Configuring User Data Fields

This section provides instructions on how to configure a user data field to capture information specific to your organization.

Note: Not all user data field types have Dependency and Security tabs.

To create a user data field:

  1. Open the User Data Workbench (for instructions, see Opening the User Data Workbench ).

  2. Open a user data type, or create a new user data context (for instructions, see Creating a User Data Context).

    The User Data Context window opens to the Fields tab.

  3. Click New.

    The Field: New window opens.

  4. Provide information for the fields described in the following table.

    Field Name

    Description

    Field Prompt

    Label displayed for the user data field in the request.

    Token

    Uppercase text string used to identify the token. The token name must be unique to the specific user data. An example of a token name is ASSIGNED_TO_USER_ID.

    Description

    Type a description of the user data field in this field.

    Enabled

    To disable the field in PPM, select No. (The user data field is enabled by default.)

    Validation

    Use the Validation auto-complete to specify the logic to use to determine the valid values for this field. This could be a list of user-defined values, a rule that the result must be a number, and so on.

    After you select the validation logic, the Component Type field displays the type of component (for example, drop-down list, text field, auto-complete list) used in the validation.

    Multiselect

    If the validation uses an auto-complete list component type, and you want users to be able to specify multiple values, select Yes.

  5. If the Attributes tab is displayed, provide the information listed in the following table.

    Field Name

    Description

    User Data Col

    Indicates the internal column in which the field value is to be stored. These values are then be stored in the corresponding column in the table for the given entity (such as KNTA_USERS for the users entity).

    User data provides the ability to store information in up to 20 columns, thus allowing for up to 20 fields. No two fields in user data can use the same column.

    Display Only

    Indicates whether the field is read-only. Select Use Dependency Rules to use the logic defined on the Dependencies tab.

    Display

    Indicates whether the user can view this field on the User Data tab.

    Required

    Indicates whether the user must specify a value for this field. Select Use Dependency Rules to use the logic defined on the Dependencies tab.

  6. If the Defaults tab is displayed, click it, and then provide the information listed in the following table.

    Field Name

    Description

    Default Type

    Specifies whether the field is to have default value, and if it is, whether the default value is a constant value or a parameter value.

    Note: If the new user data field has a default value, the field is added to all existing requests, but has a NULL value for those requests. This affects request searches that use this field because users cannot specify NULL as a field value in the search criteria.

    Visible Value

    If you select the Constant default type, specify the constant value here.

    Depends On

    To default from another field, choose the token name for that field. When using this user data, every time a value is provided or updated in the source field, it will automatically be provided or updated in this destination field.

  7. If the Dependencies tab is displayed, click it, and them provide the information listed in the following table.

    Field Name

    Description

    Clear When the Following Changes

    Indicates whether the field is to be cleared when the specified field changes.

    Display Only When

    Indicates that the field is to be editable only if certain logical criteria are satisfied. The field functions with two adjacent fields, a list that contains logical qualifiers, and a text field. To enable this functionality, on the Attributes tab, from the Display Only list, select Use Dependency Rules.

    Required When

    Indicates that the field is to be required only if certain logical criteria are satisfied. The field functions with two adjacent fields, a list of logical qualifiers, and a text field. To enable this functionality, on the Attributes tab, from the Required list, select Use Dependency Rules.

  8. If the Security tab is visible, to specify the users who can view and edit this field, do the following:

    1. Click the Security tab.

      By default, the new user data field is visible to and editable by all users.

    2. Click Edit.

      The Edit Field Security window opens.

    3. Configure the security-related fields described in the following table.

      Field or Option

      Description

      Visible to all users

      To make the field visible only to specific users or security group members, start by clearing this checkbox. This clears the Editable by all users checkbox and enables fields in the Select User/ Security Group that can view this field section.

      Editable by all users

      To make the field editable only by specific users or security group members, start by clearing this checkbox. (If you cleared the Visible to all users checkbox, this checkbox is already cleared.) This enables fields in the Select User/ Security Group that can edit this field section.

      Select Users/ Security Groups that can view this field

      (list)

      To indicate how you want to specify field visibility or editability permission, select one of the following from the list:

      • Security Group. Enables you to specify one or more security groups whose members can view and/or edit the field. This selection dynamically updates the auto-complete displayed under the list to provide security group names.

      • Username. Enables you to specify one or more user who can view and/or edit the field. (The user must have an email address.) This selection dynamically updates the auto-complete displayed under the list to provide user names.

      • Standard Token. Enables you to select a standard token that resolves to a security group (based on group name or ID) or user name, or user (based on username or ID) who can view and/or edit the field.

      • User Defined Token. Enables you to define a token that resolves to a security group (based on group name or ID) or user (based on username or ID) who can view and/or edit the field.

      Security Group Username Standard Token or

      User Defined Token (auto-complete)

      The label for this field changes dynamically based on the value you select from the Select Users/Security Groups that can view this field list.

      Do one of the following:

      • Use the Security Group auto-complete to specify one or more security groups to view and/or edit the field.

      • Use the Username auto-complete to select the names of one or more users who can view and/or edit the field.

      • Use the Standard Token auto-complete to select a standard token that resolves to a security group (based on group name or ID) or user name, or user (based on username or ID) who can view and/or edit the field.

      • Use the User Defined Token auto-complete to define a token that resolves to a security group (based on group name or ID) or user (based on username or ID) who can view and/or edit the field.

        You can use the Tokens button to access the Token Builder). For information on how to use the Token Builder to create user-defined tokens, see the Commands, Tokens, and Validations Guide and Reference.

      Provide Editing Rights

      To give the security groups and users you selected (using the auto-complete) permission to edit the user data field, leave this checkbox selected (the default), and then click the Add button .

      To prevent the security groups and users you selected (using the auto-complete) from editing the user data field, clear this checkbox, and then click the Add button .

  9. Click OK.

    The Field window displays the new field.

  10. Click OK.