).Once you have defined action states and fields, you define the level of access that users have to each field when an action is in each of those 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, an action 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 an action that is in that state.
· A user assigns that state to the action.
Access levels apply only when an action is edited. When an action is viewed, all non-hidden fields are display-only.
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 Manage Accessibility.
5. From the menu, select Action Fields by State.
The Manage Action Field Accessibility by State page presents a table with a column for each action state and a row for each action field.
For reference, you can review the field access levels for action workflow states defined in the Sample Topic Workflow Configuration.
6. From the drop-down lists in the action state cells, select an access level for each field when an action is in that state. The access levels are:
Access Level |
Description |
-- |
Hidden. Does not appear on the Topic Action page. For example, you assign this access level to the ACTUAL_COMPL_DATE field for actions that are in the Initial state. |
Visible |
Appears on the Topic Action page as informational text. 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 action. For example, this access level is not recommended for the ACTION_STATE_ID field in any state, since an action's current state should always be editable (or required). |
Editable |
Appears on the Topic Action page and entries are allowed. Typically, this access level is used for most action fields in most states. |
Required |
Appears on the Topic Action page and an entry must be made. If you leave the field blank, the action cannot be saved. For example, you assign this access level to the ACTUAL_COMPL_DATE field when actions are in the Closed state. |
7. Click Save.