Constrain field values by work team

When you add a field to a topic workflow configuration, it appears by default in the user interface as a value-entry field and accepts any alphanumeric value that a user enters. A more structured alternative is to add a multi-selection list field, which allows users to select one or more values but not to remove any previously saved value(s). You can further limit the values that users can select for a multi-selection field by specifying the values that the members of a work team are able to select; that is, to constrain the field's valid values based on work team. This feature can reduce the possibility of user error when entering data and prevent the loss of information collected over time.

Note:

If your organization uses more than one topic workflow configuration, any custom fields for the work team context must be defined identically in each topic workflow configuration.

Add the field to a topic workflow configuration

1. In the left navigation pane, click the Settings icon ().
2. In the Configure System section, click Manage Topic Workflow Configurations.
3. Click the Row Action menu () for a configuration, and then click Manage Fields.
4. Click Add Field.
5. In the Column Name field, enter a column name.
6. In the Display name field, type a name to display in the user interface.
7. From the Format drop-down list, select either string or integer as the format.
8. For a string field, in the Length field, specify a maximum field length.
9. In the Type section, check Append-only or Multiple Values.
10. In the Type section, check Constrained values based on work team.
11. In the Context section, select the field context. You must check at least one of these options. The field can be used to collect information for a topic, action, attachment, or work team.
12. In the Context section, check Work Team.
13. To use the field as a filter, check Display as filter field. See Identify a field as a filter field.
14. Click Save.

Define the values

1. On the Manage Fields page, click the Row Action menu () for the field, and then click Define Values.
2. Click Add Value.
3. On the Add Value page, supply a value for users to select.
4. Click Save.
5. Repeat steps 2 - 4 to add all possible values for the field. Alternatively, you can store all field values in a .csv (comma-separated value) file, and then upload it. See Upload a table of valid values.
6. Click Back.

By default, the new field will be editable for a topic or action that is in any workflow state or for every type of document-style attachment. You can make this field required (users must select at least one value before saving), hidden, or visible in certain states or for certain attachment types. See Manage topic field accessibility by state, Manage action field accessibility by state, or Manage attachment field accessibility by type.

Set site options

You can perform the following steps only if you are a superuser.

1. In the left navigation pane, click the Settings icon ( ).
2. In the Administer System section, click Set Site Options.
3. From the Topic workflow configuration for work team custom fields drop-down list, select the topic workflow configuration that has the constrained value field.

   Custom work team fields appear when you add and edit work teams only after your topic workflow configuration has been published and this site option has been set.

4. Click Save.
5. In the left navigation pane, click the Settings icon ().
6. In the Manage Users section, click Edit Work Teams.
7. Click the Row Action menu () for a work team, and then click Edit.

   The Edit Work Team page appears. Your new field appears as a multi-selection list field.

8. To specify values for members of this work team to select for this field in the user interface, next to the multi-selection list field, click Select Available Values.
9. To define the values to present to each set of users, repeat this step for each work team.
10. Log out, then log back in.
11. To test your new field, in the left navigation pane, click the Topic Management icon (), and then add or edit a topic, action, or attachment. The values available for selection in this field reflect your membership in one or more work teams.