Polarion Training

(rev. 13)
http://www.polarion.com

Admin Training (Power User)

Welcome to Your Polarion Expedition

We are happy to have you on board. Before you start have a look at the "how to use this training" section to
understand the basic usage of this document.

1 How to Use this Training

Topic Description

Instructure Lecture Here you will find links to slides used by the instructor for the training session.
Following symbols are used little change

= Link to slide set used by the trainer (online only)

= Link to tutorial video available on http://www.polarion.com/resources/index.php?cat=tutorials
= Link to Polarion Help (online only)
= Link to configuration page in Polarion (online only)

Student Exercises Step by step exercise to understand each feature in detail

1 How to Use this Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Polarion Fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2.1 The Polarion Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2.1.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2.1.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2.2 Understanding Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2.2.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2.2.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2.3 Work Items - Communication and Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.3.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.3.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.4 Understanding Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.4.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.4.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.5 Traceability and Consistency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.5.1 Instructor Lecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.5.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.6 Search and Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2.6.1 Instructor Lecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2.6.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2.7 Polarion LiveReports & Wiki . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

2.7.1 Instructor Lecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

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2.7.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3 Admin Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

3.1 Project Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

3.1.1 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

4 Manage Access Rights and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

4.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

4.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

5 Configuration Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

5.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

5.1.1 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

6 Work Items, Fields And Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

6.1 Define New Work Item Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

6.1.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

6.1.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

6.2 Work Item Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

6.2.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

6.2.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

6.3 Custom Work Item Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

6.3.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

6.3.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

7 Work Item Meta Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

7.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

7.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

8 Custom Look And Feel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

8.1 Define Work Item Linking Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

8.1.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

8.1.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

8.2 Work Item Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

8.2.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

8.2.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

8.3 Read-Only Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

8.3.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

8.3.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

8.4 Auto-Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

8.4.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

8.4.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

9 Notification Rules And Email Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

9.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

9.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

10 Document Custom fields and Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

10.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

10.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

11 Documents and Round-trip Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

11.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

11.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

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12 PDF Export Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

12.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

12.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

13 Excursion Advanced Wiki (optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

13.1 Instructor Lecture and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

13.2 Student Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

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2 Polarion Fundamentals
Using Polarion will allow you to manage and control your project data in an easy way. Now it is time to understand the basic principles of
how information can be tracked within Polarion

work items
documents
wiki pages

Hint: Some screenshots of these trainings might differ a little bit from your version but only if their
meaning hasn´t been changed.

2.1 The Polarion Portal

2.1.1 Instructor Lecture and Videos

- http://www.polarion.com/video/tutorials/portalintro/
- http://www.polarion.com/video/tutorials/projects1/
- http://www.polarion.com/video/tutorials/projects2/

2.1.2 Student Exercises

MP-3925 - Create Your Own Playground Project

You will use your playground project for all exercises throughout this training

Select "Create New Project"

click next and add following project data

Name = [Your Project Name]
TrackerPrefix = FUN
Create a new project in Sandbox/[Your Project Name] using following template

Open Project Home Page

MP-3941 - Get familiar with the Polarion Portal

You will use your training project for all exercises throughout this training.
Familiarize yourself with your Polarion Portal e.g.:

Open your training project if not already opened

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Open your personal home page

Open your project home page
Navigate through your project using your project home page as start point
Open your Work Items
Explore the different Work Items Views
Use different layouts for your panes
Activate and deactivate Lite Form
Open Documents & Wiki
Expand your Navigation Bar
Use "Save as Shortcut" - What happens ?

MP-2824 - Configure Your Account

Your personal homepage "My Polarion" gives you direct access to the configuration of your account. Only users, which belong to the
global role "assignable" or to project role "project_assignable" are allowed to become an assignee for work items.

Open your personal homepage "My Polarion"

Click on "My account"

Check that you have role "project_assignable", "project_admin" and "project_approver" in your Polarion training project. If not
please add the mentioned roles.

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2.2 Understanding Work Items

2.2.1 Instructor Lecture and Videos

- http://www.polarion.com/video/tutorials/browsewi/
- http://www.polarion.com/video/tutorials/linkroles/
- http://www.polarion.com/video/tutorials/traceability/basic/

2.2.2 Student Exercises

MP-2613 - Create your first work item

Typical examples for work items are tasks. Tasks are helpful to track planned activities. Tracking tasks will ensure that you have a
common understanding on all activities in your team.

Create a new task "gather requirements for our project"

Add yourself as assignee to the task
Add an initial estimate of 2 days (2d) to the task
Add a hyperlink to: http://en.wikipedia.org/wiki/Activity_(project_management)
Add a funny image using copy & paste (CTRL + C and CTRL + V) in your work item description
Add a simple Use-Case diagram using the internal diagram editor

MP-2616 - Create a follow-up task

Open the task "gather requirements for our project" and create a linked follow up task

Add following information to the task

Title: "bring me a cup of coffee when finished ;-) "
Add yourself as assignee to the task
Create the work item

MP-2617 - Change status of a work item

Open the task "gather requirements for our project"

Change the status to in progress by performing the action "Start Progress"

Save the work item

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2.3 Work Items - Communication and Collaboration

2.3.1 Instructor Lecture and Videos

- http://www.polarion.com/video/tutorials/comments/

2.3.2 Student Exercises

MP-2614 - Find your activities and comment on them

In your personal homepage you can find your basic todo list containing all activities and work items which have been assigned to you.
Open a work item to comment on it or use the activity stream to comment on latest by your team members

Open your personal homepage "My Polarion"

Click on the task "gather requirements for our project" to open the work item
Add following comment "what template shall I use to gather the requirements ?"

Save the work item

2.4 Understanding Documents

Polarion LiveDocs are shared documents which typically contain work items like requirements, test cases or tasks. Also the document you
are currently reading is a Polarion document containing exercises work items. Documents are the best way to start capturing project data
as it is intuitive and easy to use.

2.4.1 Instructor Lecture and Videos

- http://www.polarion.com/video/tutorials/workwithdocs/
- http://www.polarion.com/video/tutorials/reuse-docs

2.4.2 Student Exercises

Understand how Polarion Documents can be used to track meeting minutes in a very easy way.
MP-2608 - Create Meeting Minutes Document Template

Create a new space Meetings by opening Documents & Pages and clicking the plus icon as vizualized in screenshot below.

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Create a new document Meeting Template

change Work Item Type to: task

Add headings level 1 for:

Agenda
Participants
Action Items
Save the Document

MP-2827 - Create Meeting Minutes Document

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Click on the gear icon inside of the document

and click Reuse to create a new Meeting Document with name: User Training Meeting Notes [date]
Select Space "Meetings"
Check: Remove outgoing Work Item links
Uncheck: Link duplicate to original

Change document title to User Training Meeting Notes

Hint: Try out following options:

Create at least two new tasks

Create at least one child task by pressing the tab button.
Open Work Item Properties

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and add responsible person (if needed change pane settings to show assignee)
Configure your document that the assignee is shown on the document
Move and delete tasks
Add a "relates_to" link between two tasks using the link symbol next to the task icon
Try Recycle Bin and document Comment

Hint: Use your document Training Meeting Notes to take notes during your training

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MP-2609 - Create Favorite for your document "User Training Meeting Notes"

Ensure your document "User Training Meeting Notes" is selected in your navigation bar.
Click on "Save as Shortcut"

Add your preferred title and icon for your favorite. Ensure type is set to "Favorite":

MP-2618 - Using document templates

Templates will increase reuse and quality within your projects. Build templates for checklists and guidelines to ensure that project relevant
data is tracked.

Open the document library project and browse through the available templates

Open one of the templates e.g. Software Test Plan and Reuse Document

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Enter necessary data in the reuse document dialog window

Provide a new name for the document "Software Testplan ELibrary Release 1"
Select your project and select "Testing" space.
Uncheck "link duplicate to original"
Attention: If you create documents based on existing templates traceability is usually not necessary
Verify that your project now contains the document "Software Testplan ELibrary Release 1"

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2.5 Traceability and Consistency

To ensure that all information in the project is kept in sync you can use the suspect features to mark work items which need review

2.5.1 Instructor Lecture

- http://www.polarion.com/video/tutorials/traceability/basic/

2.5.2 Student Exercises

MP-3988 - Create a follow-up task

Activate the Polarion tracker by clicking on Work Items in your Navigation Bar
Create a new task and name it "use links to keep traceability and consistency"
Add yourself as assignee
Create a "relates_to" link between your new task and the task "gather requirements for our project"

Save your link

MP-2831 - Propagate, Check and Remove a Suspect

Whenever you change the meaning of a task or another work item you should consider a suspect.

Open your task "gather requirements for our project"

Add to description "We need to create a requirement work item for each requirement in our project."
Select "save and suspect" or if you edit the task within a document go to document properties and turn auto-suspect "on"
Open shortcut "My Suspect Work Items"

Hint: Suspect work items are also displayed on your personal home page

Open each suspect task and check if an update is needed

Use work item comments to track your changes
Update task and remove the suspect

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2.6 Search and Queries

Polarion's search and query feature will help you to find information easily. It will allow you to concentrate on the relevant data needed for
the next process step by filtering out all unnecessary information. Typical examples are:

Show all requirements which are ready for review

Find all defects assigned to me
Show all requirements in a specification document which are still in draft

2.6.1 Instructor Lecture

- http://www.polarion.com/video/tutorials/search/
- http://www.polarion.com/video/tutorials/advancedsearch/

2.6.2 Student Exercises

MP-2620 - Find work items assigned to you

Work items which have been assigned to you represent activities (tasks) which should be accomplished by you, or content for which you
take responsibility (requirements, test cases, defects ...).

Select Work Items in your Navigation Bar

Display all work items assigned to you using a appropriate query

Create your personal shortcut for above query and name it "My Work Items"

Change the status of your task to in progress by invoking the action "Start in progress"

MP-2607 - Perform some ad-hoc searches

As not all search possibilities are available as predefined searches it is essential to be familiar with Polarion's search and query feature.

Find all work items which have been assigned to you by using a predefined shortcut "My Work Items"
Change the scope of the search to
Tasks only
Work items within User Training Meeting Notes document

Hint: If you are using the query builder to search for work items in a specific document you must
follow a specific syntax. All documents are uniquely identified by "space name/document name" and if

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the document name or space name contains spaces you need to add "" at beginning and end.

Work Items in the whole repository

Use quick search to find all topics which contain the word "test" in your project.
Use deep search to find all documents, items and wiki pages which contain the word "requirement" in your project.
Search with standard wild cards
* | any character can follow
? | this character can be replaced by any other character
Search with advanced wild cards
Support of advanced wildcards like ~
For example: "business~"

MP-2621 - Save your search for later reuse

In many cases you will want to reuse a query multiple times. In such cases it is useful to save the query.

Build a query with "bad" words like "easy fast quick modern..." and save it as project query with the name "bad words"

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2.7 Polarion LiveReports & Wiki

Wiki pages are very helpful for creating reports or when you need to guide the end user through a defined process.

2.7.1 Instructor Lecture

- http://www.polarion.com/video/tutorials/wikiintro/

2.7.2 Student Exercises

MP-2610 - Create your first wiki page

Personal wiki pages allow you to display and link information you are interested in

Create a new page [your Name]_Home in "Default Space" e.g. "Tim_Home"

Add title and content:
title: My Wiki Page
text: This is my cool wiki page especially for me
Add following subheadings
My favorite Links
Open tasks
Unscheduled Items
Action Items
Add a link to project home page using wiki link [Home]
Change the link so that it is written "goto home page" using an alias
Add a link which displays all items assigned to you. To achieve that copy the URL which displays your workitems into the wiki page.

MP-2611 - Show work items inside wiki pages

Display all open tasks using the {workitems} macro under "Open tasks" heading
/polarion/wiki/bin/view/page/Doc/SyntaxHelp#HWorkItems
Display all items which are unassigned using the {workitems} macro and the "queryName=Unassigned" attribute
Display only id,title,assignee and status using the fields attribute
Change the visualization of the query using the display=list attribute
Now we want to add our action items to our wiki page by using the root attribute. To display only the section Action Items you need
to provide the ID of the heading item as value of the root attribute.
/polarion/wiki/bin/view/page/Doc/SyntaxHelp#HDocuments
For example: {document-workitems:name=Meetings/User Training Meeting Notes|display=document|root=FUN-17}

Change the visualization to tree using the display=table attribute

MP-5531 - Create a new Rich Page report

In one of the previous excercises you have created a Classic Wiki Page. For people who don´t use to work with wiki pages and their
scripting language we might want to have an easy way to create reports.

Goto Documents & Pages

Create a new LiveReport page by clicking plus icon top left
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Add title and space for your LiveReport (name will be set automatically):
Title: Task Overview
Space: Meetings
The layout has three regions by default. The first region should be used for title and description.
Add Table - Block widget into second region (left region) and add a Separated by - Pie Chart widget into the third region (right
region).

Add a description for your Rich Page into your first region:
"This report gives you an overview about your tasks in this project. These tasks are separated by status"
Setup Table - Block Widget
Select only Task Work Items
Remove column Severity
Add column Assignee
Sort by Status
Setup Separated by - Pie Chart
Add chart title Task by status
Select only Task Work Items
We want to separate by Status

Hint: To visualize changes made in widget sidebar you need to click "Apply"

MP-2606 - Show open tasks on top of your meeting document

Open User Training Meeting Notes and place your cursor at the location where you want to see the open tasks of last meetings
Insert Wiki Content

and add {document-workitems:name=$page.space.name/$page.name|query=type:task AND status:open|display=table}

macro which displays all open tasks in this document
Try following macro as alternative
{workitems:query=document.id:$page.space.name/"$page.name" AND type:task}
Add macro to your document template also

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3 Admin Part

3.1 Project Preparation

3.1.1 Student Exercises

MP-5331 - Create Your Own template Project

When starting new projects in your company which might be using new processes, environments, etc. you should have a place where
they can track their questions. This way you have a central place for all these question and in addition you will have some sort of
knowledge base, which helps new users to get an answer to their question.
During this training we will create such a project which can be used afterwards in your environment.

You will use your new project for all exercises throughout this training

Select "Create a new project"

click next and add following project data

Name = [Know How "YOUR NAME"]
TrackerPrefix = KNOW
Create a new project in Sandbox/[Your Project Name] using following template

Open Project Home Page

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4 Manage Access Rights and Permissions

4.1 Instructor Lecture and Videos

- Configure Users
- Configure Roles
- Configure Access Management
- Configure Permission Management

4.2 Student Exercises

MP-4971 - Create new User

If you are synchronizing Polarion with a central LDAP server user creation is not necessary. Instead users are synched with you LDAP
server or created on first login of user.

Open administration>User Management>Users. Take care to select the project configuration

Click "Create new user"
Fill the required fields with your credentials
Assign the global role: user
Assign the project role: project_user
As project admin you can´t automatically be assigned to work items or to an approval. If users should be able to select a user you
need to add him to these roles.
Goto: User Management > Roles
assign the project role: project_assignable and project_approver to your admin

Hint: During this training we will do all exercises using our admin account. Your newly created user
will be used to verify permission restrictions.

MP-5344 - Change Access Management for your project_user

In a default Polarion configuration the project role: project_user doesn´t have any write access to Polarion repository. We want
project_users to be able to create work items and documents.

Goto User Managment > Access Management

Select your project folder
Give project_user "Read&Write" access in Roles Assignment
Try to create a work item with your project_user. It shouldn´t be possible because you didn´t add permissions to create work items
yet.

MP-4955 - Change Permissions in your Project

By default our project_user has more or less read only rights. We want to allow him to create and modify work items and also documents.

Go to User Management > Permissions Management

Select tab "By Role"
Enable Permissions
Work Items:
Read, Create New, Modify, Comment, Vote, Watch
Documents:
Read, Create New, Modify fields, Modify Content, Manage

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Verify that your newly created user can create and modify work items/documents, but can't delete these or create wiki pages.

Hint: Dynamic Roles and Permissions

Dynamic roles are built into Polarion for the purpose of controlling permissions for various
operations on Work Items and Documents. For example, there is a dynamic role author for both
of these artifact types. It has a default set of permissions, and an administrator can grant or
revoke various permissions to/from the role if the defaults are not what is needed. The
Document or Work Item's author will generally have broader permissions, DELETE permission
for example, than users who have other roles.

Dynamic roles are "dynamic" in the sense that they are dynamically assigned to users by
Polarion. For example, the creator of a Document is automatically assigned the
document_author role, and the author of a comment automatically gets the comment_author
role.

MP-5335 - Limit View of Work Items to a Specific Type

Currently a user having project role "project_user" can view, modify, etc. all work item types. During our training we will create a work item
type 'question' and use Polarion tasks in connection with questions. These tasks should only be used for responsible persons so project
user should only view and modify question work items.

Open Administration > User Management > Permissions Management

Select Work Items from the +Custom Set menu.

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Enter a name and a query that specifies the set of work items we want special permissions for
Name: Access just for question work items
Query: type:task
Change the permission options so project_user can no longer view task work items

Hint: This can also be done in the opposite manner (i.e. remove the view permissions from
general work items, create a set for questions, and give permission to view only questions)

Your project_ user should now only be able to view question

Hint: Notice that by default the custom set inherits permissions from the general work items
permissions

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5 Configuration Overview

5.1 Instructor Lecture and Videos

- Configuration General Concepts
- Understanding Configuration and Administration Scope
- Configure Enumerations

- Creating & Managing Projects

5.1.1 Student Exercises

MP-2412 - Download, Review and Upload an Example Configuration File

Sometimes it is helpful to upload configuration files into your project. Usually this is not necessary as you can edit all configuration files
directly in Polarion but sometimes you might want to reuse a configuration of another project without retyping everything inside of your
project again e.g. work item types

Open Administration view

Open following topic in global configuration: Work Items|Enumerations

Download the priority-enum.xml file to your desktop (by using rightclick) and open it. What you see now is a typical Polarion
configuration file

Open your project to change administration scope

Upload the configuration file to your project using the upload function at the bottom

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Edit the configuration file and remove the following two entries
highest, lowest

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6 Work Items, Fields And Workflow

6.1 Define New Work Item Types

6.1.1 Instructor Lecture and Videos

- Configure Work Items And Workflow
- Configuring custom work item types

- Configuring Work Items

6.1.2 Student Exercises

MP-890 - Create a Custom Work Item Type: Question

Question items will be used by users to track all their question regarding process questions, Polarion question, etc. inside of a single
project. During the training we will additionally add custom fields, link roles, workflows, etc. to this item.

Open Administration>Work Items>Types>

Add a new work item type question and remove all existing work items beside tasks
ID: question
Name: Question
Icon: any
Description: Questions will be used to track questions of users during projects about all sorts of questions
Default: unchecked
Color: none

Verify that this new item can be created in your project frontend

Hint: Work Item templates can be used to have e.g. some predefined description. To use this
functionality:

Create a work item of this type in your frontend

Add the predefined data
Select this work item back in administration by using the work item picker

Now each new work item will have this data as default

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6.2 Work Item Custom Fields

6.2.1 Instructor Lecture and Videos

- define custom fields
- define custom enumeration values

- Configuring Custom Fields

6.2.2 Student Exercises

MP-894 - Add Custom Fields to Question Work Item

For our question item we need some extra fields which should be created during this exercise. We need an answer field, an enumeration
to select the topic this question is about and we also want to use our custom priority to define how urgent a question is. In addition, the
selected priority should depend on the topic we choose.

Before we create our custom fields we should create our enumeration values which can be selected by these custom fields.
Open Administration>Work Items>Enumerations to create the enumerations

Select question as workitem type and add following enumeration values

topicenum (enumeration values: process, configuration, trainingMaterials, polarion, other)

prioenum (enumeration values: urgent, notUrgent, average)

Open Administration>Work Items>Custom Fields to define the custom fields
Create a new custom field for questions
Add following custom fields
answer: (type:rich text)
topic: (enumeration value: topicenum)
customPriority: (enumeration value: prioenum)
customPriority should depend on a selected topic

Click to add a dependency

Select Topic as field and add a mapping
Questions regarding Training Materials should not be Urgent. All other topics should select all custom
Priorities.

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Verify if you create a new question and select Training Materials as topic you can only select Average or Not Urgent

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6.3 Custom Work Item Workflow

6.3.1 Instructor Lecture and Videos

- Basic Workflow Configuration
- define work item workflow

- Configuring Workflow

6.3.2 Student Exercises

MP-906 - Define Workflow for Question Item

To drive your question item through a process we are going to define a workflow and add required, fields, required roles and cleared fields
regarding questions workflow state.

Open Administration>Work Items>Workflow and add question workflow

Define following workflow

Verify your configured workflow is working as expected.

Hint: Be careful when adding field id´s as required, cleared, etc. they need to be spelled
correctly, otherwise Polarion is asking for a field which is not available. Polarions'
administration is not checking for misspelling.

This hint is not only important for workflow configuration also for other configurations like
Read-only fields, etc.

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7 Work Item Meta Model

7.1 Instructor Lecture and Videos

- Linking Menu And Meta-Model
- Customizing Link Roles and Rules
- Define link meta model

7.2 Student Exercises

MP-910 - Define Link Roles for Question and Related Task

While doing application lifecycle management you might need several link roles and a meta model of how different work items are related
to each other. For our knowledge base we don´t need that much. We only need a follow up task to a question.
Adjust the link meta model according to following picture

Open Administration>Work Items>Enumerations

Create new workitem-link-role-enum.xml
Modify link types "follow_up"

All other link roles can stay as they are. A relates to link is already confgured so it doesn´t need to be modified.

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8 Custom Look And Feel

8.1 Define Work Item Linking Menus

8.1.1 Instructor Lecture and Videos

- Custom Views
- Configure linking menu

- Configuring Views

8.1.2 Student Exercises

MP-914 - Create a Custom Work Item Menu for Question Work Items
Configure Polarion UI so that only relevant work item links can be created by clicking top or bottom plus icon. In our case we want people
to be able to create a follow up task based on a question.

Open Administration>Work Items>Form Menus>"Linking Work Item" Menus

Create a new configuration for your "Question" work item and take "Default" view
We want our users to be able to create a follow up task. To make their life easier specifying the task we copy the description of our
question directly into tasks description.
Remove existing content which is enclosed in <menu> and add following value:
<item copyFields="description" label="Task to investigate question" role="follow_up" titlePrefix="Investigate: " type="task"/>
Open Administration>Work Items>Form Menus>"Linked Work Item" Menus
Create a new configuration for your "Question" work item and take "Default" view
A user shouldn´t be able to create a new question as a linked work item.
Add following value:
<item label="Parent" role="parent"/>

8.2 Work Item Layout

8.2.1 Instructor Lecture and Videos

- Define work item layout and filter

- Configuring Views

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8.2.2 Student Exercises

MP-901 - Define Question Work Item Layout

By default a newly created work item will have lot of standard fields. In our case we want to track questions so we don´t need to see that
much fields.

Open Administration>Work Items>Form Configuration and create new question form layout
On top of our question we only need a few attributes. Attributes we want to see are:
type
author
project
topic
assignee
status
resolution
customPriority
Below these we want to have following fields:
description
answer
comments
linkedWorkItems
watches
Remove all other fields

Hint: You can allign fields like hyperlinks, attachments, etc. next to each other by using
justify="true" e.g.
<horizontal justify="true">
<field id="hyperlinks"/>
<field id="attachments"/>
</horizontal>

MP-902 - Define Default Question Work Item View

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visible fields because of a workflow state or action. So our next step will be to configure Polarion lite form.

Open Administration>Work Items>Form Configuration and create new question form filter
Remove all status and action specific filters
Define following create filter for action:
@required,description,topic, customPriority
Define following default filter for action:
@required,status,description,customPriority,answer,author
Define following default filter for status:
@required,description,answer,assignee,author,customPriority,topic
Verify in the frontend that your lite form works by enabling it pressing:

So when I create a new question I will only see: description, topic and customPriority. During all other action I will see: status,description,
customPriority,answer,author.
On each workflow status I will see: description,answer,assignee,author,customPriority,topic

Hint: Fields like title and type are visible by default.

8.3 Read-Only Fields

8.3.1 Instructor Lecture and Videos

- Edit read-only fields

- Defining Read-only Fields

8.3.2 Student Exercises

MP-922 - Questions shouldn't be modified after they have been closed or answered
Once a risk has been answered or closed you might want to deny people the change of specific fields without reopening the question. For
this purpose you can define read-only fields based on specific workflow states. In our case we don't want users to change description,
answer, topic and title after they have been closed or answered. A comment should be still possible.

Open Administration>Work Items>Read-Only Fields

Create new Read-only fields for a question
Make following fields read-only in status answered or closed: description,answer,topic,title
Verify in the frontend that your read only fields are working as supposed

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8.4 Auto-Assignment

8.4.1 Instructor Lecture and Videos

- Auto-Assignment And Calculated Fields
- Configuring Auto-assignment

- Configuring Auto-assignment

8.4.2 Student Exercises

MP-918 - Create a new rule which auto-assigns questions to you if their topic is Polarion or it's about configuration
If possible people shouldn't think about who needs to be assigned to a question. This should be done automatically. In our case we want
to assign Polarion and configuration questions automatically to ourselves.

Open Administration>Work Items>Auto-assignment

Create a configuration which assigns your user to a question if topic field contains Polarion or configuration.
Verify in the frontend that your auto assignment is working during creation.

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9 Notification Rules And Email Layouts

9.1 Instructor Lecture and Videos

- Configure Custom Notifications
- edit notification settings
- edit notification layout

- Configuring Notifications

9.2 Student Exercises

MP-926 - Define a Minimum Meaningful Notification Level

Notifications should only be sent for questions on assignment and when comments have been added

Open Administration>Notifications>Events and Targets

Create a new project configuration
Remove all events except of
workitem-commented
workitem-assigned
workitem-watcher-added
workitem-watcher-removed
document-updated
document-commented
Open Advanced Settings and add a filter so E-Mails will only be sent if a "Question" is assigned or commented.

MP-927 - Define Custom Email Layout For Question Notifications

We have already setup a layout for our questions while working in Polarion. If we get an email we want to have a similar layout.

Open Administration>Notifications>Layouts
Create 2 new question layouts with name assigned and commented
Copy/paste question form layout of exercise MP-901 into assigned and commented
Open Administration>Notifications>Events and Targets and show advanced settings
Add your new layouts to workitem-commented and workitem-assigned
e.g. question-commented.xml

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10 Document Custom fields and Workflow

10.1 Instructor Lecture and Videos

- Configure Documents And Workflow
- edit document custom fields
- edit document types
- edit document workflow

- Configuring Document types and workflow

- Configuring Document custom fields

10.2 Student Exercises

MP-5199 - Create a custom field for documents

If you want to add some meta data to your specifications you can add custom fields for specifications. In our case we want to know who is
responsible for a document send to a consultant and we want to know to which consultant it has beens send.

Open Administration > Documents & Pages> Document Custom Fields

Add two custom fields for a document owner which should be an enumeration of type user and a string field to specify the name of
the consultant. (see screenshot)

Hint: Document custom fields are not type specific like in work items. Document custom fields will
be available in all specification types.

MP-5200 - Create document type question specification

By default you track your process via Work Items but sometimes you also want to track your process by defining a workflow for your
document. To select a document workflow during document creation or import we need to define a document type and its corresponding
workflow.

Open Administration > Documents & Pages> Document Types

Add a configuration for specifications which will be send to your consultant called "Question Specification"

MP-5340 - Define Workflow for Question document

We will create a smilar workflow as for single questions. We will only add a state to display that a document has been send to a
consultant. We also define only project admins should be able to change document workflow states.

Open Administration>Documents&Wiki>Document Workflow and add question workflow

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Define following workflow

Verify your document workflow and required / cleared fields are working as configured by creating / modifying a test specification.

Hint: You can also define advanced workflow rules to use functions and conditions. e.g.
to change status of all contained work items of a specification.

MP-5349 - Custom set to make documents read only

In a previous exercise (MP-5335 ) we already limited acces for users so they can´t see tasks. Additionally we want to be sure users are
not able to modify document content while it has been sent to a consultant.

Open Administration > User Management > Permissions Management

Select Documents from the +Custom Set menu.
Name: Documents in Review Read-only
Query: status:inReview
Decline project_user to be able to: Create New, Modify content
Verify in frontend a project_user isn´t able to modify content of a document while it is in Review

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11 Documents and Round-trip Templates

11.1 Instructor Lecture and Videos

- Configure Custom Export Templates
- Configure round-trip template

- Using Round-trip Export Templates

11.2 Student Exercises

MP-935 - Create New Question Document With Custom Rendering

You might want to collect some Polarion questions you can´t answer for your Polarion consultant. If you have a list of questions you might
want to send this list as Round trip export. (Collabortaion mode so the consultant can send it back with answers directly added to your
custom field.

Goto frontend
Create a new document with name Questions to Polarion which contains question work items
Select following layout options by using document configuration

Content: title and description

Fields at Start: id
display following fields as table in Document using the checkbox

Fields at End: status,answer

Verify your Polarion consultant can give answers to your questions by doing a Round trip in collaboration mode (allow to change
field "answer").

Hint: Each user can modify the fields he wants to see in a document. If you confgure Fields at End
as your personal configuration these are non visible for other users.

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MP-936 - Adjust Round-Trip Template Layout

When exporting a document you want to define your own layout. Documents which are created via an word import save their document
style but documents created inside of Polarion are using a standard Polarion format. We want to change this format so you can add your
company guidelines.

Open Administration>Work Items>Round-trip Template

Save global Configuration roundtrip.docx on you desktop and open it in MS Word
Replace Polarion Logo with your own company logo
Remove Product Version variable from document footer
Add following variables to document header
updatedBy
you have to make the developer tools visible via File>Options>Customize Menu> activate checkmark for developer
tools
(Word 2013 English) File>Options>Customize Ribbon. Select checkmark for "Developer"
for inserting a variable enter go to the document header, open the developer tools tab, select design mode, add a ("pla
in text") text only element (next to design mode) and select properties in the new field.

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Upload your changed template and verify your template is working as expected

MP-5350 - Adjust Round-Trip template title page

When you export a document via Word-Round trip you might want to have a separate title page without any header or footer.

Open your modified Round-trip Template again

Double click to modify document header
Select different first page in Design Tab

Modify your first page header e.g. add a different logo (you can also leave it empty. In this case your first page won´t have any
header or footer)
Save file and reupload
Verify your first page is using a different header and footer.

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12 PDF Export Templates

12.1 Instructor Lecture and Videos

- Edit PDF export template

- Configuring the PDF Export

12.2 Student Exercises

MP-945 - Add a Custom Header and Footer to the PDF Template

Another way to export document and pages is the PDF exporter. This export should also be adjusted to have your own data and style in
these exports.

Open Administration>Documents & Pages>PDF Export Configuration and create a project configuration by pasting the global
configuration
Change Polarion Software and URL to MyCompany in Header
Remove $[productName] $[productVersion] in Footer
Verify in frontend changes are working by exporting a document or wiki page

Hint: You can declare custom Velocity variables and/or page parameters in classic Wiki pages,
and reference them in the header/footer export configuration. By using conditional logic in the
configuration, you can include or exclude content of the variables or page parameters in the
header/footer of exported documents.

- Try following configuration to mark exported Questions Specification documents as

confidential. All other PDF exports won´t add this confidential string

#if($document.getType().getId()=="questionSpec")
<td width="70%" align="right">$[projectName] $[documentTitle] (rev. $[revision])
CONFIDENTIAL</td>
#else <td width="70%" align="right">$[projectName] $[documentTitle] (rev. $[revision])</td>
#end

Additional Information about the used pdf engine can be found her: http://pd4ml.com/

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13 Excursion Advanced Wiki (optional)

13.1 Instructor Lecture and Videos

- Advanced Wiki Introduction

- Introduction Wiki

13.2 Student Exercises

MP-5348 - Create a wiki page "Question Dashboard"

As an administrator you might want to provide wiki reports for your users to give them live reports which give them information they are
requesting more often. In our case we want to build a report which shows all questions sorted by their topic sorted by our custom priority.

Create a new wiki page

Add Title for your report "Question Dashboard"
Add Subheadings for every custom priority enumeration
Use workitems macro to display question for each priority
display fields: id,title,status,customPriority,assignee
sort by descending order: customPriority as first level sorting and status as second level sorting

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