Customize fields

This topic describes how to work with both system-defined fields and user-defined fields (UDFs). This includes creating user-defined fields (UDFs), and changing field display labels.

Sharing UDFs between spaces

Admins can define UDFs for: 

  • All workspaces associated with a shared space.

    The shared space admin creates and modifies these UDFs for the shared space. The UDFs are available to all workspaces associated with the shared space.

  • For individual workspaces.

    The workspace admin creates and modifies these UDFs for individual workspaces associated with isolated spaces.

ALM Octane users working in a specific workspace can access both the UDFs defined for any associated shared space. and also the UDFs defined specifically for that workspace.

If a UDF is defined for a shared space, you cannot create a UDF, or define a label, with the same name in the associated workspaces:

If a UDF is defined for an individual workspace, you cannot create a UDF, or define a label, with the same name in the associated shared space. You can create a UDF, or define a label, with the same name in other workspaces.

Add a user-defined field

Shared space admin or workspace admin permissions are required.

  1. In Settings , click Spaces and select the shared space or the workspace where you want to create user-defined fields.

  2. Click the Entities tab.

  3. In the Entities list on the left side of the pane, select the item (such as user story, manual test, epic, and so on) for which you want to create your own fields.

  4. Click the Fields tab.

  5. Click + to add a user-defined field.

  6. Enter the following: 

    Name Description
    Name A unique name that APIs will use to access this field. No uppercase letters or punctuation allowed. The name of the field must end with the suffix: _udf
    Label A unique name for the field as you want it displayed in the UI. You can enter English, non-English, and special characters.
    Field type

    Select the field type from the drop-down.

    Description Enter a description for the user-defined field.

    Limitations: UDFs can only be defined in English even if ALM Octane has been localized for a specific language.

  7. If you are adding a user-defined field of list type: 

    • Select the list to use for the field.

      For details on creating your own lists, see Set up lists.

    • If you want the user-defined field to select multiple value, check the Allow multiple values check box.

  8. If you are adding a user-defined field of user, release, or team type, select the reference field on which to base the new field's value.

  9. To add the user-defined field to existing forms, select the forms from the Add to form drop-down list.

  10. Click Add.

UDFs are available in ALM Octane like other predefined system fields.

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Set attributes for the user-defined field

You can set attributes for the user-defined field, such as making the field mandatory, by creating rules for entity types. For details, see Set up rules.

If a user-defined field is Required, but the default Smart View form for adding an item does not display the new user-defined field, ALM Octane still prompts you for a value in the Other Required and Invalid Fields section. This section displays only when needed.

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Delete a user-defined field

If a user-defined field (UDF) is no longer relevant, you can delete it.

In your entity, select the user-defined field in the grid, and in the toolbar, click the Delete button X.

The deleted field is handled accordingly:

Entity Forms Fields are cleared from a form the next time the form is opened.
Rules A warning is displayed. All rules containing the field are invalid and deactivated.

The field is no longer available as an option. Additionally,

  • For current status graphs, a message is displayed that the graph configuration is no longer valid. Modify the existing configuration as needed.

    Delete the widget if you cannot modify the existing configuration.

  • For trend-based graphs, the field remains in graph data.

Group By filters

Fields in filters are cleared with a message. Reset the filters (either in the grid or in the dashboard configuration) as needed.


Sorting order The field is cleared from the sorting with a message.
Grid displays The field is removed from the grid display without a message.
Favorites Fields in a favorite are cleared without a message.

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Change field display labels

You can change the display names of both UDFs and system fields.

To change field labels:

  1. In Settings , click Spaces and select a shared space or workspace.

  2. Click Entities > Fields, and select a field.

  1. Modify the Label field and click Save.

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See also: