This documentation supports the 20.19.02 version of Remedyforce.

To view the previous version, go to BMC Remedyforce 20.19.01

Configuring lookup filters on CIs and assets

Lookup filters simplify data entry and prevent inconsistent data due to incorrect manual entry. You can configure lookup filters for CMDB CI and asset classes similar to lookup filters configured for Remedyforce Console on incident, problem, task, change request, and release. For more information about why and how to create lookup filters, refer the following sections:

Use case: scenario 1

  • Requirement: A cloud instance and its rack must be co-located.
  • Configuration:
    • CI class: Cloud Instance 
    • Lookup field: Rack (Custom self lookup created on the Base Element object)
    • CriteriaShould be set on the Location field of the Rack lookup field in the Cloud Instance CI class (where the location of the rack is equal to the location of the instance) and another criteria should be set on Class Name and its value should be set as BMC_Rack as shown in the following image.
  • Result: Once the criteria is set, when you create an instance of the Cloud Instance class, if you specify the location as Houston Office, then the Rack lookup field shows only those rack records in the typeahead and in the search page whose location is Houston office. In the same manner, if you specify the location as San Jose Office, then the Rack lookup field shows only those rack records whose location is San Jose Office.


Use case: scenario 2

  • Requirement: An activity must only be assigned to a staff user.
  • Configuration:
    • CI class: Activity
    • Lookup field: Business Manager
    • Criteria: Should be set on the ServiceDesk Staff field of the Business Manager lookup field in the Activity CI class as shown in the following image.
  • Result: Once the criteria is set, when you create an instance of the Activity CI class, clicking the lookup icon or using the typeahead for the Business Manager field shows only the staff users instead of all users.


Configuring a lookup filter on CIs and assets

The following image shows the configuration screen for CMDB lookup filters and the various sections of the screen.

 

The following table provides details about the annotations.

AnnotationNameDescription
1Lookup Filters for CMDB

Area where all lookup filters are shown.

Note:

You can’t create more than one lookup filter on same field of a particular class. However, more than one lookup filter can be created for the same lookup field for a different class.

2CMDB Class TypeThe CMDB class type based on which the Class Name field is populated. For example, if you select Asset, then only asset classes are shown in the Class Name field.
3Class NameThe name of the asset or the CI class for which you want to configure the lookup filter.
4Filter For

The lookup field of the following classes:

  • Selected asset or the CI class for which you want to configure the lookup filter.
  • Parent class of the selected asset or the CI class
  • Base element class
5Filter TypeWhen you create a filter, you must also specify whether the filter is optional or required. Required filters are always applied to the lookup fields. To enable staff members to remove a filter, you can mark the filter as optional.
6InactiveSpecifies whether the criteria is active or inactive.
7<Lookup filter> : AttributesAttribute of the lookup field on which you want to apply the condition
8<Operator>Any of the supported operators for the respective field type. For more information, see Supported Operators.
9FieldSpecify whether you want to build the condition based on an attribute or on a value.
10 <Class name> Attributes
 Applied condition for the lookup field.
11Filter Logic

The filter logic based on your requirements.

By default, the AND logic is applied to the filter criteria, which means that only the records that meet all of the filter criteria are shown in the lookup pop-up window. You can replace AND with OR and add more conditions to the filter logic by using the defined filter criteria.
For example, when you create a lookup filter with four criteria, the default logic that is applied to the filter criteria is 1 AND 2 AND 3 AND 4. You can replace AND with OR and add more conditions by using the defined filter criteria, such as 1 AND ((2 AND 3) OR (2 AND 4))

Note:

Make sure that you have added all the required filter criteria before you change the filter logic. If you change the filter logic and then add or remove filter criteria, the filter logic is reset and the AND logic is reapplied to all the filter criteria.

To configure a lookup filter on CIs and assets

  1. Go to the  Remedyforce Administration tab.
  2. On the Home page, click Configure CMDB 2.0 > CMDB Lookup Filters.
  3. Click New.
  4. In the  New Filter section, click CMDB Class Type to select the class type.
  5. Click Class Name to select the CI or asset on which you want to configure the lookup filter.
  6. Click Filter For to select the lookup field on which you want to apply the criteria.
  7. Click  Filter Type  to select whether you want to make the lookup filter required or optional.
  8. Click <Lookup filter>: Attributes to select a field of the selected lookup.
  9. Build a criteria condition as described in the preceding section by selecting appropriate fields of the selected lookup and applying a condition.
  10. Click Save.

Supported Operators

Selected field type

Available operators

Text

=, !=, LIKE, NOT LIKE

Phone

=, !=

Currency

=, !=, >, >=, <, <=

Percent

>, >=, =, !=, <, <=

Number

>, >=, =, !=, <, <=

Checkbox

=, !=

Email

=, !=, LIKE, NOT LIKE

Lookup

=, !=

Date and Date/Time

>, >=, =, !=, <, <=

Text Area

LIKE, NOT LIKE

Picklist

=, !=

Considerations

  • If a class has more than one child class, say for example, a class A has 2 child classes, x and y, then:
    • While creating a new lookup filter, if Class x is selected in the Class Name field, then the relational fields of the selected class along with the parent and Base Element class relational fields will be available in the Filter For.
    • On the CMDB instance editor, fields of the selected class along with the parent and Base Element class fields are displayed on the selected instance. As per the selected Class in the Class Name field, we can configure class wise lookup filter, for all the relational fields which get appears for the particular instance in the CMDB instance editor form.
  • While creating a filter:

    • If the selected lookup is from the base element object such as Location, fields from the fieldsets of the following classes are displayed while selecting fields in the criteria:

      • Selected CI or asset class
      • Parent class of the selected class 
      • Base element class

    • If the selected lookup is not from the base element object, all the fields of selected lookup object are displayed while selecting fields in the criteria. 
      For example, if you are creating a lookup filter on the Category object lookup, all the fields of the Category object are displayed in the criteria.
  • Created CMDB lookup filters are applicable for lookup fields which are available under CMDB instance form.
  • Fields which are displayed in General and Specifications sections under the Attributes tab of instance form will also show the lookup filters with respect to the selected class.
  • Lookup filter is not supported in the CMDB Multi Instance Editor.
  • If a dynamic filter is set on any CMDB lookup field by using OOTB or the custom lookup field in criteria section and if the value in criteria lookup is blank on the CMDB class instance form, then the lookup field on which filter is set will not show any record.



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