Creating dependent field groups

A dependent field is the one that has the available choices restricted by the value selected for the preceding field or a field that controls the values in another field. This is a useful feature that guides users toward selecting an appropriate value (required fields, selection lists, and so on). When you want to guide users across multiple fields, narrowing their options as they make selections, there are two ways: category trees and dependent field groups.

The following topic focuses on the dependent field groups. Category trees are used in knowledge bases and service portfolios where your users need to view field values but not change them (browsing but not editing). Dependent field groups are used in workspaces and CMDBs to guide your users to specific fields where they select or enter values (browsing and editing). For more information, see Creating category trees.

Dependent field groups are used in workspaces and CMDBs to guide your users to specific fields where they select or enter values (browsing and editing).  Dependencies are defined at the field level and then added to the appropriate forms. For parent fields, only Boolean (for check boxes) and Single Select fields may be used. Child fields can be any field type.

You can configure multiple dependency groups in each container, and create multilevel dependency groups that funnel users to categories and subcategories quickly so they provide detailed information for the agents working on the tickets.

For example, if a user selects Hardware from a Problem Type field, the next field might display a list of hardware types (Laptop, Wireless Card, Mouse, Keyboard, and so on). If a user selects Laptop, the next field might display known laptop problems.

The following topics are provided:

Prerequisite

Create the fields (and their values) that will be included in the dependency group. You will want a parent field to act as the starting point and child fields to group under the parent.

To create a dependent field group

1. Open the item where you want to create the field group:
   
   1. Click the Administration tab.
   2. In the appropriate section, click the name of the container that you want to modify or click Manage to open the container Administration page. Then double-click the container.
      The container details page appears.
   3. In the left pane, click the item link (such as Record Definitions or CIs).
      The Items page appears. 
   4. Double-click the item that you want to modify.
      The item details page appears.
2. In the left pane, click Fields.
3. Define the parent category field:
   1. Click Add > Add field.
      If you have already defined the fields as shared fields for the container, you can select one of them instead of creating a new field.
   2. In the Field Type field, select the appropriate type of field for the parent level of the group (either boolean or a single select):
      
      • Boolean: Use this type to use a Yes/No check box where the next level of fields is associated with one of the options, usually the Yes (checked) option.
      • Single Select: Use this type to offer a list of options to the users. You may want to match the option labels to the names of the fields that will be the associated child fields.
   3. Click Save.
   4. (Optional) In the Default Value field, select a value.
   5. Modify the other fields as necessary.
   6. Click Save.
4. To define the child category fields, repeat step 3 to define the other fields that will be included in the dependency group as children of the parent field.
   It may be helpful to name these fields with the values defined in the parent category field. For more information, see <Configuring fields>.
5. Click Save.
6. In the breadcrumb trail, click Fields.
7. Select the parent field you just created in the list.
8. Click Field Dependencies.

9. Configure the field dependencies:

   1. Click the plus sign next to a choice.
      The Add New Dependent Field dialog box appears.
   2. Select the fields that you want included under this group.
      To select all fields, click Select All. To clear your selections, click Select None.
   3. Click OK.

10. Click Save.

11. Publish the container to implement your changes:

    1. In the breadcrumb trail, click the container link.
    2. Click Save and Publish.
       A confirmation message appears.
12. Click Yes.
    The Publication Succeeded message appears, showing the number of errors and warnings.

To add the field group to a form

1. Open the form that you want to modify:
   1. In the breadcrumb trail, click the Item link.
   2. In the left pane, click Forms.
   3. Double-click the form that you want to modify.
2. In the left pane, click Fields.
3. Select the parent field or a child field and drag it on to the form.
   The Add a Field Dependency dialog box appears.

4. Select an option:

   1. To add all fields in the dependent group (both parent field and all child fields), click Yes.
   2. To add only the selected field, click No.
5. Click Save.
6. Publish the container to implement your changes:
   1. In the breadcrumb trail, click the container link.
   2. Click Save and Publish.
      A confirmation message appears.
   3. Click Yes.
      The Publication Succeeded message appears, showing the number of errors and warnings.

To remove a field in a field dependency group from the form

1. Open the form that you want to modify:
   1. In the breadcrumb trail, click the Item link.
   2. In the left pane, click Forms.
   3. Double-click the form that you want to modify.
2. Select the field on the form and click the trashcan icon.
   The Delete Field Dependency dialog box appears.
   • To remove all fields in the dependency group, click Yes.
   • To remove only the selected field, click No.
3. Click Save. 
4. Publish the container to implement your changes:
   1. In the breadcrumb trail, click the container link.
   2. Click Save and Publish.
      A confirmation message appears.
   3. Click Yes.
      The Publication Succeeded message appears, showing the number of errors and warnings.

Related topics

Configuring fields

Types of fields

Configuring forms

Creating category trees