Configuring fields

FootPrints fields can be created by the out-of-the-box Business Process Templates, Workspace file imports, or by an authorized administrator manually. When a container and items are created, a few built-in fields are created by the system. You cannot modify the preconfigured choices for some specific built-in fields. For more information, see About predefined choices for built-in fields.

There are two types of fields:

• Shared fields: Shared fields are created at the container-level (for example, Workspace, CMDB, Address Book, Knowledge Base, and so on). These fields can then be used by any item in that container.
  In the following example, a shared field which is created at the workspace level and can be shared across Incident, Problem, and Service Request.
  
  
• Private fields: Private fields are created within an item and can only be used in that item. In this example, only the Incident item can use these fields.
  
  

For example, if you want to use a field named Department for all items in your HR Workspace, you must create it as a shared field for the workspace and select it from the Shared Field list as you configure each item. If you want to use a field named Hire Date field only in your HR Workspace, you must create it as a private field from the item.

There are several ways to create a field:

• From applying a business process template to your environment
• From the Shared Fields page of a container definition (see Creating shared fields)
• From the Fields page of an item definition
• From the Forms page of an item definition

After a field is created, you can add it to forms and also use it to create record templates, email templates and business rules.

The field properties vary depending on the field type. FootPrints provides multiple fields types to choose. Fields can be configured to have dependencies where the value selected in one field controls the visibility and contents of another field. You can configure fields to populate with values that are obtained through a link to an external SQL database. For more information, see Linking fields to external data sources.

You can combine field properties to create certain types of fields. For example, to create an email address, FTP, or website fields, you can use Hyperlink, Rich Text, Simple Text, or Text area field types, and then select Email, FTP, or Website in the Validation field. For more information, see Format for Email type content validation.

If the Make this field searchable check box is selected for a field, the field can be used as a keyword and in global searches. If this check box is not selected for a field, the field can still be used to configure link controls on forms, link records to other records, can be used to perform advanced searches, and filter records in saved searches.

This topic explains how to configure a private field from within item definitions. You define field attributes on the field configuration page. For simplicity, we refer to the attributes as "fields" when explaining how to configure them.

The following topics are provided:

Prerequisites

If you want to use shared fields, you must create them at the container level before you can add them to items. For more information, see Creating shared fields.

To create a field

1. Open the item where you want to add a field:
   1. Click the Administration tab.
   2. In the appropriate section, perform one of the following options:
      • Click the container that contains the item that you want to modify. 
      • Click Manage to open the container Administration page and then double-click the container.
   3. In the left pane, click the item link (such as Record Definitions in workspaces or Contacts in address books).
   4. In the Items page, double-click the item where you want to create the field.
2. In the left pane, click Fields.
   A list of the fields already defined for the item appears in the right pane.
3. Click Add > Add field.
   This adds a field used only by the current item. To add a field that is available for all items in the current container, see Creating shared fields. The Field Properties: Custom Field page appears. As you work in this page, you can click Save to record your changes.

4. In the Singular Name field, type the label text that will be visible to users.

5. In the Field Type field, accept the default of Simple Text or select a different field type.
   For more information, see Types of fields. Once you save the field, you cannot change the field type. Instead, you must create a new field with the correct type and delete the incorrect field.

6. In the Permissions field, select whether this field is Required, Optional, Read-only, or Hidden.

   Note

    - If you make a field required, ensure that it can be viewed by all of the users who might need to complete it. Mandatory fields that cannot be updated will prevent the record from being saved or further processed.

    - Making a field Hidden does not secure the field data. To ensure that the users do not have access to a field, configure appropriate field permissions for the user roles. For more information, see Configuring user roles.

7. (Optional) In the Validation field, select a validation type.
   Options are Email, FTP, and Website.

   Note

   While configuring a field, you can choose a validation method. The validation method ensures that when a value is entered in a field, the value conforms to the preconfigured format. For example, if you select Email as a validation option for a field, the value entered by a user must be in the valid email address format. For example, abc@example.com. If the value entered by a user does not match the preconfigured format, an error message is shown and the record is not saved. For example, asterisk (*) symbol is not allowed for email fields by the system, so if it is entered in field that has an active Email validation, an error message is displayed. For more information, see Format for Email type validation.

8. (Optional) If you select the Number type field, perform the following steps:
   
   1. For Number field types, in the Value Length field, select a rule for validating the number of characters entered in this field.
      Options are Exactly, At least, At most, and Between.

      • If you select any of the first three options, a second field appears where you type the number of characters required.

      • If you select Between, two additional fields appear. Enter the starting and ending numbers to create the Between range.

   2. In the field to the right of Value Length, enter or select the number of characters.

   3. For fields with defined values, in the Default Value field, select the value that should appear in the field initially.
      If no values have been defined, go to the Add items field to define values. Then return to the Default Value field to select a default.

      Note

      The default value configured for a field in the Form Builder overrides the default value configured while creating the field.

9. (Optional) In the Mouseover Text field, you can type text that appears when users move their mouse over the field.
   You can use the formatting tools to customize the content of this field or click the Source Edit icon (last icon on the right) to work in the source code.
10. (Optional) In the Help Text field, type the help text that applies for this field. Add links as needed.
    You can use the formatting tools to customize the content of this field or click the Source Edit icon (last icon on the right) to work in the source code.

11. If you select the selection-type fields, add the allowed values:

    1. In the Add items field, type the values that you want available for this field, one on each line.
       Each line represents a check box or an option in a list.

    2. Click Add Item(s).
       The values are displayed in the list field below this button, in the order that you entered them.

    3. (Optional) Format the value list:

       • To rename a value, select it and click Rename.
         The list refreshes, showing the new name.

       • To delete a value, select it and click Delete.
         The value is removed from the list.

       • To move values up and down in the list, select values and drag them to new locations.

       • To sort the list in ascending or descending order, click Sort choices and select Ascending or Descending.

       • To return to the original order, click Sort choices again and select Custom.

    4. Click Save.
       The values are added to the field below the Add Item(s) field. If you want to select a default value, go back to the Default Value field and select one.

12. (Optional) If you want this field displayed in search result grids, next to View in list, select Display as Grid Column.
13. (Optional) If you want users to be able to search on this field using keywords, next to Searchable, select Make this field searchable.
    Although, you might not select the Make this field searchable check box, if the field is used to configure a Link Control, the field automatically becomes searchable.
14. (Optional) For Simple Text, Rich Text, and Text area field types, if you want user to be able to add entries in the field, next to Journaling, select Enable Journaling.
    This option is useful for Description fields and other fields where multiple entries are likely or preferred.
15. (Optional)) If you want to be able to filter search result grids by using this field, next to Auto Filter, select Enable Auto Filter.
16. When you have finished configuring the field attributes, click Save.
    Your entries are validated and a confirmation message appears at the bottom right corner of the page.

17. To implement your changes, in the breadcrumb trail, click the container link, and then click Save and Publish.

    Note

    To link this field to an external data source, follow the instructions provided in Linking fields to external data sources.

Setting up a dynamic SQL lookup feature for a field

The following  provides information about how to set up a dynamic SQL lookup feature for a field in FootPrints version 12.x

https://youtu.be/4sHWzuzM7A8

Next steps

• Add fields to the appropriate forms, following the instructions provided in Configuring forms.
• Configure user access to the new field, following the instructions provided in Configuring user roles.

Related topics

Built-in fields

Editing and deleting fields

Creating category trees

Creating dependent field groups

Configuring Assignee and Owner fields

Creating shared fields

Configuring business rules

Configuring workflow processes

Customizing ticket numbers and other record IDs

Getting started quickly for administrators

Linking fields to external data sources

Types of fields