In Focus

Working With Issue 🐞 Tracking List In SharePoint

This article contains the basic information of Issue Tracking lists available in SharePoint. In here, you will learn how to create an Issue list, how to edit the issues, along with other basics of Issue Tracking lists.

This article is the 43rd part of my SharePoint series. Here are my previous articles.

  1. Learn SharePoint In Series - Part One - Introduction
  2. Learn SharePoint In Series - Part Two - Web Application
  3. Learn SharePoint In Series - Part Three - Site Collections
  4. Learn SharePoint In Series - Part Four - Subsites
  5. Learn SharePoint In Series – Part Five – SharePoint Lists
  6. Learn SharePoint In Series - Part Six - Power Of Versioning
  7. Learn SharePoint In Series - Part Seven - Lists Advanced Settings
  8. Learn SharePoint In Series - Part Eight - Validation Settings in List Settings
  9. Learn SharePoint In Series - Part Nine - Audience Targeting
  10. Learn SharePoint In Series - Part Ten - Rating Settings
  11. Learn SharePoint In Series - Part Eleven - Form Settings in List Settings
  12. Learn SharePoint In Series - Part Twelve- Save list as a template in List Setting
  13. Learn SharePoint In Series - Part Thirteen- Permission Settings in List Settings
  14. Learn SharePoint In Series - Part Fourteen- Enterprise Metadata and Keywords
  15. Learn SharePoint In Series - Part Fifteen - Retention Policy Under Information Management
  16. Learn SharePoint In Series - Part Sixteen - RSS Settings in List Setting
  17. Learn SharePoint In Series - Part Seventeen - List Columns in SharePoint
  18. Learn SharePoint In Series - Part Eighteen - Multiple Lines Of Text Column Type in SharePoint
  19. Learn SharePoint In Series - Part Nineteen - Number and Choice Column Type in SharePoint
  20. Learn SharePoint In Series - Part Twenty - Currency and Yes No Column types in SharePoint
  21. Learn SharePoint In Series - Part Twenty One - Person or Group Column types in SharePoint
  22. Learn SharePoint In Series - Part Twenty-Two - Date and Time Column types in SharePoint
  23. Learn SharePoint In Series – Part Twenty-Three – Look Up Column Type in SharePoint
  24. Learn SharePoint In Series - Part Twenty Four - Hyperlink or Picture Column Types in SharePoint
  25. Learn SharePoint In Series -Part Twenty-Five - Calculated Column in SharePoint
  26. Learn SharePoint In Series - Part Twenty-Six - Task Outcomes and External Data Column Type in SharePoint
  27. Learn SharePoint In Series - Part Twenty-Seven - Introduction to Managed Metadata Column Types
  28. Learn SharePoint In Series - Part Twenty-Eight - Introduction to Site Columns
  29. Learn SharePoint In Series - Part Twenty Nine - Editing and Deleting Site Columns
  30. Learn SharePoint In Series - Part Thirty - Column Reordering in SharePoint
  31. Learn SharePoint In Series - Part Thirty-One - Indexing in SharePoint Lists and Libraries
  32. Learn SharePoint In Series - Part Thirty-Two - Introduction to SharePoint Views
  33. Learn SharePoint In Series - Part Thirty-Three - Creating a SharePoint List View
  34. Learn SharePoint In Series - Part Thirty-Four- Editing and Deleting a SharePoint List View
  35. Learn SharePoint In Series - Part Thirty-Five - Standard View and Datasheet View
  36. Learn SharePoint In Series - Part Thirty-Six - Gantt View in SharePoint
  37. Learn SharePoint In Series - Calendar View In SharePoint
  38. Learn SharePoint In Series - Contact List in SharePoint
  39. Learn SharePoint In Series - Announcement List in SharePoint
  40. Learn SharePoint In Series - Link Lists in SharePoint
  41. Learn SharePoint In Series - Promoted Links In SharePoint

In the previous article, we saw every detail of the Discussion Board List template in SharePoint. Now, in this article, we are moving one more step ahead and learning about the Issue Tracking list template provided by SharePoint. In this article, we will see what Issue Tracking list is in SharePoint and how this can be helpful in your scenarios. We will cover the following points.

  • Background
  • Introduction to Issue Tracking Lists
  • How to create an Issue tracking List?
  • How to add issues in the Issue Tracking List?
  • How to respond to the issues?
  • Summary

Background

 
Issues are something that we don’t want to have in our product but there is always a case where an issue is faced and reported. So, consider that you have a software firm and you have a team of Project Manager, Developers, and QA. Now, the scenario is that you are a project manager and you want to track the developer’s work and QA’s work and software status. So, the process that is mostly followed is -
  • Developer develops the code
  • Submits the software to QA
  • QA tests it and reports the issues to the PM and the Developer via email
  • PM and Developer keep track of issues and fix them.

There is nothing wrong in this pattern. But what becomes complex is that PM doesn’t get updates of the actual status of the issues and to get the latest updates, he/she has to contact the developer or dig into all the emails. In order to solve this common problem, Microsoft SharePoint provides a list template which helps to track the issues. Let’s explore Issue Tracking further.

Introduction to Issue Tracking List

Issue Tracking List is a template provided by Microsoft SharePoint, using which we can create an Issue List to be used to track the issues related to any project or any other stuff. Issue Tracking lists help the users to track down the issues, check the status of the issues, track that who is responsible for this issues, and much other stuff.

Issue Tracking list can be used at Help Desk System or any other customer support system where a customer has to report the issues with the product. It also helps the user to maintain the status of the issues like active or closed etc. Let’s check how we can create the Issue Tracking Lists.

How to create Issue Tracking List?

In order to create an Issue Tracking list, please follow the below-given steps.

Step 1

Open the Site Content page by clicking on the "Settings" icon and then clicking “Site Contents”.

Issue Tracking List in SharePoint  

 

Step 2

This will open the "Site Contents" page. Click on the “Add an app” icon from this screen.

Issue Tracking List in SharePoint 

Step 3

Search for the “Issue” into the search box and then click on the “Issue Tracking” icon link.

Issue Tracking List in SharePoint

Step 4

Give appropriate name to the list and hit the “Create” button.

Issue Tracking List in SharePoint

Step 5

Your issue tracking list is added.

Issue Tracking List in SharePoint

Step 6

Click on the list icon to open the list. When you hit the link, you will have the following screen.

Issue Tracking List in SharePoint

Here, you can see there are 3 Views available by default. The names of the views are -

All Issues

Here, all the issues will be listed without any filters.

Active Issues

Here, only those issues will be listed which are currently active.

My Issues

This will list all the issues that are assigned to the currently logged-in user.

How to add issue to Issue Tracking list?

In order to add a new issue to the Issue Tracking list, click on “new item” link on the list.

Issue Tracking List in SharePoint

When you click on “new item”, it will open an issue addition form.

Issue Tracking List in SharePoint

Let’s understand each field shown in the form.

Title

Title of the issue you are reporting.

Assigned To

This is a People Picker field. Here, you can select the person to whom you are assigning this issue.

Issue Status

This is a choice field with default values as Active, Resolved, and Closed. If we try to understand the use of these values - When a QA assigns this issue, he/she will make this as “Active”. If a developer has resolved the issues, they can mark this as “Resolved”. Once the QA verifies if the issue is really resolved, then QA or PM will mark this as “Closed”. You can always change these values as per your requirement.

Priority

This is also a choice field. This helps to define the priority of the issue. It has default values as High, Normal, and Low. A user can select any of the suitable options. You can always change these values as per your requirement.

Description

This is Multiple lines of text field. In this, the user can describe the details of the issue.

Category

This is again a Choice field. Here, the default values are Category 1, Category 2, and Category 3. You can always change these values as per your requirement.

Related Issues

Sometimes, what happens is that one issue is related to another, like issues of menu bar can be related to the issues with Master Page or any such relations. So, this field allows the user to define the related issues.

Comments

This is Multiple lines of text field. In this user can add comments related to the issues. Now most of us will have a question like, if a user can add a comment in Description column also, then why do we have this additional Comment column? The answer is logical. It is like the one who is adding the issue to this list will explain the issue in the Description field, but when a user solves the issue, they can use this comments field.

Due Date

This is a Date and Time field. This is used to provide due dates to the issues. Once you have entered the data, just hit the “Save” button and your issue will be added.

Issue Tracking List in SharePoint

How to respond to the Issues?

Consider you have got an issue, then just open the issue list and click on “My Issues”.

Issue Tracking List in SharePoint

Here, you will see the issues assigned to you. Click on (...) and then “Edit Item”.

Issue Tracking List in SharePoint

It will open up the edit form. Just change the Status to “Resolved” or “Closed” and hit “Save”. And now your issues is resolved. So now when you will click on “Active Issues”, you will not find any issues listed.

Issue Tracking List in SharePoint

Summary

So, in this article, we have seen the basic details about Issue Tracking lists in SharePoint. We have seen how to create the Issue Tracking list, how we can add items to the issue list, how we can edit the issues in the Issue Tracking list.

If you have any comments related to this article or any SharePoint concept, please let me know in the comment section. In the next article, I will explain the details of SharePoint Survey Lists.