Defining Common Fields - Honeywell DOC4000 - 7.3 - Help - Intergraph

DOC4000 Help

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Honeywell DOC4000
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7.3

When a user creates a case, the user can select a workflow definition for the case. Then, the case can be updated as each state of the workflow is achieved. The Define Common Fields link on the Workflows window in the Admin Utility allows you to create and define fields that can be displayed and updated as part of the case. You can also define some of these fields to be included in Request for Approval emails and Notification emails.

When you add a field, you can add it as a Global field or a Category-specific field. Global fields are shared and displayed in all cases, regardless of the workflow category. Category-specific fields are displayed only in workflow cases of that category.

To create an additional category, you need to create a workflow, type the new category in the Category field, and then save that workflow.

In addition to the fields you create for your specific needs, DOC4000 allows you to create fields it uses for case management, such as case numbering and location. You need to select the proper options for these fields:

Case numbering

DOC4000 provides a unique, generated number as the case number. You can modify the case numbering feature to create the case numbering you want. For more information, see Understanding Workflow Case Numbering.

Case location

DOC4000 requires the location for a case, and you must define a location field as a Global field. To set a field as the location field, check the Location field check box for that field. The field should be a list of values to select. You can also use the GetLocations function definition in the PAS Workflows asset model to list the location values defined through Asset Model Builder for that function. This function can also get these locations from objects in your asset hierarchy. For more information about defining the location field, see Defining the Location Common Field for Workflows.

To define a common field:

  1. In the Admin Utility, click the Workflows link.

  2. On the Workflows window, click the Define Common Fields link in the Workflow-related Tasks area. The Define Common Workflow Fields window is displayed.

    admin-workflow-common-fields-blank

  3. Select which type of field you want to create:

    • To create a field for all categories of workflow cases, click Add next to the Global fields list.

    • To create a field for one category of workflow cases, select the category in the Select a workflow category field, and then click Add next to the Category-specific fields list.

  4. Type a name for the field, and then click OK. Make sure the name indicates the type of information for the user to type. The new field should be selected in its list.

  5. In the Field Details area, select the type of data for the field, such as Text. If you select Hyperlink, any URL the user types in this field, starting with http:// or https://, will be a link to that URL.

  6. If you want the field to be required, check the Required check box.

  7. If you selected Check boxes, Radio buttons, or List as the data type, you need to specify the values for the selected field type by adding them to the Items list:

    1. If you want to manually add values, click Add next to the Items list, type the value, and then click OK. You can add as many items as you need.

    2. If you want to use a function definition to define the values, you can associate the field with a function definition in the PAS Workflows asset model. To create or modify a FunctionDef in the PAS Workflows asset model, use Asset Model Builder. Then, check the Auto-populate the list using this FunctionDef check box and select a FunctionDef from the list.

      For more information about creating or modifying a FunctionDef with Asset Model Builder, see Defining the Location Common Field for Workflows or contact Technical Support.

  8. If you would like to add sub-fields for a List field, complete the following steps:

    1. Click Save to save the current field definition.

    2. Check the Sub-field check box and type a name in the text box.

    3. Select a Parent field value.

    4. Click Add next to the Sub-field items list, type the value, and then click OK. You can add as many sub-field items as you need. You can also use a function definition to define the values as you can do for the parent list items.

  9. If you want to use the field for case management, such as setting the case location, select the appropriate option in the Field Usage area:

    • Location field: Identifies the location for a case. The field must be a Global field and can be a text box or a list of values to select. You can use the GetLocations function definition to populate the list values. You must create one field to be a location field for all categories of cases.

    • Case Type filter: Displays the field when the user creates a new case. This type of field cannot be modified after a case is created unless you also check the Required check box. Check this option for the Case Entry # field, which is used for manually specified case numbers. For more information, see Understanding Workflow Case Numbering.

    • Show this field in...: Identifies where this field is used, such as in the Case Summary or in Request for Approval or Notification emails.

  10. Click Save.