Managing additional fields

Additional fields are user defined fields (UDFs) that are used in review flow tasks, as placeholders in email notifications, or for user information. You add a Category and assign fields to the Category.

Additional fields allow a task owner to add one or more values when working on a task. For example, you might create a Category named HR Review Fields with a Field for Date of Review Meetings. Additional fields can be used to add variables to email notifications. See Managing notifications.

Manage additional field Categories

You can manage additional field categories.

1. From the left menu, select Administration then Manage Additional Fields.

2. In the top left of the page near Categories, perform one of the following:

   • Select the button to create a new category.

   • Select a Category then select one of the following:

     Edit an existing category.

     Clone an existing category and enter the new name.

     Delete a category

Add an additional field

Before you add a tag group, you must configure the Reference Domain (called Data Domain in tags) and the selections as Reference Codes. See Configuring categories, values, and attributes.

To add an additional field:

1. From the left menu, select Administration then Manage Additional Fields.

2. Select the Category for the additional field or add the category by selecting the button.

3. Select the Fields button to add an additional field. Complete the following on the Additional Field Editor window.

   • Name: How the field will display in the system.

   • Description: Define of the field.

   • Active: Select to make the field immediately available for selecting in the system.

   • Is Read-only?: Select if the field will be a display-only field. The default value set on this pop-up window displays.

   • Data Type: Select a data type if the field is not read only. Data types include Text, Date, Number, List, Multi-Selector List, Decimal, Integer, Multiline Text, Email, and Phone. Custom Format is not used at this time. Based on the data type, you may see other fields. Examples follow.

     • Maximum Length: If the Data Type requires the user to enter a value in the field, enter the maximum character length allowed.

     • Data Domain: If the Data Type requires a selection, such as List, select the Data Domain. The domain and the values to list are set up via configuring categories and values; see Configuring categories, values, and attributes. For example, the domain may be Documents nav submenu which will allow the user to select Polices, Procedures, and so on.

     • Default Value: Enter the value used if the user does not complete the field or if the field was identified earlier as Read-only.

4. Select Save.

Manage an additional field

1. From the left menu, select Administration then Manage Additional Fields.

2. Select any of the following:

   to search for an additional field, located after Categories at the top of the page.

   Edit to update the information then select Save.

   Delete to remove the additional field.
   

   Caution - On Delete

   If you delete the additional field, task definitions that still use the additional field may run into errors when accessed.