist‘ then the source item will be output as long as non of the linked items have the correct link type or at are removed through filtering.

With ‘Only if all links do not exist ‘ set on the ISSUE item type and a filter:

– Requirement

– RISK

If a Requirement has a RISK linked in the right way then the source item will not be output. If a Requirement has either no linked RISK items or the link type is wrong then the source item will be output.

For help on Document Publisher click here

For blog posts on Document Publisher click here

Star Trek Day 2017

Happy #StarTrekDay 2017

Celebrate the forward vision of Roddenberry of a collaborative World where we all work together to keep the peace.

Parody image
The 3SL Enterprise

OK to celebrate so you could just go and watch all the episodes of Trek, or you could think about the future…

Let your projects live long and prosper. Boldly go into the known with #3SL Enterprise the full muti-user  version  of Cradle. Don’t leave things to chance, plan your requirements and link with your designs to ensure a fully traceable deliverable system.

 

Creating a RTF Frame

Displaying and Editing RTF Inside Cradle

Rich Text Format can be used to enhance the data shown in Cradle. This is displayed in a Rich

Text Frame. Whether this is to allow BOLD, Underline or a different Font. Generally requirements and specifications should be broken down into atomic components. The ‘detail’ should be expressed in a short and concise  statement or paragraph. However, higher level requirement or tables are often useful and in these cases the emphasis / layout provided by RTF is desired.

demonstration of RTF in Cradle
RTF Frame Display

To create the RTF Frame, open WorkBench and navigate to Project Setup. Inside Project Setup from the Options dropdown menu select “Item Definitions” and open the tab Frame Types.

In most cases using the shipped schemas, you’ll see a frame of type RTF, however, the steps to create a frame are: Select New… this will open the “New Frame Type”  dialog in which you can give your frame any name, for this I have named mine the “Blog RTF“, You will now see the Frame you have created in the list, select Edit… in this dialog you now have several settings, the “Base Type” will allow you to change the Frame Type, you will want to change this to “RTF“. Other options are available such as being able to restrict the RTF Frame by choosing a Required Skill, provided that you have a set of predefined skills in your project schema.

Now to assign this frame to an Item Type, first you will want to open “Item Types“. Select your item of choice, for this I have selected System Note – Feature. Select “Frames…” and give this a sensible name such as “RTF“.

RTF assigned to FEATURE

 

For more information regarding Frames select here

 

Captions for Images in Document Publisher

Question: I have images that need to go into a document and want to have captions with them when published, how do I do this?

Create a Frame in WorkBench

To have captions for images without using RTF frames, add a new frame, name it the same as your image frame with the TITLE appended to it e.g. PICTURETITLE or PICTURE_TITLE. Leave this frame as a plain text frame.

Adding a text frame to use as the caption for an image
Adding a text frame to use as the caption for an image

Run or open and item with the image you wish to set a caption for. Then enter the caption for the image in this new text frame.

PICTURETITLE frame for the captions
PICTURETITLE frame for the captions

Set the Options for Captions in Document Publisher

Open your template in Document Publisher and open the Option UI. Select the ‘Figures and Tables’ tab and enter the name of this frame in the box for ‘Title frame’.

Figures and Tables tab in Options
Figures and Tables tab in Options

If using a default Paragraph Group tag without Field tags then a user can add the PICTURE frame name to the ‘Frames to publish after TEXT and NOTES in the default layout’ under the ‘Item Frames’ tab.

Item Frames Tab in Options
Item Frames Tab in Options

This will then output the default layout including the frames from the ‘Frames to publish after TEXT and NOTES in the default layout’ option. The text in the PICTURETITLE frame is used for the caption for each image. The captions then for each image will then be entered into the List of Figures during publishing.

List of Figures for both default and field tag output
List of Figures for both default and field tag output
An image using the title frame for the caption
An image using the title frame for the caption via the default layout

Using Field Tags

If the user wishes to use Field tags the option will work with these too. Add the field tag for the image in this case the PICTURE frame. As the template is published, the caption for the image is set from the PICTURETITLE frame. Again this will be picked up in the List of Figures when published.

Using Field tags in a Paragraph Group tag to output images with captions
Using Field tags in a Paragraph Group tag to output images with captions

Using the PICTURE frame Field tags will also work within a Table or an Inserted Table. It will output the caption with the image and add it to the List of Figures when published.

Using Captions for images within a Table
Using Captions for images within a Table
List of Figures Including the tags in a Table
List of Figures Including the tags in a Table

For more information on Document Publisher click here