Share work items
In Zoho Sprints, you can collaborate across teams and projects by sharing work items. This reduces task duplication while improving productivity.
Share work item with another project
When you share a work item with a different project, Zoho Sprints creates a cloned copy of the work item in that project. The original work item is called the source work item, while the cloned one is known as the shared work item. Both items display a "shared" icon, so you can distinguish them from other work items. While the source and shared work items share a title, the shared item will include "Shared" in its title for easy identification. The title of the shared work item cannot be modified, but can be updated from the source project.
Share work items with users
When you share a work item with a user who belongs to another project, they will be able to access the work item and provide input based on the access permissions you set (either "Read" or "Write"). If the user already has the higher-level "Write" access to the shared work item, their existing permissions will override any lower-level access you set while sharing. Also note that a user's profile-level permissions take precedence over the share-access permissions.
Feature Availability: Premier plan
Accessibility: Users with the permission to edit the work items can share the work itemsBenefits
- Easy collaboration across projects and teams
- Parallel work progress
- Find centralized updates about the work item
- Track shared items' activities
- Create cross-project dependencies
Use cases
Collaborating with other projects: Lets say, you have two projects, Project A - Mobile app team building an e-commerce app and Project B - Web team is developing a new payment gateway API needed by Project A. In this case, the Project A cannot implement payment functionality until Project B completes the new payment gateway API. To manage this dependency, Project B can create a work item for the new API and share it with Project A. This shared visibility allows Project A to track progress, view updates, and prepare their implementation in parallel. This way, you can ensure that there is better coordination between the teams.
Collaborating with other project users or workspace users: In a product development project, a designer needs to finalize a work item. However, an approval from a senior designer, who is not a part of the project, is required before closing the task. In this case, the designer can share the work item with the senior designer with "Read" or "Write" access, without adding them to the project.
Sharing work items
Once the workspace owner has enabled the sharing option in the Feature Preference section, users who have "Edit" work item permission, can share work items across projects or with others based on the applied settings. Please note that the shared work item (cloned copy) can't be shared with other projects.
Share work items across projects
- Navigate to the work item you'd like to share.
- Click the Share Item option at the top right.
- Select Share with Project and click Share. Available projects will be listed based on the share access settings.
- Select the projects to share with.
- Click Share.
Note: You can share the work item with up to 100 projects.
Share work item with users
- Navigate to the work item you'd like to share.
- Click the Share Item option at the top right.
- Select Share with Users and click Share. If you have the "View workspace user" permission, you'll see all workspace users; otherwise, only users within your projects will be shown.
- Select the users to share with.
- Provide Read or Write permission based on the requirement.
- Users with "Write" access can edit the work item and add comments. They cannot edit the work item name.
- Click Share.
The users will receive an automatic email about the shared work item. There are no automatic emails for updates made to the work item.
Note: You can share the work item with up to 25 users.
View activities in the shared item
- Go to the work item.
- Click the Share Items button. All the shared work items within the other projects will be listed.
- Hover over the respective work item and click View Activity to view all updates to the work item.
Remove shared item
You can stop sharing a work item with another project. To do so:
- Go to the shared work item.
- Click the Remove button.
- Check off the confirmation checkbox and click Remove.
Bulk share items
You can share multiple work items at once with another project. To do so:
- Go to the project you'd like to share with.
- Hover over the work items you want to share to view their checkboxes.
- Check off the items to be shared.
- Click the Share Item button.
- Select the project to share with.
- Click Share.
Note: With this method, you can only share multiple work items with one project at a time. Sharing work items with multiple projects is possible only from the item details page. Click here.
Global View
Once a work item is shared with a user, they can view it in the Global View section. Work items shared with you are available in the Shared with me tab, and the work items you share with other users are in the Shared by me tab.
To view the work items under either tab:
- Click the Global View module in the left pane.
- Select the My View tab.
- Choose the Work Item module from the drop-down.
- Click the more
icon.
- Select Shared with me or Shared by me based on which shared items you'd like to see.
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