Configure validations

You can create, edit, and delete validations using the Validations Workbench. Be sure to exercise caution if you edit existing validations that are in use by fields or workflow step sources. Both field and workflow step validations can be tied to workflow logic. Changing the validation values can invalidate a process. To create, edit, or delete a validation requires the correct access grants. For more information about access grants, see the Security Model Guide and Reference.

You cannot delete a validation if it is:

  • A system validation (delivered with the product as seed data).

  • Currently used by a workflow step source.

  • Currently used by a field in a product entity (object type, request type, user data, report type, or project template field).

You can only disable validations referenced by:

  • workflow step sources

  • entity fields.

Although a disabled validation continues to function in existing workflow steps and fields, you cannot use it to define a new step source or field.

Note: Although you may not be able to delete a custom validation, you can disable it. This allows any active workflows or product entities to use the validation, but keeps it from being used in new workflows or entity definitions.

To configure a validation:

  1. Log on to PPM.

  2. From the menu bar, select Open > Administration > Open Workbench.

    The PPM Workbench opens.

  3. From the shortcut bar, select Configuration > Validations.

    The Validations Workbench opens.

  4. Click New Validation or open an existing validation.

    Note: If you are opening an existing validation, your PPM instance supports multiple languages, and the validation is defined in a language other than your session language, you cannot edit the validation. For more information, see the Multilingual User Interface Guide.

    The Validation window opens.

  5. Provide the information described in the following table.

    Field Name



    Name of the new validation.

    Reference Code

    Unique name to identify the validation across all languages being used in your PPM implementation, regardless of whether its name is changed or translated.

    Either accept the default value or type a new value.

    The reference code value must be unique across all languages, use capital letters and ASCII characters, not start with an underscore (_), and not use any of the following special characters:


    System data reference codes start with an underscore (_) and should not be modified.


    Brief description of the validation.


    Select this checkbox to enable the validation.

    Use in Workflow

    Select this checkbox to use the validation in a workflow step source. For a list of components that can be used in workflow steps, see.

    Component Type

    Select a validation type. Selecting a listed value dynamically updates the Validation window to display fields used to configure the selected validation type.

    For a list of components types that can be used, see Validation component types.

  6. Type any additional information required for the selected component type.

    Additional information depends on the component type selected. Selecting a component type dynamically changes the remaining fields. The remainder of this section details how to configure the different component types.

    Note: If a validation value contains a lookup code, once you have specified and saved the code, you can no longer edit the code. If you need to make a change to the code, you must delete the existing code and add a new code, recreating any information from the deleted code.

  7. Specify which users can edit, copy, and delete this validation.

    1. From the shortcut bar, select Sys Admin > Security Groups.

    2. Select a user.

    3. Click the Ownership tab.

      The Ownership window opens.

    4. Select Only groups listing below that have the Edit Validations Access Grant.

    5. Click Add.

      The Add Security Group window opens.

    6. Add security groups.

    7. Click Apply to add a security group.

    8. Click OK to add a security group and close the Add Security Group window.

  8. Click OK.

    Note: If you are configuring a new validation and your PPM instance supports multiple languages, any validation you configure is defined in the language you selected at logon (your session language). After the validation is configured, it can be modified only in its definition language. For more information, see the Multilingual User Interface Guide.