Managing topic field accessibility by state

Once you have defined topic states and fields, you define the level of access that users have to each field when a topic is in each of the workflow states. You specify whether each field is required, editable (but not required), visible (but not editable), or hidden in each state. If you make a field required for a state, a topic cannot be saved in that state until the user provides a value for the field.

The access levels that you define are enforced when:

A user edits a topic that is currently in that state.
A user assigns that state to the topic. For example, suppose that the RESOLUTION field is editable in the Reviewed state and required in the Closed state. While the topic state is Reviewed, users can leave the RESOLUTION field empty. However, the user who changes the topic's state to Closed is required to provide a resolution.

In addition, when a topic is created during the process of saving an attachment to a topic from another page in the application (if enabled as an attachment type for the topic workflow configuration), the TOPIC_NAME is required but no other requirements for the Initial state are enforced until the first time that topic is edited.

Access levels apply only when a topic is edited. When a topic is viewed, all non-hidden fields are display-only.

1. Click Settings.

The Settings page appears.

2. In the Configure System section, click Manage Topic Workflow Configurations.

The Manage Topic Workflow Configurations page appears.

3. Click the row menu () for a configuration, and then click Manage Fields.

The Manage Fields page appears.

4. Click Manage Accessibility.

5. From the menu, select Topic Fields by State.

The Manage Topic Field Accessibility by State page appears and presents a table with a column for each topic state and a row for each topic field.

For reference, you can review the field access levels for topic workflow states defined in the Sample Topic Workflow Configuration.

6. From the drop-down lists in the access level cells, select an access level for each field when a topic is in that state. The access levels are:

Access Level	Description
--	Hidden. Does not appear on the Topic page. For example, you assign this access level to the RESOLUTION and RESOLUTION_DATE fields for topics that are in any state other than Closed.
Visible	Appears on the Topic page as an informational message. Values cannot be entered or modified. Note: This access level should only be assigned to fields that store informational, rather than process-related, data for the topic. For example, this access level is not recommended for the CURRENT_STATE_ID field in any state, since a topic's current state should always be editable (or required).
Editable	Appears on the Topic page and entries are allowed. For example, you assign this access level to the TOPIC_DESCRIPTION field for topics that are in any state.
Required	Appears on the Topic page and an entry must be made. If you leave this field blank, topic information cannot be saved. For example, you assign this access level to the STATE_CHANGE_REASON field when topics are in any state other than Initial to assure that a meaningful log of the changes made to a topic is kept.

7. Click Save.

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